The HUS Constitution

Also available as a Microsoft Word Document. Please do not print, bound copies are available in the HUS Office

What is HUS? 

The Homerton Union of Students (HUS) represents all members in statu pupillari at Homerton College (HC).  Every student in college shall be a member of HUS, unless they choose to opt-out. HUS shall include MCR a subsidiary of HUS that looks after the needs of graduates. 

HUS and other student associations: 

HUS will have formal links with CUSU (Cambridge University Students Union), the GU (Graduate Union) and NUS (National Union of Students) by agreement with the student body. 

Please note: The HUS constitution shall be in two parts: the main clauses shall be in a document entitled The Constitution and all attendant detail, such as the job descriptions of the HUS Executive and co-opted positions shall be in an appendix entitled The HUS Constitution: The Standing Orders. 

The aims of the HUS 

The HUS shall represent all students on the Governing Body of HC and its committees, including the Trustees, and The Council shall provide a variety of services to student members.  

These services shall include: representation in the university and beyond, welfare advice and support, academic support, entertainment, publications and the support of college societies. 

There shall be an elected President (currently a Sabbatical Officer) and an elected Executive Committee (HUS Exec) who shall take responsibility for carrying out the aims and activities of HUS. HUS Exec members will sit on committees of the council to ensure that student concerns are taken into consideration in decision making..  

Open Meetings 

These shall be the principal form of governance within HUS and shall allow every member of HUS the opportunity to have their say about the policies of the union and the issues that concern them.  The Exec shall be mandated at Open Meetings to perform certain tasks and undertake particular campaigns. The Open Meeting shall decide upon union policy as a whole, including deciding how HUS shall vote at CUSU council.   

Normally proposals shall be submitted to the Open Meeting at least three days before a meeting. All motions shall have a proposer and a seconder. The proposer and subsequent speakers shall have three minutes to make their speeches. 

Emergency motions may be submitted just before the meeting, but in time to be copied for distribution. 

Any motions that get passed by Open Meetings shall then pass into HUS Policy and it is the Exec’s responsibility to ensure that they shall be carried out in the proper manner. Open Meetings shall occur twice a term (Hustings may count as an Open Meeting). 

The Final Open Meeting of the Year shall be the AGM which shall review the current years’ work and approve the budget for the following year. Any constitutional proposals made at previous Open Meetings shall be approved. An extraordinary Open Meeting shall be called if requested by 25 members of HUS or a resolution of the Executive and must be held within seven days of the petition or resolution.

Quoracy

 

Quorum for any HUS Open Meeting shall be 30 people. If the meeting is not quorate then decisions made shall not become policy. However, such decisions may be granted temporary status by a vote of confidence from the Executive, pending ratification at a future quorate Open Meeting.

Referenda

 

A referendum of the membership may be called if requested by a petition of 50 members of HUS, or by a resolution of the Executive or Open Meeting and must be held within 20 days of such a petition or resolution. Referenda shall be the supreme policy-making acts of the Union and shall be decided by a simple majority (providing the number voting in favour of the motion is not less than one tenth of the membership of HUS).  

In the event of a referendum, the HUS President or in the case of absence, the VP Internal is the Returning Officer, and voting is under the same conditions as Elections. Any resolution shall take immediate effect, and shall over-ride any previous policy. 

HUS Exec Responsibilities: 

Each member of the Exec shall: 

1. Fulfil their individual job description (see The Constitution: Standing Orders).
2. Manage the budget and use resources sensibly.
3. Attend Exec meetings and Open meetings, or send apologies. Any member who fails to attend 3 [consecutive] meetings without apologies shall be deemed to have resigned from the Exec.
4. Exec members represent students and the further objectives of the union outlined in the HUS Constitution: Standing Orders.
5. Submit end of term and end of year reports to the President.
6. Respond to requests for information and take action in a timely fashion.
7. Help out at all HUS functions.
8. Implement Union policy and carry out mandates of Open Meetings.
9. Review the constitution and bring any necessary proposed changes to Open Meeting.

 

A member of the Executive who fails to carry out the responsibilities listed above may be the subject of a Motion of No Confidence. 

A Motion of No Confidence in an officer may be passed by a two-thirds majority at a meeting of the full Executive, followed by a two-thirds majority at an Open Meeting. The voting will be by a show of hands. On the event of a Motion of No Confidence being passed by the Executive, the officer shall be suspended until an Open Meeting takes place. 

Exec Meetings 

These shall be held once a week during term time in the HUS Office and shall be run to an agenda. The agenda shall be drawn up by a different Exec member each week who shall chair the meeting.  Agenda items shall be submitted to the [Chair/President] before the meeting.  Minutes shall be taken by the VP-Internal during the meeting, typed up and emailed to all Exec members.  Decisions shall be made by a majority vote, the quorum being half the elected members. 

The Role of President: 

The President may be a Sabbatical or non-Sabbatical position on the HUS Exec. The role of the President shall be to support the rest of the Exec and the Administrator in their roles. She or he shall attend CUSU council alongside the Vice-President External and shall vote on behalf of HUS. The President shall represent the views of HUS to the College, and shall attend a variety of committees and College Council. The President shall be the link between HUS and the College.  

The President shall be the Deputy Returning Officer for HUS Exec Elections and the Returning Officer for all other elections (such as CUSU). No person appointed to Sabbatical Union Office may serve for more than two years. 

The Role of the Vice Presidents: 

There shall be both an Internal and an External VP. The VP Internal shall help maintain the good work of the Executive, take minutes at meetings, be the Returning Officer in the case of the absences of the President and shall work closely with the Co-opted Team. 

The VP External has overall responsibility for organizing campaigns for student related issues originating from outside Homerton. She or he works in the interests of HUS in Cambridge, CUSU and NUS, whilst also organizing publicity of external affairs within college. 

The Role of the Administrator, Senior Treasurer and Treasurer: 

The Treasurer shall be an elected student member of the Exec. The Treasurer shall supervise the day to day running of HUS financial affairs, and shall be aware of the amount held in the HUS bank accounts, and of bills needing to be paid. The Treasurer shall oversee the accounts of all HUS Clubs and Societies, and shall oversee the smooth running of the stationery shop and shall perform various other duties concerned with advising students in financial matters. 

The Administrator shall be employed through the college. The role of the Administrator is to administer the funds available to HUS and to produce accounts to trial balance. In liaison with the college Finance Officer, the Administrator should arrange for the accounts to be audited annually.  The Administrator shall pay bills as authorised to do so by the Treasurer and shall keep records of incoming cash and cheques and all day to day banking. 

There shall be a Senior Treasurer who shall normally be a fellow of the College invited by HUS to fulfill that role. 

The HUS Administrator shall be the Returning Officer for all HUS elections. The Treasurer, President and Administrator shall present the budget and the audited accounts to College Council every Michaelmas Term for approval.  

The Support Team 

The support team shall include the VP Internal, the VP External and the Treasurer. The support team shall supervise the work of the President and shall act as supervisors for the rest of the Executive. It is the VPs’ task to support the work of the President and cover Presidential duties in the event of absence.

Graduate Team

 

The Graduate Team shall include the President, an officer representative for HDS and an officer representative for PGCE students. They shall run ‘MCR’, dividing up duties and responsibilities as appropriate. The election of ‘MCR’ Exec positions shall be the responsibility of the Graduate Team. The Graduate Team shall support the work of the President and shall cover the President’s duties in the event of absence. It shall be the task of the Graduate Team to appoint PGCE and HD representatives in Easter term to assist the HUS President in inducting new graduate students.

Co-opted Team

 

Co-opted student members have responsibility for specific campaigning and representation. They shall not be entitled to vote in Exec meetings except those open to all members of HUS. They will be accountable to the HUS Exec (the VP Internal in the first instance) and HUS Student meetings. Co-opted positions run Michaelmas to Michaelmas and the Support team hold interviews for appointments with recommendations presented to an Open Meeting pending ratification by a simple majority. The Co-opted team should aim to have at least one Campaign or event a year.  Co-opted team members are required to give a suitable handover in person, or where not possible, by way of a written document. Women’s and LBGT officers must continue to attend and vote at council, or find a temporary proxy for all councils until a new officer is appointed.  

HUS Elections 

All HUS elections shall be conducted by secret ballot and decided by a Single Transferable Vote in accordance with the regulations as set out in the University Statutes and ordinances. The election of all Officers shall take place as follows: 

HUS Support Team:  Lent term

HUS Executive:     Easter Term

Graduate Positions:  Michaelmas Term 

All candidates shall have a proposer and two seconders. The candidate standing for election must produce a page long black and white manifesto and speak for two minutes at Hustings, with their proposer speaking for one minute. Campaigning expenses must not exceed £5.  

Clubs and Societies: 

Any club, society or organisation may be recognised by the Students' Union provided a proposal to form the club is signed by ten members of HUS and given to the President. The club/society shall have properly elected officers, a formal aim and constitution and shall agree to abide by the rules laid down by HUS for the use of premises, events and accountability for the use of HUS funds. The club/society must then present a constitution to the Exec, which if approved, shall be presented at Open Meeting for its ratification. A model constitution for clubs, societies and HUS organizations shall be available on request. Applications for money for a club or soc must be presented by letter and approved by the HUS Executive before being taken to Open meeting for approval. 

Code of Practice in relation to the Council: 

1. The Homerton Union of Students (HUS or Union) will at all times operate in a fair and democratic manner. There shall be autonomous provision within the Union for Graduates, hereinafter known as ‘MCR’.
2. The Union will maintain a written Constitution approved by the College Council and members of HUS. This constitution will be reviewed at intervals not exceeding five years.
3. The College Senior Tutor will be responsible, on behalf of the College Council, for monitoring compliance with the Constitution of the Students’ Union, and to report compliance to the College Council. College Council has the right to impose sanctions on the Union if there is just cause.
4. The Union is accountable to its members and to the College Council for the management of its finances. Specifically it will:
1. submit Budget proposals to the College Council by 30 November each year;
2. Publish audited annual accounts, which will be available to all students and to the College Council.
3. Publish financial reports that will include all organisations to which the Union has made donations and the amount of any such donations;
4. Permit the monitoring of expenditure by the College Council as and when required to do so.
5. All matriculated junior members of the College shall be deemed to be members of the Union unless they decide to relinquish their membership. Members will have the following rights:
1. To vote in the relevant Union elections as set out in this document.
2. To participate in the democratic government of HUS.
3. To vote at HUS Open Meetings and the HUS AGM.
4. To stand for positions on the Union Executive and other Union bodies.
5. To use all the facilities and services provided by HUS, CUSU, NUS and where appropriate the GU.
6. To participate in the Union; to attend HUS Open Meetings; and at request any other governing or policymaking bodies of HUS.

6. Students will have the right to opt out of the Union. No student who has opted out of the Union will be disadvantaged as a consequence of opting out save that they will forfeit certain rights in relation to the democracy of HUS.

7. Appointments to major Union offices will be by election in a secret ballot of all members. The Senior Tutor alongside the Returning Officers shall ensure the fairness and proper conduct of such election.

8. No person appointed to Sabbatical Union Office may serve for more than two years.

9. The procedure for the allocation of resources to groups and clubs will be fair and maintained as part of The HUS Constitution.

10. Any affiliations to external organisations will be published in a report annually, and made available to students and the Council, with the name of the organisation concerned and details of any subscriptions, fee or donation. Students will be given the opportunity to approve the list of affiliations annually.  Where a group of members of the Union, being not less than 5% of the Union membership, request a ballot to determine the continued affiliation of the Union to a particular organisation, a secret ballot of all members must be held.  A further ballot concerning the same organisation may not be held until 12months have elapsed.

11.    Copies of this constitution will be on public display in the Homerton College Libraries and the HUS offices and will be available on request to any member free of charge. The Constitution and its accompanying regulations will contain job descriptions of the HUS Executive, clubs and societies constitutions and electoral regulations. All other policy and regulatory details of the government of HUS will be in this constitution.

STANDING ORDERS:

 

General:  

Affiliation 

Affiliations to external organisations or bodies shall be determined by a majority vote of an Open Meeting.  

Details of the affiliation, including the name of the organisations or bodies and the cost of the subscription shall be included in the Treasurer's annual report which shall be made available to all students and approved by the AGM. 

In the event of a challenge to any affiliation members may seek a referendum or resolution of an HUS Open Meeting. 

Amendments to the Constitution 

Open Meetings shall be the sole bodies competent to amend the Constitution and its schedules. Any amendments proposed by members of HUS should be subject to the approval of the Open Meetings before being put to the Governing Body of Homerton College.   

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

The Constitution should be reviewed at intervals not greater than five years. 

Indemnity 

Every Officer, appointee or member of staff (including Senior Treasurer) of the Union shall be entitled to be indemnified out of the assets of the Union against all losses or liability which he/she may sustain in or about the execution of his or her office, or otherwise in relation thereto, and no Officer, appointee or member of staff, including the Senior Treasurer, shall be liable for any loss, damage or misfortune which may happen to be incurred by the Union in the execution of the duties of his or her office, or in relation thereto. An indemnity clause must be tagged to any e-mail, which is an enquiry about a contract or the cost of fulfilling the terms of a contract or is enquiring about anything, which could entail the Union entering into a contractual agreement either verbal or written. Provided nothing in this clause shall affect the liability for the consequences of any negligent or criminal act on the part of any Officer, appointee or member of staff or in the case of the Senior Treasurer for wilful negligence arising from his/her own acts carried out without reference to the President, Treasurer or any other Officer, appointee or member of staff of HUS.   The Union shall take out an insurance policy to protect the assets at risk under this clause.  

Interpretation 

If there is disagreement about the interpretation of any part of this Constitution, the ruling of consecutive HUS Student Meetings or an Open Meeting will be sought and decided by a simple majority.   If this fails to resolve the disagreement then an independent arbiter should be sought from the Governing Body of Homerton College. 

HUS Staff 

If any questions arise at a meeting of the Students' Union (or any sub-committee thereof) as to the appointment, promotion, dismissal, salary, superannuating or conditions of service, or as to the conduct of any person employed by the Union, such questions shall not be the subject of discussion, but shall be ruled out of order and the question referred to a meeting consisting of the President and Vice Presidents, the personnel Officer, a member of the Governing Body of the College and the member of HUS staff plus one person of his/her choice. 

Dissolution 

If for any reason the Union ceases to exist, all money and property of the Students Union shall be frozen and held by the Governing Body of Homerton College until such time as the Students' Union is reconstituted. 

Opt-Out Regulation 

A student has the right to opt out of Union Membership at any time by writing a letter to the HUS President expressing their wish not to be a member of HUS.   

Not being a part of the Union will not affect the right of a student to attend clubs and societies, use the facilities provided by HUS or attend social events.  An opted out student will have no opportunity to take part in the democratic structure of the Union.

Elections:

The Returning Officer of HUS shall be the HUS Administrator and their deputy is the HUS President, unless circumstances dictate otherwise. 

a) The Returning Officer shall be responsible for the good conduct of all elections, by-elections and interpretation of election regulations.

2. The Deputy Returning Officer takes on the Returning Officer’s duties in their absence.
3. An Acting Returning Officer can be nominated for the duration of a single election by the Returning Officer or their deputy but must be ratified by the Executive.  Such an appointment must be reported to Open Meeting.

 

1.1.6 The dates of by-elections will be at the discretion of the Returning Officer and HUS President subject to approval of an Open Meeting. The dates of all elections and election regulations shall be posted on a Union notice board. Executive elections should be held in  Term where possible. 

1.1.7 The timetable for Executive Committee elections shall be as follows: 

1. Notification of election and publication of election timetable - 5 days.
2. Nominations open to nominations close:  5 working days.

3. Canvassing shall be allowed from nominations close and the publication of candidate’s names, which will be 4 working days before Hustings.
4. Voting: this shall begin immediately after Hustings on the first day and continue for 2 hours.
5. On the second day voting shall be for a minimum of 3 hours. This shall be split between lunchtime and evening

6. On the third day for a minimum of 3 hours. 
   

1.1.8 Any member of the Union shall be entitled to stand for any post except those, which specify academic status: 

1. Graduate Officers must be student members of HUS following any Post Graduate course.
2. The Graduate Executive positions should include both PGCE and Research Graduate students wherever possible.
3. Undergraduate Officers must be student members of HUS following any Undergraduate course.
4. Members of the HUS Support Team must be junior members of the College and can be nominated by any member of HUS.

 

1.1.9 No Candidates for any Executive post may job-share. 

1.1.10 All candidates shall have a deputy who is named on their manifesto at the time of election where possible. The Executive member will work closely with their deputy during their term of office to ensure normal Executive duties are being carried out.  

1.1.11 No person on the Executive or Executive-elect may nominate or second any candidate in an election. 

1.1.12 Nomination forms should be signed by the candidate, a proposer and two seconders and received by the  Returning Officer no later than midday on the day nominations close. Along with a nomination form candidates should provide a manifesto. Regulations governing manifestoes are listed in Section 2: 1.7.1 (a).

1.1.13 Manifestoes, nomination forms and arrangements for voting shall be displayed by the Returning Officer on a Union notice board within 24 hours of closure of nominations.

1.1.14  Election Hustings will be organized by the HUS President who must ensure that HUS members from the relevant sites are notified and invited to attend. 

 

1.1.15 Only current members of the Executive (including the Co-opted team) not standing for a post may staff the voting table.  Executive-Elect members may staff the voting table. The Senior Tutor should monitor the voting on behalf of the College. Two people must staff the election table at all times. 

1.1.16 All members of the Union may vote in the relevant election on the production of a current stamped NUS card or through the cross referencing of an up to date membership list. The election will be by secret ballot. 

1.1.17 Voting slips must include the names of each of the candidates and the office being contested.  'Re-open nominations' or ‘R.O.N’ will also be an option in all elections.   If 'R.O.N' polls the most votes, a new election will take place as soon as possible. For the purposes of counting ‘R.O.N’ will be treated as a separate candidate. 

1.1.18 A record of all members who vote shall be kept for a minimum of two weeks after the notification of the successful candidates. 

1.1.19 For HUS Executive elections to be valid there shall be a minimum of fifty votes cast. Should an election be declared invalid, another election shall be held within seven working days with the same minimum poll. 

1.1.20 Candidates cannot issue any publicity before the close of nominations and all publicity shall be subject to regulations. These regulations will be clearly posted on the Union notice board.  All candidates will be informed and any complaint about publicity material should adhere to the Homerton Complaints Procedure. 

1.1.21 No-one shall be eligible to vote on behalf of another person. 

1.1.22 There shall be an Elections Committee, which may be convened to pass ruling on any election dispute. (See Section 2: 1.4.0) 

1.2.0 By-Elections  

1.2.1 If any of the above posts fall vacant, then the Returning Officer shall arrange a by-election. It is the responsibility of the Returning Officer to inform the relevant members of staff (Principal, Senior Tutor, Head Porter) of any change of elected members.  If a post becomes vacant, during the term of office, the Executive may co-opt a student to fulfil the duties of the vacant post, which will require the ratification of an Open Meeting, but ideally shall seek a by-election. 

1.2.2 If a post remains vacant for two such by-elections then an Open Meeting can co-opt an Executive member, under the recommendations of the HUS President and Co-opted interview panel as laid out in Section 1: Article I.  

1.3.0 Declaration of results 

1.3.1 The declaration of the result of Union elections and referenda shall be made at the completion of the count. 

1.3.2 Candidates shall be informed by way of an election notification letter signed by both members of the HUS Support Team and the Returning Officer. 

1.3.3 Unless a complaint, concerning the conduct or result of an election or referenda, is received by the Returning Officer or the College Senior Tutor from a member of HUS, within 48 hours of the official declaration of the result, the result shall be final and unalterable, pending ratification by the Trustees. 

1.4.0 Disputes 

1.4.1 No complaint shall be accepted after 48 hours of the official declaration of the result. 

1.4.2 If any member of HUS considers he/she has reasons to question either the conduct or the result of an election or referendum, he/she shall make his/her opinion known, in writing, to the Returning Officer and shall supply the Returning Officer with all the evidence in his/her possession and inform him/her of all the evidence she/he may know of, and shall co-operate with the Returning Officer in his/her investigations to the utmost of his/her ability. 

1.4.3 The Returning Officer must write to all members involved in the dispute and convene the Elections Committee. 

1.4.4 All disputes must be considered by the Elections Committee, which shall be assembled in the event of a dispute that cannot be satisfactorily resolved (to all involved) by the Returning Officer. It shall have no member that is standing for or nominating/proposing/seconding or actively supporting any other candidate running for election, in the event of this the Returning Officer shall substitute a relevant member of the Committee. It shall consist of 5 of the following: 

1. HUS President
2. The Support Team
3. The Senior Tutor, or a suitable replacement if unavailable.
4. The Returning Officer, who shall be the Chair of the Committee.

 

1.4.6 The decision of the Elections Committee shall overturn any previous rulings of the Returning Officer. 

1.4.7 The Returning Officer shall submit the findings of their investigations to the Committee as evidence for them to consider. The Committee should invite the complainant and any other relevant parties to a meeting in which a full account of the complaint shall be heard.  

1.4.8 The Elections Committee’s decision should be taken by all parties to be a fair appraisal of the complaint. All parties involved in the complaint shall be informed of the Elections Committee’s decision in writing. However where either or both parties dispute the findings of the Elections Committee, they should notify the Chair of the Committee, in writing, within 48 hours of being informed. This letter should indicate the  reasons for the dispute and will be taken to Open Meeting (or  Student Council where appropriate. See Section 2: 1.4.5) and read out. In the event of such a dispute the Committee will also commission a report into its findings and its reasoning. This report shall be submitted, along with the letter, to the Chair of Open Meetings (or Student Council – see 4.5). The Chair shall read out both the letter and the report to the meeting. 

1.4.9 Votes will then be cast either in favour of the findings laid out in the report or in the case laid out by the complainant (or in abstention). A simple majority will decide the result of the complaint.  

1.5.0 Ballot boxes 

1.5.1 Shall be lockable and of a construction that will indicate if it had been tampered with.  

1.5.2 Shall be sealed by the Returning Officer in between elections.  

1.5.3 In between voting periods, the slot in the box shall be sealed shut by the polling Officer on duty at the end of the period; he/she shall make sure that the box is safely deposited as instructed by the Returning Officer. 

1.6.0   The Count 

1.6.1 Shall be conducted by the Returning Officer assisted by one member of the Executive not standing for election.  Each candidate or a representative of each candidate has the right to attend the count.   The count shall take place in a closed room.  No-one is to enter or leave from the time the ballot box is opened until the results are declared by the Returning Officer.  Guidelines for counting STV can be found in Section Six. 

1.7.0 Regulations 

1.7.1 The regulations governing all HUS elections are as follows and should displayed on a Union noticeboard and circulated to all candidates: 

1. Manifesto and Campaign

 

1. All individuals can submit one black-and-white A4 manifesto to be displayed in College by HUS.
2. Political affiliations are not permitted to be made on manifestoes.
3. Photographs of the candidate, or details about any particular supporter are not allowed on any publicity or the manifesto.
4. The Returning Officer can reject any manifestos which conflict with any HUS policy concerning statements likely to cause offence.
5. Candidates cannot issue any publicity before the close of nominations.
6. No candidate can exceed £5 on campaign expenditure.
7. Candidates must abide by the University regulations regarding the use of email lists.
8. Candidates are responsible for those campaigning on their behalf.
9. Candidates must not put up posters that can not be taken down by reasonable means after the election (i.e. candidates may not glue posters up or make use of stickers)
10. All Posters must be stamped by HUS. An official notice board will be designated and each candidate can give the returning officer a number (to be decided) of posters, which will be displayed during the campaigning period. Candidates will be reminded that posters displayed in unregulated areas, e.g. on windows and doors, are not protected from being removed. Systematic destruction of posters will not be allowed.
11. Stickers are banned except when worn by supporters.
12. Candidates will be reminded that both HUS and College have a policy on harassment and candidates should make themselves and their supporters aware of this and the boundaries that are in place. Incidents of harassment will be forwarded to the Dean, and if a case of harassment is upheld by the Dean it would be held as unfair campaigning.

 

2. Hustings

 

1. Hustings shall be held and advertised within four working days of the close of nominations.
2. The candidate’s proposer shall speak for one minute.
3. Candidates’ speeches must be no longer than two minutes.
4. Questions shall be addressed to all candidates and will be received through the Chair.
5. The Chair and Vice-Chair shall be a member of the Support Team.
6. The Chair can reject any statements/questions which conflict with any HUS policy concerning statements likely to cause offence.
7. Ballot boxes will be opened at a time pre-published by HUS in accordance with the HUS Constitution.

 

3. Voting

 

1. All votes shall be cast in accordance with Section 2: Schedule One  in the HUS Constitution and shall use the Single Transferable Vote system, details of which are in Section Six.

 
 

Open Meetings:

• Schedule Seven – HUS Student Meetings
 
 


7.3.0 Aims of HUS Student Meetings  


1. The aims of the Student Meetings shall be:
 

1. To be the principal governing body of HUS.
2. To meet regularly.
3. To hold the HUS Executive accountable to the wider student body.
4. To consider ordinary and emergency motions with regard to making them HUS policy and to mandate Officers through the passing of motions to carry out Council’s wishes.
5. To act as a forum for students and staff concerns.
6. Pass on information about HUS events, campaigns and policy.
7. To represent the articulated needs, opinions and concerns of students.
 


7.4.0 The Chair and Secretary 


7.4.1 The Chair and Secretary of Open Meeting shall be elected at the first Open Meeting of Michaelmas Term each year. 


7.4.2 The Chair is responsible for keeping the meeting in order, making sure that everyone who so wishes is given a fair chance to speak without interruption. All remarks must be addressed through the Chair, who will invite members to speak. 


7.4.3 The Chair shall not participate in debate, except in the event that the vote is undecided and shall make neutral summations when necessary. The Chair has the authority to ask members to summarise their points or cut short a speech. 


7.4.4 The Chair must ensure that only one item is discussed at a time and that there is a balance of speeches for and against the motion before it goes to a vote. 


7.4.5 The Vice-Chair will take on the role of Chair in the Chair’s absence or when Council business concerns the Chair and will act in a supporting and advisory capacity to the Chair. 


7.4.6 The Vice-Chair will have normal role and rights as a member unless they are in the Chair. 


7.4.7 The Secretary will take minutes of the meetings and ensure that they are distributed to those students who signed in to the Open Meeting and accessible to the wider student body. 


7.4.8 The Chair will have responsibility for setting the agenda and its prompt circulation including details of any motions being put at least one week before the date of the meeting. The President and Vice-President Internal shall be responsible for the agenda and motions for the first Open Meeting of the Michaelmas Term. 


7.4.9 The Chair, Vice-Chair and Secretary are expected to attend at least one CUSU Council meeting within their term of office in an observer’s role, in order to share good practice in their chairing and minuting of meetings. 


7.5.0  Accountability 


7.5.1 Student Councils and Open Meetings are accountable to the student body. 


7.5.2  Council members are individually responsible for reporting to the members of the group to which they represent.. 


7.5.3 Each Council or Open Meeting will include an opportunity to question HUS Executive members on their actions since the last Council or Open Meeting. 


4. All members of the HUS Executive should give a brief report to the Council or Open Meeting on their work during each term. This should happen at the HUS Open Meeting. This will provide an opportunity to question the Union Worker.
 


7.6.0 Order of Business 


7.6.1 The order of business will be taken in the following order: 


1. Apologies
2. Minutes of the previous meeting
3. Matters arising from the minutes
4. Reports and statements from the Executive
5. Question to the Executive
6. Objections to the order paper
7. CUSU Council Motions
8. Proposals/motions
9. Emergency motions
10. Any Other Business
11. Date and time of next meeting
 
 


7.8.0 Equal Opportunities 


7.8.1 The Union is fundamentally committed to equal opportunities and welcomes representatives from all sections of the community. 


7.8.2 Any comment deemed by the Chair to be racist, sexist, homophobic, discriminatory or derogatory in any way to another member of HUS or the community at large may be asked to withdraw their comment and/or leave the meeting for the duration of that said meeting following a majority vote. 


Regulations: 


7.9.5 In order to vote on a motion an individual must have been present for the whole motion (i.e. not enter halfway through or just for voting, nor leave and come back). 


7.9.6 The individual will need to be signed in on the signing in sheet that will be in the Chair’s keeping after its circulation at the start of the meeting. 


7.9.7 The Chair, Vice-Chair and Secretary should keep a note of any individual entering (or leaving and re-entering) during a motion and discount their vote if they attempt to vote. 


7.9.8 The number of votes must be equal to (or less than where some people are not voting) the number of people signed in.  
 


7.10.0 HUS Annual General Meeting 


7.10.1 The AGM shall ratify policy decided by Open Meetings throughout the year. 


7.10.2 The AGM shall hold the Executive to account for their year’s work. 


7.10.4 Responsibility for production of papers and minutes for meetings rests with the Vice-President Internal.  He/she should also bring any lapsed policies (those over 2 years old) to the attention of the AGM. 


7.10.5 The Chair and Vice-Chair of HUS AGM shall be the same as HUS Open Meetings.  


7.10.7 The order of business may only be altered by a two-thirds majority of those HUS members present and voting. 


7.10.8 All members of HUS may speak and vote at AGM's. 


7.10.9 Non-members of HUS may only attend by invitation and provided that there is a majority vote in favour of such attendance. Non- members whose attendance is not agreed will be asked to leave. 


Schedule Eight - Rules governing Motions  


8.1.0  Rules governing Motions 


8.1.1 Ordinary motions shall be received in writing 8 working days before the relevant meeting. 


8.1.2 Emergency motions can be received before the start of any relevant meeting, but must be copied for distribution. Emergency motions can only deal with matters having arisen since the ordinary motion deadline. 


8.1.3 All motions must have a proposer and a seconder. The proposer shall move the motion it shall thereafter be open for discussion and may be withdrawn only with the consent of the meeting. 


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


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


8.1.6 Emergency motions may be moved if and only if they deal with matters that have arisen since the date for submission of motions, and if a majority vote for the discussion of this motion.  Emergency motions may only be discussed if all properly submitted motions have been discussed. 


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


8.1.8 All speeches shall be limited to 3 minutes duration but can be extended with the consent of the meeting. 


8.1.9 All amendments require a proposer and a seconder. 


8.1.10 There shall be only one motion or amendment before the meeting at any one time.  The first amendment to a motion shall be proposed. 


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


8.1.12 The proposer of the substantive motion shall have the right to accept the amendment causing the amended motion to become the substantive.  The original proposer then becomes the proposer of the amended motion. 


8.1.13 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, and the proposer of the amendment shall become the holder of the substantive motion. 


8.1.14 Any time during the discussion of a motion or amendment it shall be the right of any  member of HUS to put any of the following procedural motions, except when the Chair or a member who has been called to speak holds the floor. 


8.1.15 The following procedural motions may be put: 


1. A vote of no confidence in the Chair
2. A challenge to the Chair's ruling
3. That the motion be not put
4. That the motion be now put
5. That the motion be voted on in parts
6. That the meeting be temporarily adjourned for a specific period of time
7. That the matter be remitted to the appropriate Union Committee
8. That the motion be referred back for investigation or re-examination
9. A request for a Chair's ruling
10. That the meeting be adjourned
11. A request for speaking rights to be given to a named person for a stated period of time
 


8.1.16 All votes on procedural motions shall have a speech for and a speech against only. 


8.1.17 All procedural motions require a simple majority except (a) which requires a two thirds majority. 


8.1.18 Procedural motions most have a proposer and a seconder. They shall have one speech for and one against followed immediately by a vote, and shall require a simple majority of those HUS members present and voting. 


8.1.19 If the procedural motion (d) is put, the procedural motion shall be immediately voted upon.  If it is carried, the mover of the motion under discussion shall sum up immediately. 


8.1.20 If procedural motions (a) or (b) is put, the Chair shall hand the Chair to another member of the Executive.  The proposer of the procedural motion shall state his or her case, the person who has just vacated the Chair shall reply, and then the matter shall be put to a straight vote. 


8.1.21 In the event of procedural motion (a) being carried the challenged Chair shall not resume the Chair during the rest of the meeting. 


8.1.22 In the event of procedural motion (b) being carried the challenged Chair may resume the Chair but be bound by the vote. 
 


Finance:

 

3.1.0  Finance 


3.1.1 The HUS Treasurer, HUS President and HUS Administrator will exercise day-to-day control of the Union's finances.  They will be accountable for any money that is spent, firstly to the HUS Executive and ultimately to HUS Student Meetings and in some cases to the Bursar/Director of Finance.  


The Executive will seek to appoint a Senior Treasurer who will normally be a senior member of staff.  He/she will be subject to approval from the Open Meetings and the Governing Body of Homerton College and will hold office for three years.  


11.2 The role of Senior Treasurer is a voluntary role held by a senior member of the College staff unconnected with the finance office.  It is purely an advisory role appointed by College Council to oversee the activities and finances of the Union. 


11.3 The Senior Treasurer shall: 


1. Meet with the HUS Treasurer at least twice a term, ideally at the beginning and end of each term.
2. Be advised on all expenditure exceeding £500
3. Be consulted on all dealings with the College hierarchy
4. Offer advice in all College negotiations
5. Be prepared to advise the treasurer impartially on difficult financial decisions
 


3.1.3 The Treasurer and President, advised by the Senior Treasurer shall produce an overall budget estimate, which shall delineate all income and expenditure for the year.  The budget will be presented for approval at the AGM and to the Governing Body of the College.  


4. The Union shall hold two bank accounts in the name of:
 

1. Homerton Union of Students Current Account
2. Capital Expenditure Fund and Deposit Account
 

5. Signatories:
 

1. Cheques/monies drawing from the HUS Current account shall be signed by two of the following signatories subject to the prevailing regulations; the HUS President, HUS Vice-President Internal and Vice-President External, HUS Treasurer and the HUS Administrator.
 

2. Cheques/monies drawn from the HUS Capital Expenditure Fund and Deposit account shall be signed by HUS President, HUS Administrator and the Bursar/Director of finance to the Trustees.
 

6. No signatory may draw a cheque in his or her own favour.
 

7. Petty cash shall not exceed £100.
 

8. All official orders and contracts shall bear the signatures The President or the Administrator and, where relevant the HUS Treasurer.
 


a)  No member of the Exec, May Ball Committee or co-opted team can enter into a contractual agreement without the written permission of the President and Treasurer. Any contractual agreement over £500 should be advised to the Senior Treasurer or the Bursar. 
 


3.1.9 The Executive may appoint a replacement signatory in the event of a vacancy amongst the student signatories; such a replacement shall cease upon the filling of a vacancy. 


3.1.10 A financial statement shall be presented by the HUS Treasurer at the Open Meeting each term.  


3.1.11  Audited Accounts and the approved budget shall be available in the Union Office and College libraries.  They will also be presented annually to the Governing Body’s Finance and General Purposes Committee. 


3.1.12 No Union funds can be donated to any political groups or factions. 


3.2.0  Requests for money 


3.2.1 Any society or organisation wishing to request monies, outside that laid out at the budget passed at AGM, from the Union shall need to be dealt with in a strict, fair, democratic and routine manner.  


3.2.2 Requests for monies shall need to be written formally, containing detailed budget plans of what the monies shall be used for. 


3. The Vice-President Internal and the Treasurer (in consultation with the HUS Administrator) shall meet to discuss the proposal and review it with regards to the following criteria:
 

1. How many students will benefit?
2. How much money does the HUS budget set aside?
3. Has the application been adequately justified?
4. Does the application conflict with the aims of the Union laid out in Article B?
 


3.2.4 If the application meets these requirements then the Treasurer and Vice-President Internal shall bring a motion to Open Meeting, supported by the applicants, stating: 


1. HUS Notes:   The application for money (appended)
2. HUS Believes:  The application meets all the requirements laid out in the constitution.
3. HUS Resolves:  To give X amount to the applicants (where X is the amount decided by the Treasurer and Vice-President Internal in Pounds)
 


3.2.5 The motion will be voted on. If passed, the Treasurer, in consultation with the HUS Administrator, will ensure the Union makes the relevant transfers of money to the applicants. 


3.2.6 If the motion falls then the applicants shall receive no money on this application. They should take note of the points of view discussed at Open Meeting and may choose to resubmit an application if they so desire.  

• Clubs and Societies:
 


4.1.0  Societies and Other HUS Organisations 


4.1.1 Any club, society or organisation can be recognised by the Students' Union provided the following regulations are adhered to. 


4.1.2 A petition to form the club is signed by ten members of HUS and given to an Executive Committee meeting. 


3. The club/society must present a constitution to the Executive. A model constitution for clubs, societies and HUS organisations shall be available on request but all constitutions should include:
 

1. Name of the club, society or organisation
2. Aims of the group (Note: these should not be contrary to the objectives specified in Section 1 Article B)
3. Membership rules and regulations
4. The finance details of the said club or society including:
1. The subscription costs
2. Agreement that HUS will hold the society funds
3. Agreement not to hold their own bank account.
5. The Governing Officers of that club or society listing its Officers including:
1. President
2. Vice-President
3. Secretary
4. Treasurer
5. Any other Governmental posts
6. Provision for the election of a Committee of Officers.
7. Responsibilities of the Committee
8. Further regulations:
1. The Officers of the club/society must meet at least once a term and administer day-to-day affairs of the club/society in accordance with decisions made at quorate (one third of all members) meetings.
2. Ordinary meetings of all members of the club/society will be held at least once per term. Notice of meetings must be given seven days in advance and posted on a relevant HUS notice-board.
3. Every club or society must have an Annual General Meeting at which the accounts must be presented.
4. Emergency meetings of all members of the club/society can be called at the written request of the Officers of the club/society or 5 members of the club/society.
 


4.1.4 The HUS President and HUS Treasurer shall be an ex-officio member of all clubs/societies.   


4.1.5 The constitution of the club/society must be approved by the relevant Student Meeting. A model constitution for clubs, societies and HUS organisations shall be available on request but all constitutions should include: 


6. The recognition of a club/society and its funding can be withdrawn by the AGM if it receives evidence that the club/society is contravening its own Constitution or the Constitution of the Students' Union.
 

7. No club/society can hold a separate bank account.  All monies received must be banked as part of HUS accounts.
 

8. Any application for sponsorship by a club or society must be presented to the HUS President and the HUS Treasurer before the formal application is made.
 

9. All club/society accounts are strictly confidential.  Only the three named officials of the relevant club together with the Union HUS Administrator, HUS President, HUS Treasurer and Senior Treasurer may have access to them.  No details of the account except total income, total expenditure and overall balance may be discussed or made known without the prior permission of all of the above, unless the club/society enters into a negative balance.
 


4.1.10 There shall be a society known as the MCR whose membership will consist of all Homerton College Graduate, Mature Student and Year 4 Undergraduate members. This society will comply with all the regulations listed above except for 4.1.2. 


4.1.11 In the event of a May Ball or another Major Event a temporary society within HUS shall be set up. To indicate that it is still part of HUS its name shall be prefixed with HUS. It will adhere to all the regulations listed above except for 1.2.

The Executive and Co-opted Team: 


Executive Meeting:

• The Chair
 


The Chair will be responsible for keeping order, making sure the argument is balanced and everyone wishing to speak gets a chance to do so. Also they must ensure that the Executive is presented with all pertinent details before moving to a vote. The Chair will summarise the feelings of the meeting and each point (if possible). The Executive may ask someone who is not a member of HUS to chair a meeting, in which case that person does not have a vote. 


Order of business  


Can be taken in the following order: 


1. Apologies and changes to membership
2. Minutes of the previous meeting
3. Matters arising from the minutes
4. Reports and statements (every two weeks)
5. Questions
6. Proposals/Motions
7. Any Other Business
8. Date, time and Chair of next meeting
 


The Executive committee: 


Job Descriptions:  


HUS President 


2.1.1 Generalities: 


 The HUS President may be a Sabbatical position as a full-time employee of the Union and in matters of contract is directly responsible to the Support Team, or be a non-Sabbatical position. The HUS President maintains student status and should throughout their term adhere to this constitution. They should, at all times, carry out policy wishes in the interest of the wider student body and to advance the aims of the Union. At all times the HUS President should ensure that the student body is kept well informed of relevant matters from both inside and outside of the College. The HUS President should do this by maintaining a good working relationship with the wider Executive, reporting regularly to the Executive and in College publications. They should be held accountable by the student body via the Executive and Open Meetings. 


2.1.2 The role of the HUS President shall be subject to the main body of the constitution but principally shall include: 


1. The HUS President shall seek in every aspect of their work to further the aims of HUS.
2. The HUS President should work for at least 30 hours per week on Union and/or College business, this shall usually involve being regularly in the HUS office.
3. The HUS President should at all times work in close liaison with the Support team (including Graduate).
4. It is the HUS President’s responsibility to ensure that correspondence to the Union, which is relevant to the wider student body, is on public display.
5. The HUS President should maintain an accurate list of all Union Workers. These lists should be on public display and distributed to relevant College authorities.
6. The HUS President is responsible for the contract of the HUS Administrator. In the case of a vacancy, the HUS President shall, with a member of the support team, the help of the Senior Treasurer, and in liaison with College appoint an Administrator.
7. The HUS President is a co-signatory of all HUS cheques and requisition forms.
8. The HUS President shall maintain an effective dialogue with College staff. Meetings between the Principal and HUS President should take place twice a term.
9. The HUS Presidents ruling will be sought in consultation with the Vice-President Internal if any constitutional question arises that cannot be initially solved.
10. The HUS President should adhere to the rules listed in all sections of the constitution.
11. If any constitutional amendments are made, the HUS President is responsible for ensuring that all such amendments are added to the constitution by keeping a record. The HUS President should present amendments to the Governing Body of the College each academic year.
12. The HUS President is responsible for maintaining the good work of the Executive and should seek to aid Executive members in any way possible to further the aims of HUS.  This should include providing appropriate training and support throughout the year.
13. In particular this will involve ensuring all plans are in place for Freshers Week (including booking matriculation photograph to take place, Guides and Ents).
14. To ensure that the Mayball Presidency is adequately advertised to ensure the best candidate is appointed.
15. To ensure that the Yearbook Presidency is adequately advertised to ensure the best candidate is appointed and to aid and abet them in all that they do, including fundraising.
16. The completion of a yearly Questionnaire to discover how College and HUS Services can be improved, which will be presented to College Council at the penultimate Council of Easter.
17. The HUS President will establish and maintain effective communication (in conjunction with the External Officer) with CUSU, NUS and other external student bodies that the HUS President sees fit.
18. The HUS President will play an active part in the work of CUSU, working closely with the CUSU Sabbaticals, attending CUSU Council meetings, liaising with other College Union representatives.
19. The HUS President shall share responsibility for the staffing of a 24 hour welfare phone.
20. Work with the Treasurer in order to ensure that a realistic proposal for rent redistribution is brought to Open Meeting in the Michaelmas term in order to be adequately prepared for the rent redistribution meeting.
21. The President is responsible (with the Vice-President External) for presenting CUSU Council motions at Open Meeting so they vote at CUSU Council in a way that reflects the beliefs of Homerton Students.
22. The President, with the Vice-President Internal, must organise all elections and if there is a dispute must sit on the Elections Committee. The President is to be the Deputy Returning Officer – and consequently unable to vote to ensure impartiality.
23. The President must chair AGM and Hustings; and Open Meetings if necessary.
 


2.1.3 Committees: 


1. Governing Body/Trustees of Homerton College
2. Health and Safety Committee
3. Library and IT Resources Committee
4. Equal Opportunities Committee
5. Beginning of Year Meeting
6. Bar and Catering Committee
7. Homerton Roll Committee
8. CUSU Council
9. Deans Advisory Committee
10. College Council
11. CUSU Presidents’ meetings
12. GU Council (when invited)
 


2.3 HUS Treasurer 


2.3.1 The role of Treasurer shall include: 


1. Supervising the efficient and day to day running of HUS’ financial affairs.
2. Be aware at all times of the amounts held in the HUS bank accounts; of all the bills to be paid to HUS; of all monies owed to HUS; of all the physical assets of HUS and their state of repair
3. Oversee accounts of all HUS Clubs and Societies.
4. Maintain a close liaison with College, the first instance through the Finance Office and secondly with the Bursar.
5. Liaise effectively with the Senior Treasurer
6. Oversee the smooth running of the Stationery Shop.
7. Be adequately informed on matters such as grants, student loan, access funds, benefits still available to mature students, income tax and VAT so that they can give advice to those who need it.
8. Constantly look for ways of increasing efficiency, of cutting costs and of increasing income that are not detrimental to the student body as a whole.
9. Work with the President in order to ensure that a realistic proposal for rent redistribution is brought to the first or second Open Meeting of the Michaelmas term in order to be adequately prepared for the rent redistribution meeting.
10. Work with the wider Executive in the interest of financial issues and representative campaigns adhering to the objectives of HUS listed in Section 1: Article B.
 


2.3.2 Committees: 


1. F&GP (when required)
2. Ex-officio member of any Committee Meetings of those societies receiving a grant from HUS
3. Operational Strategy and Audit Committee
4. CUSU Treasurers Meeting
 
 


2.4 HUS Vice-President’s  


2.4.1 Generalities: 


It is the Vice-President’s task to support the work of the President and cover Presidential duties in the event of absence. 


Vice-President Internal: 


2.4.2 The role of Vice-President Internal shall include: 


1. The organisation and advertising of the Freshers’ Fayre, which should be held at the beginning of each academic year as part of the induction of first year students.
2. Controlling internal advertising of meetings, particularly Open Meetings, in liaison with the Communications Officer.
3. Take minutes in Executive and Open meetings, and ensure they are distributed to everyone concerned.
4. The organisation of all societies in College. This should include verifying constitutional requirements of societies and ensuring their aims are not contrary to those of the Union.
5. The general organisation and control of internal elections. The Vice-President Internal shall be responsible for all necessary publicity, manifestos and general election procedures as previously listed.
6. Maintaining the good work of the Executive.
7. Being a member of the Elections Committee in the event of a dispute.
8. Liaise with the Communications Officer in matters of internal publicity, advertising and posters throughout College.
9. Share in the consultation process regarding the content of the HUS Website.
10. Chairing Co-Opted Executive Team meetings and ensuring appropriate provision of support and training for workers.
11. Working closely with the Vice-President External.
 


2.4.3 Committees: 


1. Co-Opted Executive
2. Dean’s Advisory Committee
 


2.5 Vice-President External 


2.5.2 The role of Vice-President External shall include: 


1. Overall responsibility for organising campaigns for student related issues originating from outside Homerton but supporting all members of the Executive and student body on representative campaigns inside Homerton.
2. Working for and in the interests of HUS in Cambridge, CUSU, Regional (SCAN), and NUS. Also promoting awareness of these external organisations.
3. Organising publicity of External affairs within College
4. Reporting in the College newspaper and other HUS publications about external affairs
5. Representing Homerton with the HUS President at CUSU Council
6. Responsibility for all CUSU or other external elections.
7. Assisting in the co-ordination of the external liaison with all relevant co-opted members of the Executive with CUSU and NUS
8. Supporting the HUS President and other members of the HUS Executive in liaising with external bodies.
9. Working with other Support team members in the allocation of money to representative campaigns.
10. Working with the Roll Committee to extend links and ties.
 


2.5.3 Committees: 


1. CUSU Externals Committee
2. CUSU Council
3. Roll Committee
 


2.6 Graduate Officer’s – Higher Degree Officer and PGCE Officer 


2.6.1 Generalities 


1. The Graduate Support Team’s task is to carry out the President’s duties in the event of absence. The Support Team run ‘MCR’, dividing up duties and responsibilities as appropriate. HUS President is MCR President in name. This means they make the final decisions, however, in practice, responsibilities and duties of the MCR President are shared between the PGCE and HD Officer and this is reflected in their constitutional duties. The appointment of MCR Exec positions is the responsibility of the Support team.
 


2.6.2 The roles of the Graduate Officers shall include: 


1. Maintaining the MCR committee, co-opting a vice and other committee members as necessary.
2. Organising and publicising graduate affairs and events within College.
3. Ensuring Graduates are well integrated into College life.
4. Reporting in the College newspaper and other HUS publications about graduate affairs including HUSH and website.
5. Management of the MCR email list in conjunction with HUS Communications Officer.
6. Offer services and publicise events to the Mature Students Officer.
7. Ensuring graduates are represented on CUSU.
8. Liaise with Graduate Union to both represent graduate students on GU and publicise GU events within College. This is to include Graduate Union elections.
9. Supporting the President and other members of the HUS Executive.
10. Take overall responsibility for graduate related issues
 


2.6.2.1 The Higher Degree Officer is particularly concerned with those issues related to Higher Degree students while the PGCE Officer is particularly concerned with those issues related to PGCE students

• 2.7 HUS President Elect
 


2.7.1 The role of President Elect shall include: 


1. The President Elect shall attend HUS Executive meetings but may not vote (unless in possession of a current Executive post).
2. He/she shall familiarise him/herself with the HUS Constitution, and past HUS policy, and begin to acquaint him/herself with office procedure and the work of the President.
3. Although the Presidential Election is held in the Lent Term, there is little need for the President Elect to be actively involved until after his/her exams and the AGM.
4. To familiarise themselves with next year’s Executive and begin planning with Vice-President elect and current President for Freshers week and Exec training week.

• 2.8 HUS Treasurer Elect
 


2.8.1 The role of the Treasurer Elect shall include: 


1. To assist the Treasurer wherever possible.
2. To work with the Treasurer, President, President Elect and Vice-President to prepare the annual budget presentation to AGM.
3. To familiarise themselves with the Bursar, Finance Officer and Administrator.
 


3.0 Communications Team 


3.1 Communications Officer 


3.1.1 There shall be one Communications Officer and their role will include: 


1. The Communications Officer shall work in conjunction with other Union members and Executive officials (especially the Vice-President Internal) to communicate effectively and publicly with the wider student body. This shall include promotion of:
1. Forthcoming Events
2. HUS Representative Campaigns
3. HUS elections, meetings and policy.
2. To act as a co-ordinator between staff and students and be aware of all major developments in College affecting members of the Union and acting as a central point of reference and information.
3. To organise the collection and adding of email addresses for the HUS Email Bulletin.
4. To collate information to be sent out in regular HUS Email Bulletins.
5. The Communications Officer shall compile a ‘Freshers Guide’ and a ‘Graduate Guide’ magazine to send to new students over the Summer Vacation.
6. Constantly considering new methods of communication and publicity and endeavour to minimise apathy and improve awareness throughout the College.
7. To maintain and effectively use the HUS Website.
8. Be responsible for the distribution and management of HUS notice boards.
9. Work closely with the HUSH Editor to ensure that all relevant information is regularly and effectively passed on to the students.
10. Work closely with the Treasurer, VP Internal and HUSH Editor to find new sources of sponsorship and advertisement opportunities.
 


3.2 HUSH Editor 


3.2.1 There shall be one HUSH Editor and their role will include: 


1. To be the Editor of the HUS Newspaper, write an Editorial and collate the newsletter.
2. Create a team of editors and writers to provide regular news and information on a range of topics.
3. Sit as Chair of the HUSH Editing team, organise and manage their effective running, ensuring regular, quality submissions.
4. Liaise with all Officers of the Executive to ensure that all relevant events and information is passed on and reported in HUSH.
5. Constantly considering ways of improving the publication, distribution and content of HUSH.
6. Work in liaison with the Treasurer, VP Internal and Communications Officer to find new sources of sponsorship and advertisement opportunities for HUSH.
7. Work closely with the Communications Officer to ensure HUSH reaches as many students as possible.
 


4.0 Liaison Team

• 4.1 Liaison Officer
 


4.1.1 There shall be one Liaison Officer and their role will include: 


1. Organising students to help with Interview Days and Open Days. (May be out of term time)
2. Organising the College contact network for new students, and also to integrate students cross-site.
3. Where possible, helping to show visitors around Homerton or arranging for other students to do so.
4. Organising the arrival of new students, to be met by their contacts and shown to their rooms and generally maintain the smooth running of arrival week
5. Liaise with Entertainments Officers and the Welfare team to ensure smooth running of Freshers’ week
6. Maintain good relations with the Admissions Office.
7. Working with the Target Campaigns Officer in coordinating HUS policy on School Liaison.

• 4.2 Target and Access Officer

4.2.1 There shall be one Target and Access Officer and their role will include: 


1. Promoting increased access to Homerton College amongst students from 'non-traditional' backgrounds
2. Working to promote increased access to the wider University of Cambridge
3. Liaising with the College to ensure that its admissions procedures enable students from all backgrounds to gain entry
4. Working with and represent CUSU target campaign at Homerton
5. Working with the Liaison Officer in co-ordinating School liaison policy
6. Working alongside the co-opted Executive team members to ensure that access is made as wide as possible to include mature students, ethnic minorities students, students with disabilities and female students
7. Researching considerations that effect students' applications i.e. cost of living
8. Monitoring ratios of students applying, and being accepted to Homerton College and the University
9. Work closely with the Admissions Officer and in particular the Schools Liaison Officer.
 


4.2.2 Committees: 


1. CUSU Target Network Meetings
2. CUSU Access Executive
 


5.0 Services Officer 


5.1.1 There shall be one Services Officer for each site and their roles will include: 


1. Liaising with:
1. College Accommodation Officer.
2. Estates Manager.
3. Housekeeper.
4. Maintenance.
5. Head Porter.
6. Catering.
2. Arranging and attending all night time fire drills with the Head Porter
3. Organising bike numbers and ensuring that there are enough registration forms for all the new students.
4. Attending the College Health and Safety briefings and Fire Warden Training at the start of the academic year
5. Communicating any relevant information obtained from meetings etc. to the Executive and all of HUS.
6. Working in close liaison with the Executive - taking special issues to the Executive meetings for further discussion.
7. Organising, with the Welfare Team, a meeting in the Lent Term for students looking for accommodation for the next academic year.  Information about where to look etc. should be making available to all students attending the meeting.
8. Organising the HUS Accommodation Files of accommodation occupied by Homerton Students.
9. Liaising with the Catering Manager and other relevant parties to ensure the Catering services meet student needs.
 


5.1.2 Committees 


1. Health and Safety Committees
2. Bar and Catering Committee

• 6.0 Welfare Team
 


6.1 Welfare Officers 


6.1.1 There shall be two Welfare Officers (one female, one male) for each site and their roles will include:

1. The Welfare Team should promote issues concerning both men and women, and should be aware of and provide information on certain events (i.e. World AIDS Day, National No Smoking Day, Les-bi-Gay Week, No Means No Week, International Women's Week) to the membership of HUS.
2. Each term the Welfare Team must promote one campaign focusing on a particular issue of relevance to students.
3. The team should, wherever possible, attend CUSU Welfare meetings throughout the year. If they cannot attend in person, they should endeavor to send a deputy.
4. The Welfare Team should ensure in conjunction with the wider Executive (according to Section 1: Article I) that a Women’s Officer is co-opted who should attend CUSU Women's meeting and liaise with the CUSU Women’s Officer and HUS Welfare team. Likewise the Welfare teams should oversee the appointment of a LGBT Officer.
5. The Welfare notice boards and information service shall be kept up to date with relevant and useful information on as wide a range of welfare issues as possible.  This must include information on AIDS, alcohol abuse, rape, mental health, stress, harassment, eating disorders, contraception, pregnancy, drug abuse, smoking, finance, and LBGT issues.  This should be carried out in conjunction with the College Nurse, whom the Welfare Team should build an effective communication with.
6. Members of the team shall have sufficient knowledge of the various welfare and counselling organisations within Cambridge and Peterborough to be able to supply students in need of help with informed and useful advice.  They should be willing to attend a training event if thought necessary.
7. The Welfare Team should be available to all students to act confidentially on their behalf.
8. The Welfare Team and President shall share responsibility for the staffing of a 24 hour welfare phone (Monday 9am – Friday 5pm)
9. Try to be Peer Support trained.
 


6.1.2 Committees: 


1. Welfare Committee
2. CUSU Welfare Committee
3. Equal Opportunities Meeting  (male or female depending on make up of Committee)

• 7.1 Academic Affairs
 


7.1.1 There shall be one Academic Affairs Officer and their role will include: 


1. Be responsible for academic matters arising at Open Meetings and the relaying of these matters to the relevant staff or Committees.
2. Working closely with the Co-Opted Executive Team, specifically The Mature Students Officer and International Students Officer, on academic issues.
3. Work in the interests of all students studying at Homerton who are members of HUS.
4. Be responsible for dealing with problems or concerns arising from academic matters of students.
5. Be responsible for liaising with relevant members of staff.
6. Assist the Liaison Team with the allocation of contacts and the organisation of Open/Interview days.
7. Raise awareness of CUSU Study Skills Sessions and academic support beyond HUS.
8. Work in the interests of the academic welfare of students including providing access to practical help and support for individuals and groups.
9. Work closely with CUSU Academic Affairs Officer, Education Officer and FACT.
10. Co-ordinate campaigns and action for education related issues external to Homerton, including Student and HE Funding.
11. Looking after all Academic interests, including setting up a University Challenge Team.
 


7.1.2 Committees: 


1. CUSU Academic Affairs Officers Meeting
 


8.0 Entertainments Team

• 8.1 Entertainments Officers
 


8.1.1 There shall be one Entertainments Officer and their role will include: 


1. To work closely with the Bar Entertainments Officer to provide quality entertainments for students.
2. Overseeing the uses of the student common rooms and ensuring facilities fit the needs of the members of HUS.
3. To liaise with other College Unions and CUSU Ents to promote other inter-College events and joint events.
4. To organise Michaelmas Term events including:
 

1. Entertainment during Freshers' week (in co-operation with the Bar and Catering Officer and Liaison Officer)
2. Freshers’ Bop
3. One other main event, usually a Christmas Event
 

5. To organise two main events in Lent Term and one in Easter Term.
6. To work with the Bar and Catering Officer to organise and an Entertainments Team.
7. Work closely with all members of the Entertainments team to ensure maximum participation and integration (perhaps through having a mix of undergraduate and postgraduate members).
8. Work closely with the International Officer, to ensure International Students needs are included.
9. Organising entertainments catering for as many interests as possible, including non drinkers.
 


8.1.2 Committees: 


1. Bar and Catering Committee
 
 


8.2 Bar Entertainments Officer 


8.2.1 There shall be one Bar and Catering Officer and their role shall include: 


1. To work closely with the Entertainments Officer to provide quality entertainments for students.
2. Being the first point of contact for students and societies wanting to organise events in the Bar.
3. Liaising with the Bar Manager in the organisation and promotion of regular HUS internal entertainments.
4. Working as part of the entertainments team to plan and get approval for each term's entertainments programme.
5. Organising regular functions in the bar and presenting these plans at the beginning of each term at Bar and Catering Committee.
6. Supporting and providing practical assistance to other members of the Entertainments team.
7. Acting as co-ordinator for formal halls and individual students' events including organising bar extensions, managing money and overseeing the event
8. To work with the Entertainments Officer to organise and run the Entertainments committee.
9. Work closely with the International Officer, to ensure International Students needs are included.
10. Being the first point of contact for students and societies wanting to organise events in the Bar or with Catering (eg. Formals).
11. Acting as co-ordinator for Formal Halls, assisting Formal Hall Administrator.
 


8.2.2 Committees: 


1. Bar and Catering Committee
 
 

1. Rag Officer
 


8.2.1 There shall be one Rag Officer and their role shall include: 


1. Responsibility for electing RAG reps and generally promoting RAG’s existence throughout college.
2. Work with the Ents Team to arrange charitable events, with the help of the rest of the exec and Co-opted team where possible.
3. Liaise with housekeeping, catering and Bar staff where necessary.
4. Promote central RAG events by publicising them well and selling tickets (eg. The Big 3, RAG Blind Date, Cambridge Auction etc).
5. Organise at least one event a term for the Homerton RAG college total, eg. Children in Need.
6. Encourage as many people as possible to participate in ‘Raiding’ in Cambridge and across England. Publicise money raised and next event in an obvious place.
7. Plan a special event for RAG week and involve as many college members as possible in RAG Carnival.
8. Attend regular RAG reps meetings (with allocated college reps) and communicate back to Rag committee members at college.
 


8.2.2 Committees: 


1. Entertainments Team
2. Rag Committee
 

9. Griffins Club President
 


There shall be one Griffins President and their role will include: 


1. To co-ordinate the running and finances of the sports teams in college, through regular meetings with the respective team captains.
2. To provide a support for the captains and all team players in matters relating to sport.
3. To organise information for fresher’s on how to get involved in sport at college and continually look for ways of promoting sport to all college members.
4. To chair meeting with the Griffins committee which is appointed by the Griffins President, and to ensure that they are working effectively for the Griffins club.
5. To liaise with the Griffins communications officer to ensure that all relevant information about fixtures and results is well publicised through e-mail, notice boards or HUSH.
6. To actively seek out ways of finding funding for the Griffins Club.
7. To sit on the Health and Safety committee, and report back any injuries in the log book.
 


Committees:

1. Griffins committee
2. Health and Safety Committee

10.0 Sponsorship Officer

 


The role of Sponsorship Officer shall be: 


1. Liaise with all Executive and Co-opted Executive members to establish where there are possible areas suitable to use for advertising or other forms of sponsorship.
2. Liaise with all Executive and Co-opted Executive members to establish where extra funding would be most appropriately apportioned.

Be a point of reference for all HUS members wishing to liaise with external bodies in an attempt to raise funds.  


The Co-opted team:

• Representative Student Forums
 


 —Representative Student Forums: refers to the 5 forums for minority students within HUS (Women, LBGT, International, Ethnic Minorities and Mature Students) 


The membership of these Representative Student Forums shall be comprised of any student who self defines as a member of the particular minority that the forum represents.  


The principle responsibility of each of the Representative Student Forums shall be to raise issues within the HUS Executive that are pertinent to the minority that the particular Forum represents

• 1 Mature Student Officer
 


The Mature Students Officer shall: 


1. Be a student who was over the age of 21 when they are enrolled at College.
2. Ensure that issues that affect mature students are raised with the Executive Committee, and ensure that these are recognised in all of the Union's work.
3. Establish and maintain contacts with other regional bodies and the CUSU Mature Students Officers.
4. Contact and maintain relationship with MCR.

• 2 The Lesbian, Gay, Bisexual and Transgender Officer
 


The LBGT Officer shall: 


1. Ensure that Lesbian, Gay and Bisexual and Transgendered students' views and opinions are reflected throughout the whole of the Students' Union's work
2. Provide a LBGT perspective of all matters concerning the Union and the College and ensure that there is a regular forum/group where LBGT students can meet.
3. Organise social and educational LBGT meetings and events.
4. Establish and maintain contact with and provide information from groups and organisations that work on LBGT issues especially CUSU LBGT campaign.
5. Promote the positive involvement of LBGT students in all areas of the Students' Union's activities.
6. Represent the views of LBGT students to the Student's Union and the College.
7. Attend intercollegiate reps meetings and other relevant meetings of the LBGT campaign
8. Where possible appoint a deputy of the opposite sex
9. Where possible, be the joint Chair of the LGBT Students Forum.
10. Manage the Homerton LBGT mailing list.
11. Ensure that there is representation in the HUS Graduate and Fresher’s guides.
 


3 Women's Officer  


The Women's Officer shall: 


1. Ensure that women's views and opinions are reflected throughout the whole of the Students' Union's work
2. Provide a woman's perspective on all matters concerning the Union and the College and ensure there is a regular forum/group where women can meet.
3. Organise social and educational closed women's meetings
4. Establish and maintain contact with and provide information from groups and organisations that work on women's issues especially CUSU women's campaign
5. Promote the positive involvement of women in all areas of the Students' Union's activities
6. Represent the views of women students to the Students' Union and the College
7. Promote and encourage readership of CUSU women's campaign magazine among men and women
8. Where possible be the Chair of the Women’s Student Forum.
 


4 Ethnic Minority Officer 


The Ethnic Minority Students' Officer shall: 


1. Ensure that Black, Asian and other ethnic minority students' views and opinions are reflected throughout the whole of the Students' Union's work.
2. Provide an ethnic minority student's perspective on all matters concerning the Union and the College and ensure there are regular forum/groups where different ethnic minority students can meet.
3. Raise students' awareness of issues that affect ethnic minority students through meetings and events
4. Co-ordinate activities designed to counter racism, ethnocentrism or discrimination.  Establish and maintain contact with and provide information from groups and organisations that work on anti-racism issues especially CUSU.
5. Promote the positive involvement of ethnic minority students inn all areas of the Students' Union's activities
6. Monitor incidents of discrimination in the College and inform the Students' Union and the College of these incidents.
7. Seek to ensure that Union and College publications and events do not contain discriminatory material and ensure the provision and depiction of a wide range of ethnic images.
8. Where possible be the Chair of the Ethnic Minorities Students Forum as stated in Article J.
 
 


5  International Students’ Officer 


The International Students Officer shall: 


1. Promote the interests of International Students within the Union and College.
2. Encourage international students to get involved in all aspects of the Union and College.
3. Liaise with the International Centre of the College and University especially CUSU International Students' Officer
4. Organise services and activities for international students in liaison with the national and cultural societies of the Union
5. Encourage multicultural activities including One World Day
6. Where possible be the Chair of the International Students Forum.
7. Attend Equal Opportunities Committee.
8. Work closely with the Liaison, Communications and Ents Team to ensure that International Students’ needs are catered for.
9. Be a point of contact for incoming International students, writing a part for the Freshers Guide and perhaps welcoming letters.
 


6 Environment Officer 


The Environment Officer shall: 


1. Promote and encourage environmentally friendly policies and practices within the Union and the College, particularly in Halls of Residence.
2. Liaise with the Society for Environmental Action and any other relevant clubs and societies
3. Work and lease with local environmental groups and sit on any relevant clubs and Committees, especially CUSU EAN.
4. Raise awareness of environmental issues and relevant campaigns
5. Work on improving internal recycling facilities.
6. Attend a termly meeting with the Bursar to ensure a Green focus.
7. Liaise closely with the Estates manager.

• 7 May Ball President
 


The May Ball President shall: 


1. where possible be appointed by the HUS President, the HUS Senior Treasurer, the Bursar, the HUS Administrator and the Senior Tutor, at least nine months before a May Ball is held
2. be responsible for the establishment and maintenance of the May Ball Committee in partnership with the HUS President
3. Oversee the preparation and running of the May Ball.
4. Be responsible for developing the theme and programme subject to the approval of Senior Executive.
5. liaise with students, staff and relevant organisations to ensure compliance with legal and regulatory requirements
6. Be responsible, for co-ordinating and delegating jobs inc. food, drink, admin., security, hospitality, entertainments, decorations, publicity, ticket and programmes sales, health and safety, sponsorship.
7. Help to appoint the May Ball administrator which will be a paid post.

• 8 Yearbook President
 


The Yearbook President shall: 


1. Where possible be appointed by the HUS President and the HUS Administrator towards the end of Michaelmas.
2. Be responsible for the establishment and maintenance of the Yearbook Committee in partnership with the HUS President.
3. Oversee the preparation and production of the Yearbook.
4. liaise with students, staff and relevant organisations to ensure compliance with legal and regulatory requirements
5. Be responsible, for co-ordinating and delegating jobs inc. treasurer, design etc.
6. Look for fundraising opportunities.
7. Ensure the yearbook is profitable.

• 9 PGCE Rep
 


The PGCE Rep shall: 


1. Work with the President to help PGCE’s settle in to College.
2. Organise events to ensure social interaction.
3. Be a point of contact for incoming PGCE students, writing a part for the Graduate Guide and perhaps welcoming letters.

• 10 The Opportunities Officer
 


The Opportunities Officer shall: 


1. Organise work for summer and Christmas terms/Represent organisations such as Camp America and CCUSA
2. Co-ordinate schemes such as Duke of Edinburgh Award
3. Highlight student travel deals for the summer holidays, i.e. STA or cheap last minute holidays from Thomas Cook.
4. Promote work initiatives from the local community.
5. Highlight opportunities for the student body in the local community.
6. Organise work experience in the local area.
7. Inform students about opportunities from local businesses
8. Represent Playschemes and other special needs organisations
9. Represent After School Care and inform students of work relating to child-care
10. Liaise with other Colleges to promote the University as a whole in the above schemes.

• 11 The Web-Master
 


This role will only be advertised and appointed when the Communications Officer sees it necessary

Where one does exist the Web-Master shall: 


1. liaise with the Communications Officer
2. develop and maintain the presence of HUS on the internet
3. not have any editorial control, except to provide input on design and presentation

• 12 Open Portfolio
 


The job description for this post will be set out in the candidates’ manifestoes and by being elected their remit will be accepted as a temporary part of the constitution. 


Being removed from Office:

 

An Executive member may be removed from office by a two-thirds majority at a quorate Open Meeting: 


1. Notification of a motion to remove an elected Officer should be given in writing to the HUS President and the Officer concerned at least seven working days before the meeting at which it is to be discussed.  Notification should be given to the Vice-Presidents if the motion is against the President.
2. The Motion to remove an elected Officer should be published at least five working days before the meeting at which it is to be discussed.
3. If the HUS President is removed, s/he should continue to receive remuneration for one month after the decision to be removed is made.
 


Resignation: 


An Executive member shall be considered to have resigned if: 


1. S/he provides written notice to the HUS President
2. S/he ceases to be a member of HUS
3. S/he does not attend three consecutive Executive or Co-opted meetings without presenting apologies.