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► Document D: Section 6A
SECTION SIX: STUDENT ACTIVITES
6.A ATHLETIC UNION
(to be read in conjunction with section 7.1)
6.A.1 GENERAL
The sporting affairs of the Guild shall be conducted by a body known as the Athletic Union, whose purpose it shall be to promote and protect the interest of sports within the Guild, the University and national sporting Bodies. The Athletic Union Management Group shall be responsible to Guild Council for ensuring that these purposes are carried out.
6.A.2 ATHLETIC UNION EXECUTIVE COMMITTEE
The Athletic Union Management Group shall be a Standing Committee of Guild Council (section 7.1.1)
Its membership shall consist of
Ex-officio
a) Vice President (Student Involvement) (Secretary)
b) Vice President (Finance & Advancement)
Elected at the A.U. AGM
c) AU Chair
d) AU Health and Safety
e) AU Events & Publicity
f) AU Editor
g) AU Fleet Manager
In attendance
g) Student Activities Administrator
6.A.3 RESPONSIBILITY OF A.U. Management Group
a) To advise Athletic Union members on matters of policy and budget
b) Prepare a draft budget for the following year for approval by the Guild Executive
c) Organise the Freshers' Fair for clubs at the beginning of the first term.
d) Advise those wishing to form new clubs on how to do so and thus to encourage the formation of new clubs.
e) Present a termly report of its activities to Guild Council.
f) To advise Guild Executive Committee on the provision of equipment which entails capital expenditure over the level set in the Financial Schedule.
g) To advise Guild Executive Committee of any breach of Guild policy by individual Athletic Union clubs.
h) Decide the overall policy governing the type and standard of sport, both internally and externally.
i) Decide the programme of activities for the year.
j) Allocate its resources between the various sporting bodies.
k) To ensure that all clubs adhere to the financial schedule
l) Ensure Clubs adhere to the Athletic Union Code of Conduct
6.A.4 AUTHORITY
a) To exercise an overall control of the day to day running of the Athletic Union including overseeing and approving budget expenditure.
b) Approve expenditure up to the level given in the Financial Schedule.
c) Ensure that each club keeps to within its expenditure within the budget.
d) Have the authority to recognise new clubs.
e) To Co-opt any extra members onto the Athletic Union Executive (to be ratified by AU Council)
MEETINGS
6.A.5 The Management Group of the Athletic Union shall meet on a weekly basis.
6.A.6 A quorum shall be four members.
ATHLETIC UNION OFFICERS - TERMS OF REFERENCE
6.A.7 The Vice President (Student Involvement) shall fulfil the role defined in section 8.8
6.A.8 THE AU CHAIR
The AU Chair shall:
a) Act as Chairperson to the Athletic Union Management Group, Council and General Meeting
b) Help with Administration and support the Vice President (Student Involvement).
c) Keep an up to date list of all recognised clubs.
d) Keep an up to date record of the officers of all recognised clubs.
e) Be prepared to take on the AU responsibilities of the Vice President (Student Involvement), should the circumstances arise.
6.A.9 SAFETY OFFICER
The Safety Officer shall:
a) Keep up to date with the health and safety requirements for each individual club.
b) Ensure clubs adhere to all codes of practice and that they have a safety handbook
c) Keep check on club kits and equipment
d) Ensure clubs have required number of first aiders and first aid kits
e) Organise first aid courses for AU Members
6.A.10 AU EVENTS & PUBLICITY
The AU Events & Publicity Officer shall:
a) Help with the promotion of all AU events.
b) Keep records of all social events being held by the AU clubs.
c) Help with the organisation of AU Ball and AU Colours.
6.A.11 AU EDITOR
The AU Editor is responsible for:
a) Communicating results to BUSA and inputting on website
b) Representing the AU on Editorial Committee
c) Ensuring Clubs write articles for the Guild Journal and Website.
6.A.12 AU FLEET MANAGER
The AU Fleet Manager is responsible for:
a) The daily maintenance of the Guild minibuses.
b) Ensuring clubs leave the minibus tidy and fill out all relevant forms.
c) Keep the Executive team informed as to the condition of the minibuses.
6.A.13 ATHLETIC UNION COUNCIL/ANNUAL GENERAL MEETING
Membership:
Ex-Officio
a) Athletic Union Management Group
b) Chairperson of the Club
Appointed by the individual clubs
Team Sports
a) One representative per team
Other Sports
a) One representative per 20 members
i.e. 30 members= 1 representative
6.A.14 RESPONSIBILITY
The Athletic Union Council shall ratify at their discretion the responsibilities of AU Management Group.
6.A.15 AUTHORITY
a) To receive report each from the Athletic Union Management Group outlining their activities since the previous meeting of Athletic Union Council.
b) To receive a report from the individual clubs on their activities since the previous meeting of Athletic Union Council.
c) Decide on AU policy
d) Decide on AU Individual Awards which are to be voted on at the AU AGM in the Second Term
MEETINGS
6.A.16 The Athletic Union Council shall meet at least once every term.
6.A.17 Notice of meetings of the Athletic Union Council shall be given in writing to all members of the Council at least 7 full days before the meeting and the Agenda shall be circulated at the same time.
6.A.18 Half the members in attendance at Athletic Union Council shall be a quorum.
6.A.19 Any club failing to be represented at two consecutive meetings of Athletic Union Council shall be deemed to have folded and will cease to be recognised as a club.
6.A.20 Any club failing to turn up to one meeting without apologies will have their accounts frozen by the Vice President (Finance and Advancement) until a sufficient reason is given by meeting with the Vice President (Student Involvement)
COLOURS
6.A.21 There shall be the following AU Colour Awards:-
AU AWARDS
a) Athletic Union Lifetime Achievement Colours (Final years only)
b) Club of the year
c) Full AU Team Colours
d) Full AU Service Colours
e) Half AU Service Colours
f) Honorary Athletic Union President
g) Exceptional Committee Service
CLUB AWARDS
Service Colours
a) Full Club Service Colours
b) Half Club Service Colours
Sporting Colours
a) Outstanding Sporting Colours
b) Sporting Achievement Colours
c) Sporting Dedication Colours
INDIVIDUAL AWARDS
a) Sports personality of the year
b) Sportsman of the year
c) Sportswomen of the year
d) Special Achievement Award
e) Most dedicated and committed individual award
f) The Cadbury Cup
6.A.22 Recommendations for the Colour Awards are to be made by any member of the athletic union, to the Athletic Union Management Group who shall act as the Athletic Union Colours Sub-Committee.
6.A.23 Recommendations for Colour Awards shall be based on the following principles:-
a) Athletic Union Lifetime Achievement Colours (Final years only)
This is the highest accolade the Athletic Union can award to one of its members for commitment and service to all areas of the AU. This person should be a great ambassador of the club and of the Athletic Union.
b) Club of the year
This award will be voted on at AU AGM. Criteria for this award can include increased membership, tight financial controls, social activities as well as sporting successes
c) Full AU Team Colours
This is given to a team who has won a BUSA knockout competition or has done exceptionally well in a sporting competition.
d) Full AU Service Colours
This is awarded to a person who has shown dedication and commitment above and beyond the call of duty to any position involved with the organisation of the Athletic Union.
e) Half AU Service Colours
This is awarded to a person who has given time and commitment to the Athletic Union as a whole in any one year.
f) Full Club Service Colours
This is awarded to a person who, over a number of years, has shown continued commitment to the running of a club. During their time at Aston, a suitable candidate may have taken up various positions on the club’s committee or helped with other aspects of the club’s organisation.
g) Half Club Service Colours – (To be awarded on the year of service)
This is awarded to a person who has given exceptional service in a position of responsibility in any one year.
h) Outstanding Sporting Colours
The emphasis for this award is sporting excellence. This is given to people who have gone for National trials, and/or are playing for BUSA. Or someone who has won a National Competition. Alternatively this can also be given to an outstanding sports person in your club. They should be in their final year.
i) Sporting Achievement Colours
This award is for the attainment of a high level of sporting performance or the recognition for representing the University for a number of years at the highest team level
E.g. - Reached a certain belt in martial arts during their time at Aston
- Achieved a certain level of qualification during their time at Aston
- Played 1st Team throughout their university life
j) Sporting Dedication Colours
This award is for someone who has been dedicated to their club in a sporting manner during their time at Aston
E.g. - Played 4th Team throughout their time at Aston
- Someone who has aided development within their club
k) Sports personality of the year
This should be someone with a BIG personality in the AU and who is able to interact with different clubs. Anyone can put forward a nomination. The individual nominations will be voted on at the AU AGM, and the winner will find out at the Colours Awards Evening
l) Sports person of the year
These awards are for people who have played University sport at a very high level. Anyone can put forward a nomination. The individual nominations will be voted on at the AU AGM, and the winner will find out at the Colours Awards Evening
M )Most dedicated and committed individual award
This will be given to someone who has shown commitment and service to all areas of the AU and will be voted for by AU Management Group
6.A.24 The Athletic Union AGM will vote on the following awards:
a) Sports personality of the year
b) Sportsman of the year
c) Sportswomen of the year
d) Club of the year
MEMBERSHIP OF RECOGNISED CLUBS
6.A.25 Any clubs requiring recognition shall have at least 10 full members
6.A.26 Membership of recognised clubs shall be open to all full members of the Guild.
6.A.27 Associate members may also become members of recognised Clubs. They shall not form more than 10% of the Club membership and will not be eligible for any offices concerned with either the Executive of the Club or the Athletic Union Management Group.
6.A.28 All associate members of clubs must be associate members of the Guild. The cost will be defined by the financial schedule.
6.A.29 Members of other student bodies will be eligible for Associate Membership of the Athletic Union under the above conditions.
REGULATIONS APPLYING TO RECOGNISED CLUBS
6.A.30 Copies of the Constitution and Standing Orders of every recognised Club shall be kept with the Student Activities Administrator. All members of the Guild shall have access to them. A copy shall be kept with the Vice President (Student Involvement).
6.A.31 All recognised Clubs will be under the financial supervision of the AU Management Group.
6.A.32 Any recognised Club who ceases to be recognised shall be liable for the repayment of it’s grant from the Guild.
6.A.33 No recognised club shall make grants or subscriptions to any other outside organisation without the written consent of the Guild. The nature of this subscription or grant must be publicised to the Guild members.
6.A.34 No recognised club shall use a grant from Guild funds to subsidise functions of a purely social character. This does not prevent the club from providing refreshment at a normal meeting.
6.A.35 Official recognition by the Athletic Union of a Club shall not entail:-
a) Any financial liability on the part of the Athletic Union.
b) Agreement or otherwise by the Athletic Union with the principles of the Club
c) Responsibility of the Athletic Union for the conduct of the Club’s business.
6.A.36 Clubs which are officially recognised by the Athletic Union shall be entitled to:-
a) The right to apply to Athletic Union for assistance.
b) The right to use the clerical services of the Guild staff subject to the availability of such services.
c) The right to book services such as rooms and transport subject to any regulations therein force.
d) The right to use the prefix “Aston Students’ Guild”
GRANTS
6.A.36 Any Club requiring financial assistance from the Athletic Union shall submit an estimate of the year’s expenditure together with an estimate of any income to the Vice President (Student Involvement).
6.A.37 Claims for assistance will be considered by the Athletic Union Management Group in time for the Council to submit a block grant estimate to the Vice President (Finance and Advance) before the set deadline for that academic year.
6.A.38 No grant shall be made to any club not recognised by the Athletic Union.
6.A.39 The Athletic Union Management Group will be responsible for allocating the block grant. They will ensure that the allocation is reviewed from time to time in the light of actual expenditure and activity during the year.
CONTROL OF INCOME AND EXPENDITURE
6.A.40 Clubs are subject to the general controls set out in the section “Control of Finances”.
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