DEMOCRACY & GOVERNANCE REVIEW DRAFT BYELAWS Provisional Bye-laws 1. Membership - including the rights and obligations of any associate memberships, and details of how to opt out of membership; 2. Trustees - Roles and responsibilities of the trustee board core roles, including details of when their terms of office begin; external trustee appointment process, the composition and proceedings of committees of the board, 3. Full Time Officers – details of the different portfolios/posts, their duties and responsibilities, when their term of office begins; 4. Union Council – composition and proceedings; 5. Student Directorate – composition and proceedings; 6. Democracy and Elections - Procedure for conducting elections, officer postions, democracy committee. 7. Referenda - Procedure for conducting a referenda 8. Student Groups – procedures for clubs and societies. 9. Procedures for Union Council – operational procedures and standing orders for Union Council 10. Accountability - provisions for accountability within the Union. 11. Policy – procedures and rules for creating policy, 12. Ideas – procedures for ideas submitted to the Union 13. Petitions - procedures for ideas submitted to the Union 14. Campaign & Liberation Groups - provisions for Liberation and Campaign Groups 15. Student Members Meetings – provisions for the purpose, delivery, powers and rules relating to all-member meetings. For Information: These byelaws are published as a first draft and are still subject to revisions and change following feedback from student member consultations. These have been produced to support and aid members with their decision making and set out the intent of the Trustee Board regarding the proposed changes being put to members as part of the Democracy & Governance Review. MEMBERSHIP BYE LAW This Bye-Law describes the various Memberships and their entitlements with the Union. STUDENT MEMBERS 1. Student Members are defined within the Articles of Association 9.1 as; “Each and every student and every Student studying on degree programmes primarily via the University of Lancaster’s site at Lancaster, UK who has not opted out by notifying the University of Lancaster or the Union of their wish not to be a Member of the Union; and Full Time Officers of the Union. Lancaster University students primarily based at Lancaster’s site at Lancaster UK, but on work or study placements that form part of their scheme of study.” 2. Student Members’ Entitlements; 2.1. Subject to the provisions of the Student Members’ Meeting Bye-law, attend, vote, speak, propose and amend motions at Student Members’ Meetings 2.2. Vote in any Union Election or referenda, except in the elections where there are eligibility criteria for candidates agreed and laid out within the Democracy and Elections Bye-Law. 2.3. Be a candidate in union elections except where there are eligibility criteria for candidates agreed and laid out within the Democracy and Elections Bye-Law. 2.4. Apply to join all clubs and societies registered with Lancaster SU and participate in activities organised by the Union 2.5. Make complaints through the Union’s complaints procedure 2.6. On request, receive information regarding the Articles of Association and Bye-laws, opting out, membership, budgets and financial reports, complaints, their rights or any other matter concerning Lancaster University Students’ Union. ASSOCIATE MEMBERS 3. From time to time, the Trustees may confer associate membership on such persons as they see fit. 4. The Associate Membership of an individual or group can be revoked by the Board of Trustees at any time. 5. There shall be three types of associate membership 5.1. Student Associate Members; who shall be students at associated institutions or colleges of the University, those enrolled on short courses or with Study Group International at the Bailrigg campus, and Intercalating students. 5.2. Staff Associate Members; who shall be all members and employees of the University (including Union Staff) 5.3. Honorary Lifetime Members; those to whom the position is awarded, a record of which will be kept in a domain available for members to view. 6. Associate Members’ Entitlements 6.1. Associate Members are entitled to make use of the services of the Union. 6.2. Associate Members are not entitled to participate in the Union’s democratic activities, such as standing or voting in an election, referenda or members’ meetings. OPTING OUT OF MEMBERSHIP 7. The Education Act 1994, Part 2, section 22(c)(i) specifies that students have the right to opt out of student membership by giving written notice to the Union 8. To opt out of membership, a student should email XXXXXX 9. If a student opts out, this will last until the end of the academic year, and should they wish to continue to opt out, they will have to indicate this again at the beginning of the next academic year. 10. Opting out of the Students’ Union membership will result in not being able to join any societies, sport clubs, associations, access Union support, have a say in how the Students’ Union is run or vote in Students’ Union Elections. 11. Students’ who have opted out of students’ union membership are still able to access the commercial services and advice provisions of the Union 12. A student can opt back into membership at any time by emailing XXXXXX to regain access to all Union services, rights and benefits. VERSION: XX APPROVED BY UNION COUNCIL: XX/XX/XXXX APPROVED BY TRUSTEE BOARD: XX/XX/XXXX DATE OF NEXT REVIEW: XX/XX/XXXX TRUSTEE BOARD BYELAW BOARD OF TRUSTEES General 1. The Board of Trustees shall meet, and business shall be conducted, in accordance with Articles 19 – 44 of the Articles of Association Chair 2. The President shall be the chair of the Board of Trustees, in accordance with Article 40.1 of the Articles of Association 3. The duties of the chair shall be as follows: 3.1. Helping manage working relationships among the trustees and with the Chief Executive; 3.2. Leading on the recruitment and selection of future Board of Trustees members; 3.3. Takes on the lead ambassadorial role for the Students’ Union acting as a figurehead for the charity; 3.4. Leading on the recruitment and selection of the Chief Executive Supporting; 3.5. Supporting and managing the Chief Executive, alongside the Vice-Chair, in line with the Memorandum of Agreement on Staffing, and acting as a channel of communication between board and staff; 3.6. Contributes to creating and sustaining a ‘Learning Board’ by participating in or leading board induction and board development activities as appropriate; 3.7. Offering support, guidance, mentoring and coaching for other trustees, particularly those new to the Board; 3.8. Co-ordinating and chairing the meetings of the Board of Trustees; and 3.9. Serve as a member of the committees of the Board. Vice Chair 4. An external trustee shall be vice chair of the Board of Trustees, in accordance with Article 40.2 of the Articles of Association 5. The duties of the vice chair shall be as follows: 5.1. Deputising for the chair of the board in their duties in their absence; 5.2. Helping set agendas and manage the business of the board of trustees and its committees; 5.3. Supporting and managing the Chief Executive in line with the MoA on Staffing, and acting as a channel of communication between board and staff; 5.4. Leading on the development of the board of trustees; 5.5. Taking urgent action (but not decision making unless authorised) between board meetings when it isn’t possible or practical to hold a meeting; 5.6. Where delegated by the board of trustees acting as a figurehead for the charity (for example, representing it at functions, meetings or in the press). 5.7. Overseeing the investigation of any complaints involving the Chair of the Board (unless they are also involved in the matter) and taking appropriate action as necessary, in line with the Trustee Code of Conduct and any other relevant policies. External professional advice should be sought as appropriate. 5.8. Any other duties where directed and authorised to do so by the board of trustees. TRUSTEE BOARD APPOINTMENTS Full Time Elected Officer Trustees 6. The Full Time Officer Elected Trustee positions shall be held by the members elected by cross- campus ballot to the following Full-time Officer roles, in accordance with Bye-law [DEMOCRACY & ELECTIONS]: 6.1. President; 6.2. Vice President (Union Development) 6.3. Vice President (Education) 6.4. Vice President (Welfare) 6.5. Vice President (Societies and Media) 6.6. Vice President (Sport) 7. The Full Time Elected Officer Trustees shall be trustees for the duration of their term of office. 7.1. The term of office shall ordinarily start on the1st July and ends on the 30th June, unless otherwise specified by the board of trustees. 7.2. The Full Time Elected Officer Trustees, each of whom is a “major union office holder” for the purposes of section 22 of the Education Act, shall be appointed in accordance with Bye-Law [DEMOCRACY & ELECTIONS]: Student Trustees 8. The Student Trustee positions shall be held by the members elected by cross-campus ballot, in accordance with the procedures set out in Bye-law [DEMOCRACY & ELECTIONS] 9. The Student Trustees shall hold office for a period of one year, commencing upon their election if a position is vacant, or upon the term of the incumbent ending. 10. Student Trustee appointments shall be timed so that the term of office will usually commenceon the1st July and ends on the 30th June, unless otherwise specified by the board of trustees. 11. Student Trustee appointments shall be made such so that there is an opportunity for at least one new student to join the board of trustees each year as a Student Trustee. External Trustees 12. External Trustees shall be appointed by a simple majority vote of the Appointments Committee [provided that the appointment of each External Trustee is ratified by a simple majority of the Student Members taking part in a cross campus confirmatory ballot]. 13. External Trustees shall be selected based on their skills, knowledge, experience and characteristics, considering the current composition and diversity of the Board. 14. A cross campus confirmatory ballot shall contain the following provisions; 14.1. There shall be one question put for each External Trustee position; 14.2. The options on the ballot shall be Yes, No or Abstain. 14.3. A rationale for the recommended appointment of each candidate shall be provided by the Appointments Committee. 15. External Trustees shall ordinarily hold office for a period of four years, commencing once their appointment has been ratified. This may be renewed, ordinarily for a period of four years, up to a maximum of 8 years. Re-appointment is subject to ratification in accordance with the procedures in clause 14 of this Bye-law. 16. The terms of office for external trustees may be staggered, but should try and align with established Union Election cycles. 17. Where an External Trustee resigns part way through their term of office a new appointment may be made for the remainder of that term to ensure External Trustee appointments are staggered; 17.1. For the avoidance of doubt the board of trustees may decide to appoint an External Trustee appointed in this way to a full four year term. TRUSTEE BOARD COMMITTEES General Provisions 18. The board of trustees reserves the right by resolution to create, alter or dissolve any of its Committees at its absolute discretion. 19. The Chair of a Trustee Board Committee will be appointed by the Trustee Board and should ordinarily be an External Trustee. 20. Meetings of committees should be scheduled to coincide with the cycle of business for the Trustee Board and other committees. 21. The Chair of a Trustee Board Committee shall have discretion to vary the dates and times of all meetings, and to call additional meetings as necessary. 22. Except where specifically noted, all members of Trustee Board Committees will be chosen by the board of trustees. 22.1. The board of trustees reserve the right to appoint a maximum of two external members of appropriate skill and expertise to Trustee Board Committees. 22.2. In the case of any external members, these shall be appointed by the board of trustees on the recommendation of the Governance Committee. 22.3. External members will have a standard term of two years, and may serve a maximum of two terms. 22.4. Non-member Trustees may attend a meeting of a Trustee Board Committee, but they are not entitled to a vote. 23. Members of any Board Committee may be removed from their position if either: 23.1. They fail to attend two consecutive meetings without sending apologies, and the Committee resolves there is no good reason for their absence; 23.2. The Trustee Board votes by a simple majority to remove them; 23.3. In the case of a Trustee, they cease to be a Trustee. 24. The board of trustees shall ensure that each Trustee Board committee has terms of reference which will include the committees: purpose, membership, quorum, remit and delegated responsibilities. 25. Each committee will have the power to amend its own terms of reference. However, the Trustee Board reserves the right to revoke any changes, prevent proposed changes from being implemented, and make any changes to the terms of reference for each committee as it sees fit. 26. The terms of references shall be set out as an appendices to this byelaw and shall be reviewed by the board of trustees on an annual basis. 27. A member of staff from the Students’ Union shall act as Secretary to every Trustee Board Committee. 28. The following shall be the Committees of the Board 28.1. Appointments; 28.2. Commercial Services; 28.3. Finance and Risk Committee; 28.4. Governance Committee; 28.5. Human Resources and Remuneration; RELATIONSHIP BETWEEN UNION COUNCIL & TRUSTEE BOARD 29. In accordance with the powers as set out in Article 45, and the byelaws, the board of trustees recognises the key role of the Union Council as: 29.1. The Students’ Unions primary representative and political authority, responsible for policy, representation and political direction; 29.2. And that policy statements which support the achievement of the Students’ Unions objectives are Union Council’s business, but may also have financial, physical and personnel elements which are the responsibility of the Trustee Board. 30. If the political decisions of the Union Council carry major resource implications the approval of the Board of Trustees may also be required and that the Board of Trustees may override a decision of Union Council for the reasons set out in Article 28.3. 31. The power to amend the Bye-laws rests jointly with the Trustee Board and Union Council, as set out in Article 51. VERSION: XX APPROVED BY UNION COUNCIL: XX/XX/XXXX APPROVED BY TRUSTEE BOARD: XX/XX/XXXX DATE OF NEXT REVIEW: XX/XX/XXXX FULL TIME EXECUTIVE OFFICER BYE LAW This Bye-Law describes the roles and duties of the Full Time Executive Officers. FULL TIME OFFICER ROLES 1. The Full Time Officer roles of the Students’ Union are: 1.1. President 1.2. Vice President (Union Development) 1.3. Vice President (Education) 1.4. Vice President (Welfare) 1.5. Vice President (Societies and Media) 1.6. Vice President (Sports) APPOINTMENT 2. Full Time Officer roles stated in 1.1 are the appointments to major union offices under Section 22 of the Education Act 1994. 3. Full Time Officers under 1.1 are elected for one academic year: 3.1. Subject to successful re-election, Full Time Officers may serve a maximum of two terms, which need not be consecutive;. 3.2. The period of office shall start on the 1 July and end on 30 June the following year. STATUS OF FULL TIME OFFICERS 4. Full Time Elected Officers are both an office holder and an employee of Lancaster University Students’ Union. 5. Officers are subject to the policies and procedures of the Union as outlined in the Articles of Association and Bye-Laws including, but not limited to, complaints and disciplinary procedures and confidence motions. 6. Officers are additionally required to adhere to the terms and conditions of employment as stated in Full Time Officer Contracts. OFFICER DUTIES FOR ALL ROLES 7. All Full Time Officers are expected to undertake the following duties: 7.1. Uphold the Students’ Union Articles of Association, Bye Laws, regulations and policies to ensure the effective governance and development of the Students’ Union; 7.2. Engage with the wider membership, seeking feedback and input from members and encouraging positive participation and involvement in the Students’ Union; 7.3. Actively represent the interests of the membership, both locally and nationally, ensuring the needs of all students are represented and taking into account the diversity of the Students’ Unions membership as the political leads of the organisation; 7.4. Serve as an Full Time Elected Officer Trustee of the Students’ Union, ensuring accountability of decision making and financial and legal wellbeing; 7.5. Carry out any other duties as may be assigned from referenda, Student Members’ Meetings, and the Union Council, if reasonably consistent with the position, and to regularly report back to the Student Directorate. 7.6. To run and lead political campaigns that are relevant to their portfolio and work in collaboration with other officers and staff where there is common interest. 7.7. Work collaboratively to ensure equality, diversity and inclusion are considered in all decision making and activities. With particular focus on students from liberation backgrounds, postgraduate students, distance learners and mature students. 7.8. Delivering campaigns, initiatives and activities, as individuals and collaboratively, which promote a positive state of student wellbeing and improve the student experience, 7.9. Support college officers from their assigned college(s). The assignment will be collaboratively decided by the Student Directorate. 7.10. Complete mandatory induction and training as well as continual development throughout the year in post. 7.11. Contribute towards and be jointly accountable for the annual Union Manifesto which brings together the ambitions of the entire Student Directorate for the start of the year. 7.12. Ensure students interests and experiences are properly considered within the University’s decision-making processes 8. In addition, officers are expected to fulfil the specific Full Time Officer roles & duties as outlined in this Bye Law. 9. Full Time Officers shall keep a record of their weekly activities. These should for the basis of a report to Union Council. 9.1. Failure to make such reports may be deemed a breach of contract, subject to disciplinary action. THE ROLE AND DUTIES OF PRESIDENT 10. The role and duties of the President are: 10.1. To lead the broad development of the organisation; 10.2. To coordinate and support the activities of the Full Time Officer Team; 10.3. To chair the Student Directorate in order to co-ordinate the activities of the FTO team ensuring good working relationships between the team are maintained and duties are being undertaken and terms and conditions of office are adhered to; 10.4. Chair the Trustee Board and attend Finance and Risk sub-committee and Governance sub-committee; 10.5. Be the lead spokesperson of the Union with regard to student and political issues; 10.6. Lead the Students’ Union’s work relating to postgraduate students; 10.7. Ensure the Students’ Unions representation channels within the University’s governance structures are effectively utilised by officers. 10.8. To network and liaise with: 10.8.1. Student Officers and Union staff to identify points for action; 10.8.2. Senior University on key strategic or student issues; 10.8.3. The National Union of Students 10.8.4. Other Students’ Unions, benchmark institutions and bodies with similar aims and objectives to the Students’ Union at Lancaster; 10.8.5. Political influencers such as MPs and Lords that can enact positive change to the HE sector; 10.9. Be responsible for the day-to-day communication with the Chief Executive regarding Union staffing, business and operations: 10.9.1. Jointly line manage the Chief Executive alongside the Vice Chair of the Board of Trustees 10.10. Act as a Non-Executive Director of the LUSU Services Company participating in decision-making processes alongside the Vice President Union Development, ensuring services are student focused and attaining student opinion THE ROLES AND DUTIES OF THE VICE PRESIDENT (UNION DEVELOPMENT) 11. The role and duties of the Vice President (Union Development) are: 11.1. To be the lead student representative for the Union’s Commercial Services, the Junior Common Room and PG Board officers, and maintaining governance and democratic procedures such as elections, referenda and ensuring these remain student-focused; 11.2. Chair the Union Executive Committee, and Democracy Committee and support the development of these committees, ensuring they are accountable and transparent in their decision making; 11.3. Deputise for the SU President when applicable; 11.4. Be the Delegate leader for major NUS conferences; 11.5. Lead officer for championing local, national and student elections; 11.6. Oversee the running of Student Members’ Meetings in accordance with the Union’s Bye Laws and Articles of Association ensuring that officer and governance information is accessible and accurate. 11.7. Maintain good governance of the Union’s Articles of Association and Bye- Laws and ensure that they remain up to date, accessible and relevant to the membership. 11.8. As chair of social and events group, oversee and co-ordinate the social activities of Student Groups, ensuring that all social activities are inclusive, and that good practice is shared. 11.9. Champion the ethical and environmental work of the Union, leading campaigns, supporting Student Officers, and making representations to internal and external bodies. 11.10. Act as the lead officer responsible for finance: 11.10.1. Alongside the financial controller and SU President, oversee the financial transactions to ensure that all decisions made are fair and student focused; 11.10.2. Lead on the budgeting, monitoring, authorisation and scrutiny of finances for Union Officers, Committees and student groups including monthly reviews alongside the SU President; ensuring that financial information is student focused; 11.10.3. Serve as a Non-Executive Director of the LUSU Services Company and LUSU Housing Ltd participating in decision-making processes alongside the SU President, taking a particular lead on services being student focused and attaining student opinion; 11.11. Be the lead officer in relation to the operations of the Students’ Union’s commercial services and their development including acting as a Non-Executive Director of the LUSU Services Company and LUSU Housing Ltd. 11.12. To support Junior Common Room and PG Board officer groups with: 11.12.1. Planning and implementation of Welcome Week events, Extravs and other key events in the year. 11.12.2. Training and development of JCR, PG Board and Union Council Members, including the planning and delivery of training events and providing support to officers and officer groups throughout the year. 11.12.3. Training and development of JCR, PG Board and Student officers’ events and providing support to officers and officer groups throughout the year. THE ROLES AND DUTIES OF THE VICE PRESIDENT (EDUCATION): 12. The role and duties of the Vice President (Education) are: 12.1. Be the lead student representative on academic and related issues concerning the development of the Undergraduate, Postgraduate Taught (PGT) and Postgraduate Research (PGR) experience to the University. Focusing on: 12.1.1. Education policy development and implementation; 12.1.2. Quality assurance and enhancement; 12.1.3. Learning support, facilities and resources; 12.1.4. Future academic strategy; 12.1.5. Provision at Associate and partner institutions in Lancaster and internationally; 12.1.6. Employability skills and opportunities provided by the University. 12.2. Understand the academic structural differences between Postgraduate Taught (PGT) and Postgraduate Research (PGR) students and the issues they face which are different to those of Undergraduates 12.3. In conjunction with the Faculty Reps, steer the work of the Academic Sub- committee of Union Council ensuring: 12.3.1. Effective communication between academic representatives and officers and the representation of all stakeholder groups views; 12.3.2. Relevant debate and discussion of key education issues at the University and nationally; 12.3.3. The development and implementation of education policy and plans; 12.3.4. The dissemination of significant University academic business; 12.3.5. The dissemination of performance indicators and student satisfaction data. 12.4. Be the lead student officer responsible for responding to national education and employability issues and bringing these to Union Council. 12.5. In collaboration the Vice President (Welfare), actively address the inequalities within academia. 12.6. Be an active member of all relevant University committees to which the role is entitled and to network and liaise with the senior academic-related management staff, Faculty and School Deans, and the Student Registry and heads of academic related services i.e. Library, Careers and ISS regarding student services. 12.7. Facilitate and support the work of academic representatives and officers: 12.7.1. Lead officer for the recruitment, training, development and promotion of course, faculty, lead, and equality diversity inclusion academic; 12.7.2. representatives and ensuring effective collaboration with existing Students’ Union structures and the University regarding feedback; 12.7.3. Facilitate and support the work of education and welfare officers, on campaigns, and sign-post to relevant training and guidance where appropriate; and 12.7.4. Coordinate the development and delivery of Students’ Union education and employability-focused campaigns. 12.8. Assist in the promotion of the Students’ Union Education and Support Unit: 12.8.1. Advocating for groups of students with academic issues (not individual student advice casework); 12.8.2. Sign-post students to the correct pastoral care and academic support providers; 12.8.3. Contribute and engage with the work of the Education and Support Unit, ensuring projects, central campaigns and plans are student-centred. 12.9. Oversee the work of Union in relation to employability and enterprise projects. THE ROLES AND DUTIES OF THE VICE PRESIDENT (WELFARE) 13. The role and duties of the Vice President (Welfare) are: 13.1. Be the lead student representative on welfare and equality issues and widening participation promoting equitable representation of our diverse student population. Ensuring issues of race, culture, study status, disability, gender, sexual orientation, religion, age and any other irrespective differences are given proper consideration within the Union’s decision-making when: 13.1.1. Implementing new policies; 13.1.2. Developing new services and long-term plans; 13.1.3. Reviewing existing services and opportunities; 13.1.4. Planning campaigns and events. 13.2. Act as lead officer on internationalization and international students. 13.3. Lead campaigns and activity related to students as students’ issues relating to their welfare; 13.4. Liaise and network with University staff responsible for driving equality policy, initiatives and widening participation, and be the student representative for this work 13.5. In conjunction with staff, produce digital resources relating to the community, equality, and welfare activity of the Union. 13.6. Be the lead student officer responsible for responding to national welfare issues and bringing these to the Union executive committee 13.7. Chair the work of the Welfare Sub-committee of Union Council ensuring: 13.7.1. Support the running of liberation campaigning 13.7.2. Effective communication between welfare and liberation representatives and officers and the representation of all stakeholder groups’ views; 13.7.3. Relevant debate and discussion of key equality and welfare issues; 13.7.4. The development of recommendations for equality and welfare policy and plans to the Union and University; 13.7.5. The dissemination of information about University’s progress/work. 13.8. Develop and deliver campaigns and events raising awareness of welfare issues affecting the student body. 13.9. Assist in the work and promotion of SU Education and Support Unit: 13.9.1. Advocating for groups of students with welfare issues (not individual student advice casework); 13.9.2. Signpost students to the correct pastoral care and welfare support providers; 13.9.3. Contribute and engage with the work of the Education and Support Unit, ensuring projects, central campaigns and plans are student-centred. 13.10. Oversee SU Living alongside the Vice President (Union Development) with a focus on student experience. 13.11. Participate in the budgeting and monitoring processes for Students’ Union Officers and Committees including monthly reviews alongside the Financial Controller and Vice President (Union Development) 13.12. Scrutinise and authorise expenditure incurred by officers, clubs and societies alongside the Vice President (Union Development) THE ROLES AND DUTIES OF THE VICE PRESIDENT (SOCIETIES AND MEDIA) 14. The role and duties of the Vice President (Societies and Media) are: 14.1. To be the primary student representative for societies and recreational groups, ensuring the provision and promotion of extracurricular events and encourage participation. 14.2. To be the primary liaison between the staff teams and societies on all representative matters. 14.3. Represent student opinion to the University and Union on quality and availability of facilities, priorities for future developments, and opportunities for students alongside Vice President (Sports). 14.4. Be the lead liaison with University Facilities on issues affecting societies. 14.5. They shall be the lead officer responsibility for all Students’ Union Media outlets; 14.5.1. Bailrigg FM; 14.5.2. LA1 TV; 14.5.3. Take 2 Cinema; and 14.5.4. SCAN. 188.8.131.52. This shall include taking full editorial responsibility for the production of SCAN 14.6. Promote opportunities within student media to the student body. 14.7. Create and co-ordinate joint initiatives and projects through chairing the Media Board which shall aim to facilitate and support the work of media organisations and groups associated with the Union. 14.8. Ensure that society and recreational group executive members undergo adequate and relevant training 14.9. Work with staff teams and the Vice President (Welfare) to organise events to showcase societies and their activity, including leading on large annual student events. 14.10. Chair the Societies Committee which will be responsible for the following: 14.10.1. Society affiliation 14.10.2. Society reaffiliations 14.10.3. Funding allocations 14.10.4. Upholding the Societies’ constitution and code of practice 14.10.5. Publicising committee decisions and processes to the wider student body 14.10.6. They may also refer decisions to relevant committees, where deemed appropriate. 14.11. Act as the Lead Officer on charity projects and promotion. In this capacity they shall be the primary organizer of the Union’s Raising and Giving (RAG) Week. 14.12. Act as lead officer working with city and community groups including local council, the police, and other relevant bodies. 14.13. Facilitate and support the work of societies including: 14.13.1. Coordinating joint initiatives and projects and stimulating new ideas; 14.13.2. Promoting the needs and priorities of societies and their members within the Union and University. 14.14. Working with Vice President (Sports) publish and publicise the Unions affiliation lists ensuring they are fully accessible to students. THE ROLES AND DUTIES OF THE VICE PRESIDENT (SPORTS) 15. The role and duties of the Vice President (Societies and Media) are: 15.1. To be the primary student representative for sporting activity and clubs. With the aim of ensuring the provision and promotion of competitive and recreational opportunities and encourage participation. 15.2. Promote to the membership engagement in sport and the Union’s sporting activity. 15.3. Promote the benefits of participation in sports and healthy living to students. 15.4. Represent student opinion and expectation with regard to competitive and recreational sport by: 15.4.1. Ensuring that the Union is effectively delivering sporting opportunities for all abilities and needs; 15.4.2. Contributing and engaging with the work with the wider Student Activities Team to ensure future development and plans are student-centred; 15.4.3. Representing student opinion to the University and Union on the quality and availability of facilities, priorities for future developments, and opportunities for students alongside the Vice President (Societies and Media). 15.5. Facilitate the delivery of a rolling programme of sport through the Union and University, working in conjunction with other members of the Student Activities Team via: 15.5.1. Assist clubs with their own constitutional issues, funding and facilities requirements, and codes of practice; 15.5.2. In conjunction with the Inter-College Chairs, facilitate and support the work of JCR/PG Board Sports Reps including offering training and guidance where appropriate to promote active Inter-College leagues, Inter-College varsities, Carter Shield and recreational sport; 15.5.3. Chair relevant committees associated with the job role and responsibilities outlined within the Articles of Association and Bye-Laws; 15.5.4. Be the lead liaison with the Sports Centre and Facilities in the University regarding issues affecting sport; 15.6. Ensure that there is successful organisation of Roses and that home and away events are appropriately planned and resourced. 15.7. Represent student opinion and expectation to the University, in liaison with the SU President, regarding competitive/elite, college and recreational sport: 15.7.1. Quality of and availability of current facilities; 15.7.2. Priorities for the development of future facilities; 15.7.3. Opportunities availability. 15.8. Represent and promote Lancaster student opinion within British Universities and Colleges Sports with regard to competitive/elite inter- varsity competition. VERSION: XX APPROVED BY UNION COUNCIL: XX/XX/XXXX APPROVED BY TRUSTEE BOARD: XX/XX/XXXX DATE OF NEXT REVIEW: XX/XX/XXXX UNION COUNCIL BYE LAW This Bye-Law describes the composition and proceedings for the Union Council. GENERAL 1. There are three documents which govern the operation of Union Council: Article 45 of the Articles of Association, Procedures for Union Council Bye law and this Bye Law. CHAIR & DEPUTY CHAIR 2. The Chair of the Union Council shall be elected by and from the members of Union Council. The terms of the Chair of the Union Council shall be from the October to March and then March to October. The Chair cannot be a Full Time Officer or Liberation and Campaigns Officers. 3. The Deputy Chair of the Union Council shall be elected by and from the members of Union Council .The term of the Deputy Chair of the Union Council shall be from the October to March and then March to October. The Deputy Chair cannot be a Full Time Officer. 4. The Chair and Deputy Chair shall be elected by the way of simple majority. 5. The Chair of the Union Council will remain impartial whilst chairing the meeting. UNION COUNCIL MEETINGS 6. The Union Council shall meet a minimum of [three] times per term and a minimum of once during the Summer vacation period. 7. Union Council may be called additionally by the Union Council Chair upon receipt of a request by one of the following: 7.1. at the request of the Board of Trustees; 7.2. at the request of fifty percent (50%) of the Full Time Officers; 7.3. at the request of fifty percent (50%) of the Liberation and Campaigns Officers; 7.4. at the request of ten (10) members of Union Council; 7.5. at the request of one percent (1%) Members of the Union; 7.6. at the request of five (5) JCR executive meetings; and 7.7. at the request of twenty (20) Clubs or societies meetings. MEMBERSHIP 8. The membership of the Union Council shall be: 8.1. The Full Time Executive Officers; 8.2. The Liberation & Campaigns Officers; 8.3. Twenty one  Student members, elected by way of cross campus ballot in accordance with byelaw [DEMOCRACY & ELECTIONS]. 9. Substitutes shall not be allowed to replace these members for meetings. 10. Any Full Member of the Students Union as defined in byelaw [MEMBERSHIP] may attend the meeting and may speak with the Chair’s approval. 11. The Chief Executive or their nominee(s) shall be in attendance, but shall not be a member. POWERS OF UNION COUNCIL 12. In addition to the authorities as set out in Article 45 of the Articles of Association, the Union Council shall have the additional powers to: 12.1. to debate current issues; 12.2. to receive and debate ideas submitted by Student Members; 12.3. to receive addresses from members as deemed appropriate by the chair; 12.4. to agree and initiate Students’ Union campaigns; 12.5. to set Students’ Union political priorities for the year ahead; 12.6. to scrutinise the activity of the Students’ Union and the performance of the Students’ Unions Full Time Officer team; on behalf of the Student Members; 12.7. to hold Full-Time Officer to account by a motion of censure as set out in this Bye-law 12.8. to hold to account the Union Councillors, on behalf of the Student Members; 12.9. create sub-committees of the Union Council, and to nominate a chair where that chair is not covered elsewhere; 12.10. allocate such funds as the Students’ Union makes available to its student-led functions and campaigns; and 12.11. perform any other duties as set out in the Byelaws. 13. Decisions of the Union Council may be over-ridden by a quorate Student Members Meeting or a Referendum. 14. The powers of Union Council will be temporarily devolved to the Student Directorate during vacation periods, pending ratification of decisions by the next Union Council. QUORUM 15. The quorum of Union Council is fifty percent (50%) of current serving members. 16. No Member may hold more than one vote on the Union Council at any one time. MANDATES 17. All members of Union Council and/or recognised Union delegates at national conferences, except for Liberation & Campaign Officers, may be mandated by the Students’ Union within the scope of its authority set out in this Byelaw. 18. Full Time Officer, members of Union Council and/or recognised Union delegates at national conferences, may be mandated to express a particular view on a particular issue, or to carry out a particular function by properly constituted Students’ Union policy- making bodies. These shall be deemed to be the Union Council, Student Members Meeting, Referenda and any others as may be defined within Bye Laws to the Articles of Association. 18.1. Liberation & Campaigns officers may only be mandated by their forums. 19. Elected members of the University Council and Full-Time Officer student officers when acting in their capacity as Trustees shall be exempted. MOTIONS OF CENSURE 20. Union Council may pass a motion of censure against a Full Time Officer. A motion of censure is a motion submitted by a member of the Union Council expressing a strong opinion of disapproval against the decision or actions of a Full Time Officer that is debated by the Union Council and adopted by a vote. 21. The motion must state: 21.1. The name of and office held by the subject 21.2. The reason for censure 21.3. Why censure is the appropriate course of action 22. The subject of a motion of censure may not vote on that motion 23. A motion of censure may only have one subject. If a member of Union Council wishes to censure multiple Full Time Officers at the same time for the same reason, separate motions of censure must be proposed for each individual. 24. The motion is passed if a two thirds majority of voting members vote in favour of the motion. 25. Eligible members must be given the opportunity to vote by proxy or submit their vote in writing to the Chair if they are unable to attend a meeting at which a vote on a motion of censure if being held. SUB-COMMITTEES OF THE UNION COUNCIL 26. Union Council may create sub-committees of Union Council and delegate powers to these committees, with the agreement of the Board of Trustees. 26.1. Such powers should be set out in the sub-committee’s terms of reference, amendable by Union Council only, but must include any standard clauses determined by the Board of Trustees. 27. There shall be two categories of sub-committees of the Union Council; 27.1. Standing Sub-Committees; and 27.2. Formal Sub-committees. 28. Sub-committees of the Union Council may not create policy in itself, for that power is reserved only for the Union Council, Student Members Meetings and Referenda, but it can recommend policy to these bodies for approval. 29. Decisions of sub-committees and standing sub-committees shall only take effect upon Union Council approval, unless otherwise specified, excepting that they shall not infringe on the powers and prerogatives of other Students’ Union bodies as laid down in the Articles of Association. 30. Formal sub-committees shall be accountable to the Union Council. Standing Sub-Committees 31. Standing Sub-Committees shall be ex-officio subcommittees of the Union Council, and are not able to be dissolved without the joint agreement of Union Council and Trustee Board; 31.1. For the avoidance of doubt, Junior Common Rooms and the PG Board, are set out as permanent and integral parts of the Students’ Union within the Articles of Association and therefore cannot be dissolved without a change to the Articles of Association and with prior consent of the University Council. 32. Standing sub-committees must have their own terms of reference, which shall be reviewed every two  years. 33. Standing Sub-committees shall have the following power and authority delegated to them by Union Council: 33.1. Advise Union Council of policy positions and priorities; 33.2. Establish multi-year programmes of work and targets; 33.3. Work directly with relevant University or external groups on projects relevant to their terms of reference 34. The following will be permanent standing committees of the Union Council: 34.1. Junior Common Rooms and the Postgraduate Board Executives; 34.2. Campaign and Liberations Forums; 34.3. Academic Committee; 34.4. Sport Committee; 34.5. Societies Federation Committee Formal Sub-Committees 35. The Union Council shall be empowered to set up and dissolve sub-committees of which the composition and terms of reference shall be as Union Council sees fit with the powers to (subject to other provisions and parts of the Articles of Association and its Bye Laws); 35.1. Investigate matters relevant to the Students’ Union; 35.2. Provide advice to the Union Council on matters; and 35.3. initiate campaigns on behalf of the Union Council 36. The following will be formal sub-committees of the Union Council (varied only as a result of an amendment to this Byelaw): 36.1. Climate Emergency Sub-committee; 36.2. Democracy Sub-committee; 36.3. Equality, Diversity and Inclusion Sub-committee; 36.4. Finance and Resource Sub-committee; and 36.5. Welfare Sub-committee VERSION: XX APPROVED BY UNION COUNCIL: XX/XX/XXXX APPROVED BY TRUSTEE BOARD: XX/XX/XXXX DATE OF NEXT REVIEW: XX/XX/XXXX STUDENT DIRECTORATE BYE-LAW This Bye-Law describes the composition and proceedings for the Student Directorate. TERMS OF REFERENCE 1. There shall be a Student Directorate whose primary duties shall be: 1.1. The delivery of policy and manifesto goals. 1.2. The development and delivery of a Union manifesto 1.3. The delivery of Union Council policy 1.4. The coordination of the overall political programme of work, individual Full Time Officer priorities and emerging issues with the permanent staff of the Union via the Chief Executive Officer. 1.5. To act as a formal method for operational staff to interface with the work of the Officers, and to ensure the delivery of stated objectives of the policies and Officer mandates of the Union. 1.6. Linking wider work across the University committee strands, student groups and community engagement 1.7. To formally meet with the University Executive Board on a basis agreed between the University and Union. MEMBERSHIP 2. The membership shall consist of each Full Time Officer: 2.1. President 2.2. Vice-President Union Development 2.3. Vice-President Education 2.4. Vice-President Welfare 2.5. Vice-President Societies and Media 2.6. Vice-President Sport 3. The Student Directorate shall be supported by the CEO 4. The President shall be the Chair of the Student Directorate. 5. The Vice President (Union Development) shall be the Vice Chair. MEETINGS 6. Meetings shall take place weekly 7. The Student Directorate should work to the principle of collective responsibility and strive to make any decisions in good faith and based on consensus. VERSION: XX APPROVED BY UNION COUNCIL: XX/XX/XXXX APPROVED BY TRUSTEE BOARD: XX/XX/XXXX DATE OF NEXT REVIEW: XX/XX/XXXX DEMOCRACY AND ELECTIONS BYE-LAW This Bye-Law describes the process of Elections, Officerships, and Bye-Laws, as well as the inter- relationships between the democratic bodies of the Union. PREAMBLE 1. The Union consists of two principle bodies charged with the development, compliance and direction of its work. These are the Board of Trustees and the Union Council. 1.1 The Board of Trustees is responsible for the financial, strategic and long-term development of the Union as an organisation. Its terms of reference are detailed in the Board of Trustees Bye-law. 1.2 The Union Council is the representative body of the Students’ Union and is responsible for the expression of student opinion through debate and policy making, to inform the priorities, positions and advocacy work of the Union. Its terms of reference are detailed in the Union Council Bye-law. 2. The relationship between the Board of Trustees and the Union Council is such that: 2.1 The Board is concerned with the Students’ Union as a charity, and is responsible for ensuring that the Union has systems and resources in place to support a functioning and vibrant democracy and within this, a Union Council. 2.2 The Union Council is concerned with the political work of the Union and responsible for the faithful representation of students’ views and priorities to the Board of Trustees, via the Full Time Officers, as the Board seeks to fulfil its charitable objects. 2.3 Policy statements which support the achievement of the Students’ Unions objectives are Union Council’s business, but may also have financial, physical and personnel elements which are the responsibility of the Trustee Board. 2.4 If the political decisions of the Union Council carry major resource implications the approval of the Trustee Board may also be required. 3. The work of these bodies is supported by their sub-committees, the Student Directorate and the Union staff team. 4. The wider democratic activity across the Union is devolved to Junior Common Room Committees, Student Group and Club Executives and the Academic Representative Network. DEMOCRACY COMMITTEE 5. There shall be a Democracy Committee, that shall be a sub-committee of Union Council, who shall be responsible for: 5.1 The general maintenance of the bye-laws in order to ensure congruency across the governing documents and correct minor textual errors, ensuring amendments of this nature are submitted directly to the Union Council for approval. 5.2 Developing student democracy, ensuring that the rules and procedures are fair and accessible to all members, and will be likely to maximise participation; 5.3 Co-ordinating Referenda, alongside the Returning Officer [or their nominee], in line with the procedures as laid out in the Referenda Bye-law; 5.4 Producing and making available proxy voting arrangements for each Student Members’ Meeting 5.5 The ratification process of the External Trustees, as detailed in the Trustees Bye-law subject to the work of the Appointments Committee. Membership 6. Students’ Union Vice President (Union Development) 7. Five (5) representatives from Union Council, as well as two representatives from the College JCRs/PG Board executive ELECTIONS 8. Procedures specified in this Bye-Law shall govern the running of all Students’ Union elections. 9. By principle, all Students’ Union elections shall be: Fair, open, democratic, accessible and transparent 10. All Students’ Union elections will follow this election sequence: 10.1 Notice of elections; 10.2 Nominations; 10.3 Official Candidate Briefing 10.4 Campaign period opens; 10.5 Candidates’ Speeches 10.6 Polling Period; 10.7 Count 10.8 Publication of Results 11. Re-open Nominations (RON) shall always appear on the ballot as a candidate in all elections 11.1 Should re-open nominations be the elected candidate, then the post in question shall remain vacant until a by-election is held. RETURNING OFFICERS 12. The Returning Officer shall be a suitably qualified person external to the University, appointed annually by the Board of Trustees 13.1 The Returning Officer shall have overall responsibility for overseeing the process of elections within the Students’ Union. 13. The Deputy Returning Officer shall be a suitably qualified member of Students’ Union staff, appointed by the Trustee Board. 14.1 The Deputy Returning Officer shall be responsible for the day-to-day planning of the elections process, producing guidance/information, briefing and training candidates, administering elections, fielding questions, and referring election complaint appeals to the Returning Officer for rulings to be made. 14.2 The Deputy Returning Officer will have the delegated powers from the Returning Officer to issue formal rulings and warnings, in the first instance, to those taking part in the election in relation to breaches of the election rules. 14.3 The Deputy Returning Officer will assume the responsibilities of the Returning Officer in smaller internal Union elections in which the external Returning Officer would not be involved, for example, student group elections. ELECTED POSITIONS 14. The following categories of officer shall be elected by Cross Campus Ballot: 15.1 Full Time Officers 15.2 Union Council Members 15.3 NUS Conference Delegates as defined by the NUS 15.4 Student Trustees 15.4.1 There shall be at least one undergraduate student trustee and one postgraduate student trustee 15. The following categories of officer shall be elected by restricted ballot (collegiate): 16.1 JCR Executive, and PG Board Officers as defined by the JCRs/PG Board 16. The following Liberation and Campaign Officers shall be elected by a restricted cross campus ballot (elected by self-defining electorates): 17.1 LGBTQ+ Officer 17.2 Disabled Students’ Officer 17.3 Women’s + Officer 17.4 Black Students’ Officer 17.5 Mature Students’ Officer 17.6 International Students’ Officer 17. Student Group Executive Officers [with the exception of JCR/PG Board Officers] will be elected in accordance with the procedures as agreed annually by the Returning Officers for the Union. TIMING AND NOTICE OF ELECTIONS 18. Elections for the following Officers will ordinarily be in week 2 of Michaelmas Term. 19.1 PG Board Officers 19.2 Ten (10) Union Council Members 19. Elections for the following Officers and delegates will ordinarily be in week 8 of Michaelmas Term. 20.1 JCR Executive Officers 20.2 NUS National Conference Delegates 20. Elections for the following Officers will ordinarily be in week 8 of Lent Term. 21.1 Full Time Officers 21.2 Liberation and Campaign Officers as outlined in section 4.3 21.3 NUS Conference Delegates 21.4 Student Trustees 21.5 Eleven (11) Union Council Members 21. There shall be at least five working days’ notice of elections given before nominations open 22. By-elections shall be run concurrent to other scheduled elections if necessary. NOMINATIONS 23. Nominations for all elections must be open for at least 5 working days. 24. All Members of the Students’ Union are eligible to stand for a position in the Student’ Union elections, with the exception of where candidacy criteria and electorates have been agreed regarding college or self-defining electorates. 25. Members may only stand for election to one position in each of the following categories at any given time; 26.1 Full Time Officers 26.2 JCR & PG Board Officers 26.3 Liberation and Campaign Officers as outlined in section 4.3 26.4 Union Council Members 26.5 Student Trustees 26. Full Time Officers may stand for election to: 27.1 Full Time Officer 27.2 NUS National Conference Delegates 27.3 NUS Conferences Delegates 27. Any Full Time Officer who takes part in an election whilst holding the post of Full Time Officer should be required to take annual leave whilst campaigning, and will not be allowed to use the facilities afforded to them by their post to assist in a campaign. CO-OPTION 28. Where no candidates stand for a position, members may be co-opted into position by the Union Council, or in the case of JCR and PG Board, by their own executive bodies, and in the case of Liberation and Campaign Officers, where available by their respective forum/assembly. 29. Co-opted officers do not receive a vote, and the position must be put up for election at the next available opportunity. 30. In the event of a vacancy or the removal of a Full Time Officer and/or Student Trustee, those posts shall be elected in accordance with the procedures as laid out based on when the vacancy occurs: 30.1 If a Full Time Officer vacancy arises before the commencement of the academic year, then a bye-election will be held, if it happens after, then the post will not be filled. 30.2 If a Student Trustee Vacancy occurs, a bye-election shall be held in term time. TERMS OF OFFICE 31. Office tenure is based upon an individual’s membership status. If an officer ceases to hold full member status of the Students’ Union, their office tenure will end. 32. The term of office for Full Time Officers and Student Trustees will be one year commencing from the 1st July until the 30th June, unless otherwise specified by the Trustee Board. 33. The term of office for all other elected roles shall be: 33.1 Student Council Members (xxxx): 33.2 JCR executives (1st January to 31st December): 33.3 LCOs (1st July to 30th June): 33.4 Student Group and Club Execs (xxxx): 33.5 Academic Reps(1st October to 30th September): ELECTIONS CAMPAIGNING & CONDUCT 34. The Deputy-Returning Officer shall submit a set of campaigning rules and regulations to the Board of Trustees for approval each academic year, after consultation with Democracy Committee 35. These rules should be adhered to by candidates and used by the Returning and Deputy Returning Officers to make decisions on elections issues. 36. Student Media Groups shall ensure that they give impartial coverage of elections. POLLING & COUNT 37. The polling period will be open for a minimum of 24 hours. This can be extended at the discretion of the Returning Officer and Deputy Returning Officer. 38. Elections counts shall be conducted by the Deputy Returning Officer with support as appropriate. 39. The results will be sent to the Returning Officer to confirm. This confirmation may take place after the announcement of results. 40. Election counts should ordinarily take place and results be published within 2 working days of a poll’s closure. ELECTIONS COMPLAINTS AND APPEALS Complaints 41. In the first instance, complaints about election conduct and process should go in writing to the Deputy Returning Officer. If the complaint is regarding the Deputy Returning Officer, they shall go to the Chief Executive. 42. Complaints shall either relate to: 42.1 breaches of the elections rules and regulations; and/or 42.2 an irregularity in process; and/or 42.3 activity by person(s) that could reasonably be viewed to have damaged the integrity of the vote. 43. The Deputy Returning Officer shall investigate and arbitrate on all complaints in the first instance. 44. Complaints may be fed into the Students’ Union’s and/or University disciplinary processes if they are considered not to be an election matter first and foremost. 45. The Deputy Returning Officer can decide to take action based on the outcome of a decision. These actions shall take immediate effect and can include the removal of candidates. 46. If the Deputy Returning Officer believes an offence to have fundamentally damaged the integrity of a vote, then they may also call for the election to be re-run as soon as is considered reasonably practical. 47. All complaints about election conduct must be received before the count begins and no later than one hour after the close of voting. 48. Complaints about the count must be made in writing to the Deputy Returning Officer before the announcement of results. Appeals 49. Candidates shall have a right to appeal on decisions/rulings made by the Deputy Returning Officer. 50. Appeals shall be submitted in writing to the Deputy Returning Officer who shall refer the matter through to the Returning Officer. The Returning Officer shall consider the evidence and make a formal ruling on the appeal. Appeal to University 51. If an individual has a complaint over how the Students’ Union has managed the election process in relation to their duties under section 22 of the 1994 higher education act, these shall be set out in writing to the University to investigate. OFFICERSHIPS 52. The Liberation and Campaign Officers of the Students’ Union are: 52.1 Liberation Officers: 52.1.1 LGBTQ+ Officer 52.1.2 Disabled Students’ Officer 52.1.3 Womens’ + Officer 52.1.4 Black Students’ Officer 52.2 Campaign Officers 52.2.1 Mature Students’ Officer 52.2.2 International Students’ Officer 53. The role descriptions for the Liberation and Campaign Officers shall be laid out in the appendix to this bye-law. Amendments to these role descriptions are subject to the approval of the Union Council. 54. Student Groups are permitted to create their own Executive Committee officer roles, subject to the provisions as laid out in the Student Groups Bye-law. BYE-LAW GOVERNANCE 55. The Democracy Committee shall be responsible for the general upkeep of the Bye-Laws, and may submit changes and amendments of this nature directly to Union Council and the Board of Trustees for approval. 56. Changes to Bye-Laws must be agreed by a simple majority vote of both the Union Council and the Board of Trustees. 57. In the event that Union Council and the Board of Trustees do not agree, both bodies should seek to engage to resolve the disagreement. Ultimately Board of Trustees are responsible for the legal and efficient functioning of the Union and would not override decisions within the democracy unless those decisions represented significant financial, legal or reputational risk. 58. As such, the Board of Trustees has the ultimate power to veto any changes to Bye-laws within the self-imposed confines noted above. 59. Substantive Bye-Law changes shall be submitted to the Union Council, who may liaise with the proposer to ensure congruency before approval and sending to Board of Trustees for final approval. 60. The Trustees and the Union Council shall have the power from time to time to jointly make, repeal or amend Bye-Laws as to the management of the Union and its working practices provided that such Bye-Laws shall not be inconsistent with these Articles. 61. Any proposed changes to the Articles of Association must either go to referenda (as detailed in the Referenda Bye-law) or a Student Members’ Meeting (as detailed in the Student Members’ Meeting Bye-law). 61.1 Article change proposals will come as a result of a petition or proposal from students, Union Council to the Board of Trustees. 61.2 Proposals must be published to the membership to consider amendments to those proposals for a minimum of seven days. 61.3 The Board of Trustees shall consider any proposed amendments from the membership to the proposals and may adopt or reject those amendments to form the final proposals to membership. 61.4 Democracy Committee shall produce the referendum question, approve Yes and No campaign leads, and the timing of the referendum. 61.5 After referendum, and proposed changes must be approved by University Governing Council and the Charity Commission before they can be implemented. VERSION: XX APPROVED BY UNION COUNCIL: XX/XX/XXXX APPROVED BY TRUSTEE BOARD: XX/XX/XXXX DATE OF NEXT REVIEW: XX/XX/XXXX REFERENDA BYE LAW This Bye-Law describes the process and procedures for Union Referenda and REFERENDA - GENERAL 1. Article 15 of the Articles of Association sets out the operation of referenda. 2. Referenda voting shall take the form of a cross campus secret ballot in which all Full members are asked to vote either yes, no or abstain on an issue. 3. Unless stated otherwise in the Articles of Association and the Bye-laws, the procedure for Referenda shall as far as possible follow the same procedural rules as for Union elections. 4. The process for Referenda shall be overseen by the Returning Officer and Deputy Returning Officer of the Union. PREFERENDA – GENERAL 5. Preferenda voting shall take the form of a cross campus secret ballot in which all Full Members are asked to vote for options in order of preference, which shall be run in accordance with procedures for a Single Transferable Vote. 5.1. For the avoidance of doubt, a Preferenda cannot approve Union policy, but can be called to provide a non-binding indicative vote an issue. 5.2. A Preferenda vote can be called by the Union Council or the Board of Trustees, 6. Unless stated otherwise in this Bye-law, the procedure for Preferenda shall as far as possible follow the same procedural rules as for Union elections. 7. The process for Preferenda shall be overseen by the Deputy Returning Officer of the Union. NOTICE AND TIMING 8. Referenda may only be called in term time and in accordance with the procedures as set out in section 15 (Referenda) of the Articles of Association. 9. Unless in exceptional circumstances, the Referendum and/or Preferendum will be held on the next possible published Termly Referendum date. 9.1. Exceptional circumstances are those in which it is considered essential by the Trustee Board to hold the vote without delay. 10. Notice of Referenda and/or Preferenda will be given a minimum of twelve (12) clear days in advance of the day of polling.