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► Document D: Section 7
SECTION SEVEN:
STANDING COMMITTEES OF GUILD COUNCIL
7.1 GENERAL
7.1.1 STANDING COMMITTEES OF GUILD COUNCIL:
Aston Brook Green Management Committee (7.2)
Athletic Management Committee (7.3)
Editorial Committee (7.4)
Entertainments and Recreation Committee (7.5)
Entertainments Volunteers Committee (7.5.7)
Environmental and Ethics Committee (7.6)
Equality Committee (7.7)
Finance Working Party (7.8)
Fundraising Committee (7.9)
International Students Committee (7.10)
Marketing Committee (7.11)
Membership Committee (7.12)
Postgraduate and Mature Students Committee (7.13)
RAG Committee (7.14)
Receptions Committee (7.15)
Representation Committee (7.16)
Societies Management Committee (7.17)
Steering Committee (7.18)
Website Committee (7.19)
Welfare Committee (7.20)
Widening Participation Committee (7.21)
7.1.2 MAIN FUNCTION
The main function of the Standing Committees shall be to co-ordinate and oversee their respective activity areas.
7.1.3 RESPONSIBILITY OF ALL STANDING COMMITTEES
a) To conduct themselves in accordance with the Guild Constitution and Regulations.
b) To submit a budget request to the Budget Working Party each year.
c) To control expenditure and monitor actual performance against budget throughout the year.
d) To keep up to date with current thinking and developments in the relevant activity area.
e) To refer any irresolvable disputes with another Standing Committee to Guild Council.
f) To notify Steering Committee of all external speakers.
g) To promote a greater level of student participation in the relevant activity area.
h) To liaise with other Guild committees where and when relevant.
i) To ensure all members are held accountable, Standing Committees will send the Secretary and one other non-Executive committee member to Guild Council.
7.1.4 AUTHORITY OF ALL STANDING COMMITTEES
a) To approve expenditure up to the level detailed in the Financial Schedule.
b) To define the duties, responsibilities and authority of the individuals responsible for the functions which the committee controls.
c) To create working parties, as necessary, to deal with special interest issues
7.1.5 ACCOUNTABILITY OF ALL STANDING COMMITTEES
a) To keep minutes of their proceedings and submit these to Executive Committee for information.
b) To present a report to Guild Council on their activities and on how they have fulfilled their constitutional responsibilities each term.
c) To recommend to Executive Committee expenditure above the limit set in the Financial Schedule.
d) To advise the Executive Committee on major policy matters. The Executive Committee will make no decision until they have received the relevant committee's recommendation.
e) To have an equal status with other standing committees within the Guild.
7.1.6 MEETINGS
Ordinary Meetings:
a) All Standing Committees shall meet at least once per term
b) The agenda, and all associated paperwork, shall be sent out at the same time to all members of the committee, at least one clear day before the meeting.
c) The President, in consultation with the relevant officers, shall draw up a fixed cycle of meetings of all Standing Committees.
Special Meetings:
d) The Secretary of a Committee may call a Special Meeting of the Committee giving at least 24 hours notice, by distributing an agenda for the meeting.
e) The Secretary of a Committee shall always call a Special Meeting of the Committee if s/he receives a request in writing signed by three members of the committee.
f) No business other than that set out in the agenda shall be considered at any Special Meeting.
Attendance:
g) The Secretary of the committee shall draw non-attendance to the attention of the Guild Chairperson.
h) At the discretion of the Guild Chairperson, any ‘elected’ member of a Standing Committee who fails to attend two consecutive meetings of that Committee without sending apologies or without adequate reason, shall be deemed to have resigned.
i) Any member of the Guild may attend Standing Committee meetings, except when in closed session.
Quorum:
j) The quorum of each committee shall be four members, excluding the Chairperson unless stated otherwise.
k) If during any meeting of a Committee the Chairperson's attention is drawn to a lack of quorum s/he shall cause an announcement to be made. If five minutes after the announcement no quorum is present, the meeting shall stand adjourned. The consideration of any business not transacted shall be adjourned to a time fixed by the Chairperson at the time the meeting is adjourned or, if s/he does not fix a time, to the next meeting of the Committee.
General:
l) Standing committee meetings will be less formal than Guild Council meetings and it will be at the discretion of the chairperson to determine how the proceedings should be conducted.
m) However, all decisions and recommendations must be moved and seconded and carried by the majority of the members present and voting. An abstention is not a vote.
7.1.7 ELECTIONS
a) If there is more than one candidate for any given position, then an election for that position must be held at the first Guild Council of the year.
b) If the first Guild Council of the year has been and gone, and there is more than one candidate for any given position, then an internal election within the relevant committee must be held. The winning candidate must be ratified at the next meeting of Guild Council.
c) If there is only one candidate for any given position, then no election is needed, but the candidate must be ratified at the next meeting of Guild Council.
d) If any given candidate is internally elected, Guild Council maintains the right to ratify or reject said candidate.
e) 7.1.7a to 7.1.7d is not applicable if otherwise stated in any given standing committee’s constitutional section.
f) Any ‘elected’ posts that become vacant during the academic year shall be filled by the resolution of the relevant committee.
7.1.8 OTHER
a) The Chairperson shall be responsible for allocating and delegating the activities to all members of the Committee, and for controlling the activities of all members, with guidance from the Secretary.
b) The Secretary shall be responsible for coordinating the activities of all members of the committee.
c) The Secretary shall ensure the update report is submitted to Guild Council each term.
7.2 ASTON BROOK GREEN MANAGEMENT COMMITTEE
(To be read in conjunction with section 7.1)
7.2.1 MAIN FUNCTION
The Aston Brook Green Management Committee (hereinafter referred to as ABGMC) will oversee and co-ordinate the management of the Aston Brook Green student residences and ensure their smooth running.
7.2.2 MEMBERSHIP
Ex-officio:
a. President (Chairperson)
b. Vice President (Education & Welfare)
Elected or ratified at Guild Council:
b) Four Ordinary members of the Guild (Two to be current tenants in Aston Brook Green)
In attendance:
c) The Aston Brook Green Manager (Secretary)
d) The Student Advice Centre Manager
7.2.3 RESPONSIBILITY
a) To set the criteria for the letting of the student residences at Aston Brook Green.
b) To receive details of current tenants and subsequent surrenders of occupancy.
e) To receive reports on any recurrent or irresolvable dispute and, where necessary, decide appropriate action within the terms of the Management Agreements and any relevant legislation.
f) To make note and act on suggestions and/or complaints brought forward by the Aston Brook Green residents or the Aston Brook Green Residents’ Association.
d) To receive regular reports on the repair schedule for all properties.
e) To ensure the upkeep of services provided at the site and make recommendations for improvements.
f) To be mindful of the welfare of students in all decisions taken.
7.2.4 AUTHORITY
a) To be responsible for the making of policy and for the management of the student residences, within the terms of the Management Agreements between Aston Students' Guild, the managing agent and Midland Area Improvement Housing Association (hereinafter referred to as Midland Area).
b) To approve the accounts and determine and recommend the Draft Annual Budget, for further approval by Midland Area.
c) To approve an ABGMC Financial Schedule including a schedule for furnishing and renewals for the following year.
c) To approve all expenditure in accordance with the current ABGMC Financial Schedule.
d) To approve the rental charge and further charges deemed necessary by ABGMC and/or Midland Area.
7.2.5 MEETINGS
a) The committee shall meet no less than once per term.
b) At the time of allocating houses for the following year, there shall be a meeting.
7.2.7 POWERS RETAINED BY MIDLAND AREA
a) To determine and approve the Annual Budget.
b) To authorise capital expenditure
c) To adjust rent/licence fee to accommodate any variations in general and water rates.
d) To determine which houses make up the places to be allocated to the Guild and the percentage allocated to the St Basil’s Centre.
7.3 ATHLETIC UNION EXECUTIVE COMMITTEE
(To be read in conjunction with section 7.1)
Refer to section 6A
7.4 EDITORIAL COMMITTEE
(To be read in conjunction with section 7.1)
7.4.1 MAIN FUNCTION
The Editorial Committee will plan and co-ordinate the production of the Guild journal.
7.4.2 MEMBERSHIP
Ex-officio:
a) Editor (Secretary)
b) Vice President (Marketing & Entertainments) (Publishing Editor and Treasurer).
c) Vice President (Finance & Advancement)
d) Editor-elect
e) Societies Communications Officer
f) Sports Editor
Appointed:
g) up to nine Sub-Editors
h) Chairperson
In attendance:
i) The Design and Marketing Coordinator
7.4.3 RESPONSIBILITY
a) To exercise a general control over the quality of the journal; in particular, to carry out periodic feedback analysis to ensure that the journal is satisfying the students' needs.
b) To elect an editor/editors before the Editorial Annual General meeting.
c) To plan, co-ordinate and publicise the Editorial AGM.
d) The Editor-elect shall recommend to Editorial Committee which Sub-Editor posts to fill for the forthcoming year. These shall be advertised before the Editorial AGM, and appointments shall be made at the Editorial AGM
e) To present a full academic year plan of print deadlines and publication dates to the first Guild Council meeting of the academic year.
f) To ensure the Guild Journal is available to every student; be they Foundation students, placement students or distance learners, via liaison with the Website Officer.
g) To draw up a rota, before each issue publication, for committee members to distribute the paper to the membership, hence ensuring Journal dump bins are continuously replenished.
h) To ensure the Journal pays for itself through e.g. advertising
i) To ensure the journal does not become overloaded with non-student content e.g. adverts
j) To never directly charge membership for the Journal.
k) To administer the nominations for awards within the Guild Colours Scheme.
7.4.4 AUTHORITY
a) To determine editorial content, without interference from Executive Committee, Guild Council or the Guild General Meetings.
7.4.5 ACCOUNTABILITY
To advise the Executive Committee on:
a) Changes in contracts for printers and advertising policy.
b) The number of issues proposed for the academic year and the dates when those issues will be published.
7.4.6 MEETINGS
The committee shall meet at least once before each issue is sent to press.
7.4.8 THE RIGHT OF REPLY
If there are serious factual inaccuracies or misrepresentations, as determined by the Guild Chairperson, those involved shall have a right to reply given the same prominence as the original article in the following issue.
7.5 ENTERTAINMENTS AND RECREATION COMMITTEE
7.5.1 MAIN FUNCTION
The role of Entertainments and Recreation Committee shall be to determine policy and guidelines for all entertainment provided by the Guild (not limited to entertainment held within the Guild). The Committee shall ensure that the Entertainments policy is representative of the student population and that it is affordable and enjoyable.
The Committee shall also ensure that the events are run smoothly and safely.
7.5.2 MEMBERSHIP
Ex-officio:
a) Vice President (Marketing and Entertainments) (Chairperson)
b) Vice President (Finance and Advancement) (Treasurer)
c) Vice President (Student Involvement) (Secretary)
d) Athletic Union representative
e) Societies Executive representative
f) International Students Committee representative
g) Widening Participation Committee representative
h) Entertainments Volunteers Committee representative.
Elected or ratified at Guild Council:
i) Three Ordinary members of the Guild
Staff in attendance:
j) Venues Manager or Assistant Venues Manager
k) Marketing Department representative.
7.5.3 RESPONSIBILITY
a) To plan ahead and present a coordinated package of Entertainment and Recreation for the Membership including, but not limited to, evening and daytime events.
b) To take account and act on suggestions made by the Guild Council, Market Research and Guild Membership.
c) To decide all policy governing Entertainment and Recreation, to allocate responsibilities accordingly and to maintain a policy manual as a record of these policy matters.
d) To liaise with the Entertainments Volunteers Committee in order that events are technically possible and that sufficient volunteers are available.
e) To ensure that events are cost-effective.
7.5.4 AUTHORITY
a) To approve expenditure up to the level detailed in the Financial Schedule (which will be made available by VP Finance and Advancement).
b) To determine ticket prices.
c) To determine the type and frequency of entertainments and recreational events.
d) To ensure that events run within the Guidelines of the Entertainments and Recreation Committee Policy Manual.
e) Vice President (Student Involvement) to liaise with external organisations regarding daytime and recreational events (eg the booking of coaches, etc).
f) Venues Manager or representative thereof to liaise with external organisations regarding evening entertainments events (eg the booking of acts, etc).
g) Vice President (Marketing and Entertainment) may act on behalf of the committee in the absence of a quorum.
7.5.5 ACCOUNTABILITY
a) Entertainments and Recreation Committee shall advise the Executive Committee on the type and frequency of entertainment and recreational events, as well as matters affecting entertainments and recreation policy.
b) The Secretary shall produce a report to Guild Council on the Committee’s activities each term.
7.5.6 MEETINGS
a) The Committee shall hold no less than four meetings a term.
b) The quorum for ordinary meetings of the Entertainment and Recreation Committee shall be four members plus the Chairperson.
c) Apologies must be submitted to the Chairperson prior to the meeting.
7.5.7 SUB-COMMITTEE
There shall be a subcommittee of Entertainments and Recreation Committee called Entertainments Volunteers Committee.
7.5.7.1 ENTERTAINMENTS VOLUNTEERS COMMITTEE
7.5.7.2 MAIN FUNCTION
Entertainments Volunteers Committee shall coordinate the activity and training of Entertainments volunteers and organise the running of entertainments events on a day-to-day basis.
7.5.7.3 MEMBERSHIP
Ex-officio:
a) Vice President (Marketing and Entertainments) (Chairperson)
Elected:
b) Technical Coordinator
c) Door Staff Co-ordinator
d) Hospitality Co-ordinator
e) Maintenance, Safety and Health Co-ordinator
f) DJ co-ordinator
g) Event Manager Co-ordinator
In attendance:
h) Members of the Technical Crew
i) Members of Door Staff
k) DJs
l) Venues Manager or representative thereof.
A Treasurer and Secretary shall be elected from the membership.
7.5.7.4 RESPONSIBILITY
a) To recruit and train volunteers as required.
b) To administer the nominations for awards within the Guild Colours Scheme.
c) To organise the running of entertainments events on a day-to-day basis.
d) To ensure sufficient volunteer numbers for events.
e) To report to Entertainments and Recreation Committee about the technical feasibility of proposed events.
f) To propose to Executive Committee technical and aesthetic improvements to the venue.
7.5.7.5 AUTHORITY
a) To approve expenditure on technical equipment, props and decorations up to the level detailed in the Financial Schedule.
b) To establish and administer rewards for volunteers.
c) To approve and administer the use and hire of entertainments equipment to Guild clubs, societies and standing committees, and to external organisations.
7.5.7.6 MEETINGS
a) Formal meetings shall be held fortnightly.
b) Informal meetings may be held between formal meetings at the discretion of the chairperson and the committee.
c) The quorum for the committee shall be four plus the chairperson.
d) Apologies must be sent to the chairperson prior to the meeting.
7.5.7.7 SUBGROUPS
Members of the committee may choose to set up the following subgroups to act in an advisory capacity to the Entertainments Volunteers Committee:
a) Entertainments Technical Group
b) Entertainments Hospitality Group.
c) Entertainment DJ and Performers Group
d) Entertainments Safety and Health Group.
7.6 Environmental and Ethics Committee
(To be read in conjunction with Section 7.1)
7.6.1 MAIN FUNCTION
The Environmental and Ethics Committee will promote and co-ordinate the Guild’s work concerning issues of Environmental and Ethical practices.
7.6.2 MEMBERSHIP
Ex-officio:
a) President (Chairperson)
b) Vice President Education and Welfare (Secretary)
c) Vice President Finance and Advancement (Treasurer)
d) Equality Officer
Elected or Ratified at Guild Council:
e) Three Ordinary members of the Guild
Staff in Attendance:
f) Guild Welfare Manager
g) Guild Marketing and Media Manager
7.6.3 RESPONSIBILITY
a) To ensure that the Guild has an environmental and ethics policy, it is implemented fully and that it is reviewed annually.
b) To ensure that all policies and practices of the Guild do not contravene the Guild’s environmental and ethics policy.
c) To run campaigns on environmental and ethical issues.
d) To liaise with all Standing Committees, Officers, Clubs and Societies.
e) To keep abreast of current legislation.
7.6.4 AUTHORITY
a) To advise Guild Council and the Executive Committee on all issues concerning the environment and the Guild’s ethics.
7.7 EQUALITY COMMITTEE
(To be read in conjunction with section 7.1)
7.7.1 MAIN FUNCTION
The Equality Committee will promote and co-ordinate the Guild’s work concerning issues of equality.
7.7.2 MEMBERSHIP
Ex-officio:
a) Equality Officer (Treasurer and Secretary)
b) Vice President (Education & Welfare)
c) International Students Officer
d) Postgraduate and Mature Students Officer
e) LGB Society President
f) Students With Disabilities Representative
g) Women’s’ Liberation Representative
h) Ethnic Minorities Representative
Elected:
h) Chairperson
7.7.3 RESPONSIBILITY
a) To ensure that the Guild has an equal opportunities policy and that it is reviewed annually
b) To run equality and liberation campaigns
c) To liaise with all Standing Committees, Officers, clubs and societies especially in relation to issues of equality.
d) To keep abreast of current legislation
7.7.4 AUTHORITY
a) To advise Guild Council and Executive Committee on all issues concerning equality.
7.8 FINANCE WORKING PARTY
(To be read in conjunction with section 7.1)
7.8.1 MAIN FUNCTION
The Budget Working Party will be responsible for drawing up the Guild budget for the following academic year and any reforecast of income and expenditure.
7.8.2 MEMBERSHIP
Ex-officio:
a) Vice President (Finance and Advancement) (Chairperson)
b) President
In attendance:
c) The Finance Manager (Secretary)
d) The President Elect and the Vice President (Finance and Advancement) Elect shall be invited by the Chairperson to attend when the need arises.
7.8.3 RESPONSIBILITY
a) To liaise with all relevant areas in the Guild when drawing up the budget submission.
b) To call for Budget Submissions from all areas.
c) To submit the draft budget, as approved by Executive Committee, to Guild Council.
d) To inform Guild Council of any major changes to the Budgets.
7.8.4 AUTHORITY
The committee shall have no authority to alter budgets without approval from Executive Committee and/or Guild Council.
7.8.5 ACCOUNTABILITY
The Committee shall be required to produce a report to Guild Council each term.
7.8.6 MEETINGS
a) The Committee shall meet once per term, and whenever the Chairperson deems it necessary to meet.
7.9 FUNDRAISING COMMITTEE
7.9.1 MAIN FUNCTION
The Fundraising Committee will manage the organisation, promotion and publicity of Guild fundraising events. It will ensure that all money raised through the committee’s activities go directly to furthering the core objectives of the Guild to the benefit of its membership (with the approval of Guild Council).
7.9.2 MEMBERSHIP
Ex-officio:
Fundraising Officer (secretary)
Vice-President (Finance and Advancement)
Vice President (Student Involvement)
Vice President (Marketing and Entertainment)
Elected:
Chairperson
Elected or ratified by Guild Council:
2 Guild Councillors
2 Ordinary Members of the Guild Council
In attendance:
Aston Times Editor
7.9.3 RESPONSIBILITY
To produce a timetable of fundraising events for each academic term, highlighting any requirements, dates/times and key responsibilities etc.
To determine projects to benefit from the fundraising money for the academic year, taking note of any particular areas of need within the Guild that benefits its membership e.g. New Minibus, Wireless Facilities, Refurbishment etc.
To ensure that all money raised goes directly to the designated projects and is used solely to fund the objectives set out by the fundraising committee
To advise the Executive Committee and Guild Council of any upcoming proposed fundraising activity
To notify Guild Council and the Executive Committee of the projects to benefit from any money raised through fundraising activity as soon as this is confirmed
To co-ordinate the appropriate promotion and publicity of events/activity in conjunction with Guild and University media as appropriate
7.9.4 AUTHORITY
To set a timetable of Fundraising Events
To set the specific projects that will benefit from the fundraising activity
To maintain fiscal control over any money held in the fundraising account to ensure the money directly finances the committee’s designated projects
7.9.5 .MEETINGS
Quorum shall be 4 persons excluding the Chairperson
Fundraising Committee shall meet at least two times per academic terms
7.10 INTERNATIONAL STUDENTS COMMITTEE
(To be read in conjunction with section 7.1)
7.10.1 MAIN FUNCTION
The International Students Committee will promote and communicate the Guild’s work with international students, and represent their interests and needs.
7.9.2 MEMBERSHIP
Ex-officio:
a) International Students' Officer (Treasurer and Secretary)
b) Vice President (Education & Welfare)
c) Equality Officer
Elected:
d) Chairperson
e) Campaigns Co-ordinator
Elected or ratified at Guild Council:
f) Three ordinary members of the Guild, preferably one of whom shall be a first year.
Appointed:
g) At least one representative from each overseas student’s society.
7.10.3 RESPONSIBILITY
a) To raise awareness of international student issues, and all activity to be undertaken in the interests of overseas student members.
b) To liaise with the Editorial Committee and the Vice President (Marketing and Entertainments) to promote issues relating to international students.
c) To organise the International Orientation Week for the week before Freshers’ Week in conjunction with the Receptions Committee.
d) To organise an International Culture Week in term two, this will promote international students but also incorporate ALL other students into the week.
e) To organise events in the Guild in conjunction with the Entertainments Committee that will encourage non-traditional student’s involvement in Guild activities.
f) To draw up a list at the start of each academic year of all overseas students societies, in conjunction with the Vice President (Student Involvement).
7.10.4 AUTHORITY
To maintain contact and correspondence with external bodies on issues relating to overseas students.
7.10.5 ACCOUNTABILITY
To advise the Executive Committee and Guild Council on matters affecting overseas students.
7.10.6 ELECTIONS
a) The representatives from each overseas student’s society shall be nominated by each respective society at the start of each academic year.
7.11 MARKETING AND COMMUNICATIONS COMMITTEE
7.11.1 MAIN FUNCTION
The Marketing and Communications Assistant will co-ordinate and oversee the Marketing and Communications Strategy for the Guild. The Marketing and Communications Committee shall uphold this strategy and strive to drive it forwards through effective marketing techniques.
7.11.2 MEMBERSHIP
Ex officio:
a) Vice President (Marketing and Entertainments) (Secretary)
b) Vice President (Finance and Advancement)
c) Future Student Officer
d) Representation Officer
e) Website Officer
f) Chairperson of Entertainments Committee
g) Aston Times Editor
Elected:
h) Chairperson
i) Market Research Coordinator
j) Promotional Material Coordinator
Elected or ratified at Guild Council:
k) 4 Guild Councillors
l) 2 Ordinary members of the Guild
In attendance:
m) Marketing and Design Co-ordinator
n) Venue Manager
7.11.3 RESPONSIBILITY
a) To review/re-write the Marketing and Communications Strategy each academic year.
b) To assist in the promotion of Guild Events to all students.
c) To carry out Market Research throughout the year in adherence with the Guild budget.
d) To coordinate internal ‘Mystery Shopping’ reviews, in adherence with the Guild budget, to ensure all Guild services are run to the highest standards possible.
7.11.4 ACCOUNTABILITY
To inform Executive Committee and Guild Council of the results of any Market Research.
7.12 MEMBERSHIP COMMITTEE
(To be read in conjunction with section 7.1)
7.12.1 MAIN FUNCTION
The Membership committee will meet to investigate breaches of good Guild order by any given member.
7.12.2 MEMBERSHIP
Ex-officio:
President (Chairperson and Authorised Officer)
Vice President (Education and Welfare) (Authorised Officer)
Elected or ratified at Guild Council:
3 members of Guild Council
2 Ordinary members of the Guild
Appointed:
Two members, who shall not be students (appointed by Executive Committee, on the nomination of the President)
7.12.3 AUTHORITY
a) To investigate any breach of good order by members of the Guild, on Guild property, or any action bringing the Guild into disrepute
b) To direct a member against whom a complaint has been lodged to attend a meeting at which the matter is being dealt with.
c) To withhold from members any information that is deemed confidential.
7.12.4 PENALTIES
Membership Committee shall have authority to impose the following penalties upon offending members as laid out in the Membership Committee Code of Conduct (Appendix: Document G):
a) Suspension of membership to the Guild for a period not exceeding 3 months. This implies prohibition from using any Guild rooms or facilities and attending any Guild meetings or functions, including society meetings and clubs.
b) Suspension of access to any specific facility in the Guild for a time period to be decided by Membership Committee.
c) To pay for any damage to the Guild, or property within the Guild, either in full or part.
d) A fine up to a maximum limit set in the Financial Schedule (12.11).
e) A reprimand.
f) Referral to such other authorities as the Membership Committee considers appropriate.
7.12.5 Membership Committee shall have the authority to impose the same penalties as above on non-members such as graduates who are not Associate Members or Honorary Life Members, non-Aston University students and any other visitors classed as non-members.
7.12.6 Membership Committee has the authority to ban any non-members from the Guild for life
7.12.5 The Committee shall report the results of its deliberations to Guild Council, Executive Committee and Editorial Committee.
7.12.6 There shall be a right of appeal to Executive Committee (See Membership Code of Practice: Appeals Procedure (Document G).
7.12.7 RESPONSIBILITY
a) To ensure any student suspended from using Guild facilities obeys his/her punishment.
b) To liaise with Guild security and the Events Manager to uphold 7.12.7 a).
7.13 POSTGRADUATE AND MATURE STUDENTS COMMITTEE
(To be read in conjunction with section 7.1)
7.13.1 MAIN FUNCTION
The Postgraduate and Mature Students Committee will promote and communicate the Guild’s work with postgraduate and/or mature students, and represent their interests and needs.
7.13.2 MEMBERSHIP
Ex-officio:
a) Postgraduate and Mature Students Officer (Treasurer and Secretary)
b) Vice President (Education & Welfare)
c) Equality Officer
d) President of the Mature Students Society
Elected:
e) Chairperson
Elected or ratified at Guild Council:
f) four ordinary members of the Guild, all of whom shall be postgraduates and/or mature students
7.13.3 RESPONSIBILITY
b) To raise awareness of issues relating to postgraduate and mature students and all activity shall be undertaken in the interests of postgraduate and mature members.
g) To liaise with the Editorial Committee and the Vice President (Marketing and Entertainments) to promote issues relating to non-traditional students.
h) To organise events in the Guild, in conjunction with the Entertainments Committee, that will encourage postgraduate and mature student involvement in Guild activities.
7.13.4 AUTHORITY
To maintain contact and correspondence with appropriate outside bodies on all issues relating to Postgraduate and Mature Students.
7.13.5 ACCOUNTABILITY
To advise the Executive Committee and Guild Council on matters affecting postgraduate and Mature Student policy.
7.14 RAG COMMITTEE
(To be read in conjunction with section 7.1)
7.14.1 MAIN FUNCTION
The Rag Committee will promote and co-ordinate RAG Activities.
7.14.2 MEMBERSHIP
Ex-officio:
a) RAG Officer
b) Vice President (Finance and Advancement).
Elected:
c) Deputy RAG Officer (Chairperson)
d) Secretary
e) Finance Officer
f) Deputy Finance Officer
g) Marketing Officer
h) Internal Events Officer
i) External Events Officer
j) Publicity Officer
k) Procurements
l) RAG Raids Officer
m) Website Officer
Elected or ratified at Guild Council:
n) One Guild Councillor
o) Three ordinary members of the Guild, preferably one of whom shall be a first year and one a final year.
7.14.3 RESPONSIBILITIES
a) To decide on the nature and content of the RAG activities.
b) To organise the necessary publicity of the RAG.
c) To determine whether a RAG magazine should be produced and organise its production and sale.
d) To organise the payments and collection of monies associated with the RAG and keep a proper account of such monies, in conjunction with the General Manager.
e) To manage and maintain a rota of RAG volunteers to operate a cloakroom at guild events when necessary.
7.14.4 AUTHORITY
a) To approve all activities undertaken in the name of RAG.
b) To make all statements to the press, radio and television concerning RAG.
7.14.5 ACCOUNTABILITY
To advise the Executive Committee on:
a) The dates of the RAG activities.
b) The various charities to be supported.
c) The approval of the RAG Audited Accounts.
7.14.6 MEETINGS
Quorum shall be 6 members.
7.14.7 ELECTIONS
‘Elected’ members shall be elected throughout the first half of term two at meetings of all RAG volunteers. The newly elected committee will serve from the start of term three.
7.15 RECEPTIONS COMMITTEE
(To be read in conjunction with section 7.1)
7.15.1 MAIN FUNCTION
The Receptions Committee shall organise Freshers’ Week for the following academic year and ensure that events are put on that will reflect the needs of all students at Aston University, by taking into account, amongst others, religious and sexual beliefs. Receptions Committee will also organise Guild activities for Open Days and arrange for the publication of the Alternative Prospectus.
7.15.2 MEMBERSHIP
Ex-officio:
a) Future Students Officer (Secretary)
b) All Other Guild Executive
c) All Guild Executive Elects
Elected or ratified at Guild Council:
d) 3 Ordinary members of the Guild
e) Chairperson
In attendance:
f) Marketing and Design Co-ordinator
g) Venues Manager
7.15.3 RESPONSIBILITY
a) To organise the events schedule for Freshers’ Week and select a theme for the week
b) To organise the International Orientation Week for the week before Freshers’ Week in conjunction with the International Students Committee and the relevant university department.
c) To timetable events into the week for students with religious needs, by consulting with the Guild religious societies.
d) To ensure Aunties have been chosen by week 8 of term three and that a list of Aunties is displayed on the Guild notice board.
e) To plan and co-ordinate, in conjunction with Athletic Union Management Group, the Freshers’ Fair.
f) To liaise with the University over the organisation and planning of Freshers' Week, ensuring the University allocates an enrolment free day to the Guild.
g) To determine whether an Alternative Prospectus should be produced, and if so organise its production.
h) To convene before University Open Days and ensure activities, such as Student Life Talks are arranged.
7.15.4 AUTHORITY
a) To set the timetable for and approve the events during Freshers’ Week
b) To organise the selection of Aunties
c) To represent Aston Students and the Guild to the University on matters concerning Freshers’ Week and Open Days.
7.15.5 ACCOUNTABILITY
To advise the Executive Committee and Guild Council on the activities approved for Freshers’ Week, and the progress on any work carried out for the alternative prospectus and for Open Days.
7.16 Representation Committee
(To be read in conjunction with section 7.1)
7.17 SOCIETIES EXECUTIVE
(To be read in conjunction with section 7.1)
Refer to section 6B.
7.18 STEERING COMMITTEE
(To be read in conjunction with section 7.1)
MAIN FUNCTION
7.18.1 Steering Committee will be responsible for organising General Meetings & Guild Councils, the administration of elections and advising on Constitutional matters.
7.18.2 MEMBERSHIP
Ex-officio:
Vice President (Marketing and Entertainment) (Secretary)
Vice President (Student Involvement)
Guild Chairperson (Chairperson)
Guild Vice Chairperson
President
Elected or ratified by Guild Council
Two ordinary members of the Guild
Four Guild Councillors, of whom two shall be first year students
Elected
Treasurer
7.18.3 RESPONSIBILITY
a) To organise and publicise all General Meetings and Guild Councils.
b) To organise and publicise elections.
c) To assist Standing Committees in the running of their elections.
d) To organise referendum.
e) To advise the Guild Chairperson on the interpretation of the Ordinance, Constitution and Regulations of the Guild.
f) To discuss problems with, and recommend changes in the Constitutional Regulations to Guild Council and General Meetings
g) To draft, following consultation with the original proposer, amendments to the Constitutional Regulations for consideration by Guild Council at a "second reading", in response to Guild Council passing, by a two-thirds majority at "first reading" policy laying out the aims of these changes. Steering Committee shall ensure that the amended Regulations are written in plain English.
h) To ensure that the Policy Manual is kept up to date
i) To advise Executive Committee and Guild Council on existing Guild policy
j) To notify Guild Council and General Meetings if a proposed motion contradicts any existing policy.
k) Therefore to advise the meeting that if carried, the new policy will replace the old one.
7.18.4 AUTHORITY
a) To set the timetable for meetings of Standing Committees
b) To set the timetable for elections.
7.18.5 ACCOUNTABILITY
a) To advise the President of potential breaches in the Constitution.
7.19 WEBSITE COMMITTEE
7.19.1 MAIN FUNCTION
The Website Committee shall oversee the Guild Website. It shall have overall responsibility for the usage, promotion and accessibility of the Guild Website.
7.19.2 MEMBERSHIP
Ex-officio:
a. Vice-President Marketing and Entertainments
b. Website Officer (secretary)
To be elected or ratified at Guild Council
a. Chairperson
b. Two ordinary members of Guild
In attendance:
a. Marketing Co-ordinator
b. AU Editor
c. Societies Editor
7.19.3 RESPONSIBILITY
a. To determine and monitor the overall strategic objectives of the Guild Website.
b. To determine and produce an acceptable usage policy and privacy statement annually
c. To promote accessibility to all users including those with specific access requirements (e.g. those who require screen readers etc).
d. To coordinate training for all users with editing rights.
e. To encourage participation of the student body in forums, community pages and the website in general.
f. To advise and inform Guild Council of implications of technological changes and any impact this may have on the website.
g. To have overall responsibility and to monitor the content of the Website.
h. To have the ability to refer any persistent offenders who break the acceptable usage policy to membership committee.
i. To monitor and implement all Guild policy relevant to the website and make appropriate recommendations to steering committee.
j. To advise Executive Committee and Guild Council on matter affecting the Website
7.19.14 AUTHORITY
a. To have Authority to revoke or suspend the user status of any student, to oversee the disciplinary procedures of the website as set out by the acceptable usage policy.
7.20 WELFARE COMMITTEE
(To be read in conjunction with section 7.1)
7.20.1 MAIN FUNCTION
The Welfare Committee will be responsible for organising, co-ordinating and promoting the welfare facilities of this Guild.
7.20.2 MEMBERSHIP
Ex officio:
a. Vice President (Education and Welfare) (Treasurer and Secretary)
b. Equality Officer
Elected or ratified at Guild Council:
a. Four ordinary members of the Guild
Elected:
a. The Chairperson
Appointed:
A .Other members nominated by the Chairperson.
7.20.3 RESPONSIBILITY
a. To liaise with the Equality Committee in relation to welfare issues and campaigns.
b. To campaign to raise awareness of and provide information about welfare issues. These issues include cancer, drinking and drug taking, employment rights, housing including university residences, male and female health, mental health, personal finances and debt, personal safety, sexual health and AIDS, smoking, and stress.
c. Promote the Students’ Advice Centre and Job Shop.
7.20.4 AUTHORITY
a. To advise Guild Council and the Executive Committee on matters concerning welfare.
b. To authorise expenditure as permitted by the Guild Financial Schedule (Document F).
7.21 WIDENING PARTICIPATION COMMITTEE
(To be read in conjunction with section 7.1)
7.21.1 MAIN FUNCTION
The Widening Participation Committee will promote and communicate the Guild’s work with students in the Widening Participation cohort, and represent their interests and needs. In addition it will ensure the Guild is suited to the needs of all students by looking at the needs of the non traditional student. In the spirit of becoming involved, the committee will also promote the volunteering opportunities available.
7.21.2 MEMBERSHIP
Ex-officio:
a. Widening Participation Officer (Treasurer and Secretary)
b. Vice President (Education & Welfare)
c. Vice President (Student Involvement)
d. Equality Officer
Elected:
e. Chairperson
Elected or ratified at Guild Council:
f. Three ordinary members of the Guild, two of whom are to be from the widening participation cohort, and one who is taking part in a Guild coordinated voluntary scheme.
In attendance:
g. Student Advice Centre Manager
7.21.3 RESPONSIBILITY
a. To raise awareness of volunteering and of issues relating to students in the widening participation cohort. All activity shall be undertaken in the interests of volunteering and students in the widening participation cohort.
b. To liaise with the Editorial Committee and the Vice President (Marketing and Entertainments) to promote issues relating to non-traditional students and volunteering.
c. To organise events in the Guild, in conjunction with the Entertainments Committee, to promote volunteering and to encourage those in the widening participation cohort to use the Guild, and to promote volunteering.
d. To take an interest in all existing widening participation projects in the Guild and to do whatever possible to promote and maintain them, if appropriate. This includes lobbying the University for Further funding, if necessary.
E To administer any additional widening participation funding, as and when it becomes available.
7.21.4 AUTHORITY
To maintain contact and correspondence with appropriate outside bodies on all issues relating to Widening Participation and Volunteering, particularly the widening participation department in the university.
7.21.5 ACCOUNTABILITY
To advise the Executive Committee and Guild Council on matters affecting students in the widening participation cohort.
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