SECTION EIGHT:

 

TERMS OF REFERENCE OF GUILD EXECUTIVE OFFICERS

 

8.1   GENERAL

 

8.1.1       CHAIRPERSON

 

There shall be a Chairperson of the Guild Council, hereinafter referred to as the Guild Chairperson

 

8.1.2       EXECUTIVE OFFICERS

 

The Executive Officers shall be:

 

President (8.3)

Vice President (Education & Welfare) (8.4)

Vice President (Student Involvement) (8.5)

Vice President (Finance & Communications) (8.6)

Equality Officer (8.7)

Fundraising Officer (8.8)

International Students Officer (8.9)

Postgraduate Students Officer (8.10)

Representation Officer (8.11)

Website Officer (8.12)

Widening Participation Officer (8.13)

 

Non-Portfolio Officer (8.14)

 

8.1.2       HONORARY OFFICERS

 

Returning Officer (8.14)

 

8.1.3       TRUSTEE STATUS

 

a)     All Executive Officers shall be trustees of the Guild.

 

8.1.4       COMMITTEE MEMBERSHIP

 

All Executive Officers shall be members of the following bodies:

 

a)     Guild Council

b)     Executive Committee

 

8.1.5       Those committees which officers are ex-officio

 

8.1.6       RESPONSIBILITY

 

All Executive Officers shall have the following responsibilities:

 

a)     To ensure that the decisions taken by both themselves and any Committees under their control are in line with Guild policy.

b)     To keep the President fully informed on both their own and their Committee’s activities

c)     To make a regular report of their activities to Executive Committee and Guild Council

d)     To co-ordinate the filing of correspondence relating to their area of work, in conjunction with the General Manager.

e)     To communicate decisions taken by the Executive and Guild Council to the people and bodies concerned. Where appropriate, the President will follow this up to ensure that the necessary action has been taken.

f)      To advise Guild Council and Executive Committee on actions to be taken under those areas for which the Officers are responsible.

g)     To fully brief their successors on their duties.

h)     To accept any additional responsibilities which, from time to time, may be given to them by the Executive Committee.

i)      To advise the Executive on major policy matters within their remit.

j)      To ensure two-way communication between Executive Committee and every standing committee of which they are a member.

k)     If non-members are co-opted onto Standing Committees: To ensure that these non-members are officially approved at the next meeting of Guild Council.

 

8.1.7       CHANGEOVER OF OFFICERS

 

a)     Executive Officers and the Guild Chairperson shall hold office for one year from July 1^st to June 30^th, unless stated otherwise.

b)     All outgoing officers must give incoming officers a detailed and extensive handover to ensure they are fully aware of their commitments

c)     Upon taking up office, the incoming Executive Committee shall define the specific responsibilities of each Executive Officer

8.1.8       The Postgraduate Students Officer shall hold office for a maximum of one year from the date of their election until elections can be held in term one of the following academic year.

 

8.1.9        ACCOUNTABILITY

 

a)     If any Executive Officer or the Guild Chairperson has passed against them a motion of no confidence, then, the post held by that person shall be deemed immediately vacant and shall be filled in accordance with the standing orders governing elections

b)     Motions of censure may be passed by Guild Council. Once two motions of censure have been passed against an individual, all subsequent censure motions must be considered by a Special Guild Council, called for that purpose alone.  For the final censure to be passed, two thirds of those present and voting must support the motion.  An abstention is not a vote.

 

8.1.10     SABBATICAL POSTS

 

a)     The following officers may opt for a Sabbatical Year of office:

1)       President

2)       Vice President (Education & Welfare)

3)       Vice President (Student Involvement)

4)       Vice President (Finance & Communications)

b)     Sabbatical Officers will be entitled to such allowances as may from time to time be determined by Guild Council.

c)     If a candidate for a Sabbatical post does not wish to opt for a Sabbatical Year the candidate must declare this in their manifesto submitted with the nomination form. If the candidate successful in the elections has not declared that s/he has chosen to opt out of the Sabbatical year, and subsequently chooses not to opt for a Sabbatical year, the election will be declared invalid.

d)     No student shall partake in more than two sabbatical years during their time at Aston.

 

8.1.11     JOB-SHARING

 

There shall be no provision for job-sharing Executive Officer positions.

 

8.1.12     STAFF-STUDENT RELATIONSHIPS

 

a)     All Executive officers must adhere to the Staff-Student Protocol

(Document G)

b)    No officer may discuss the performance of staff without following the correct procedures. Doing so is a serious and punishable offence that must be referred to membership committee.

 

 

 

8.2           CHAIRPERSON OF THE GUILD COUNCIL

 

8.2.1       MAIN ROLE

 

The Guild Chairperson will ensure the orderly conduct of all meetings and be the Chairperson for General Meetings, Guild Council and Executive Committee, and shall promote the democratic functions of the Guild. They will also promote Aston University and the Guild, as well as student life and Higher Education in general, to potential students.

 

8.2.2       COMMITTEE MEMBERSHIP

 

The Guild Chairperson shall be an ex-officio member of the following Guild Committees:

 

a)     General Meetings (Chairperson)

b)     Guild Council (Chairperson)

c)     Executive Committee (Chairperson)

d)     Steering Committee (Chairperson)

e)     Marketing Committee

f)      All other Guild Committees (In Attendance only)

 

8.2.3       RESPONSIBILITY

 

a)     To receive minutes and relevant reports from all constituted Guild committees

b)     To act as the arbiter in the case of complaints, raised by an individual member of the Guild, about the actions of the Executive or any other committee and shall make a report on these complaints to the member concerned.

c)     To not be a member of any Guild Committee except as detailed above.

d)     To convene General Meetings, Guild Council and Executive Committee meetings, at the request of the relevant authority.

e)     To prepare the agenda and collate reports for General Meetings, Guild Council and Executive Committee meetings, at the request of the relevant authority.

f)      To keep the minutes and records of General Meetings, Guild Council and Executive Committee meetings and ensure that all standing committees minutes are received by the relevant committee.

g)     To ensure that the Guild policy manual is kept up to date and copies are available.

h)     To ensure, through steering, all Guild policies are reviewed every four years.

i)      To present policy to Guild Council after four years for updating.

j)      To maintain the Guild Open Day boards, so as an up to date, relevant and complete image of the Guild and student life in general, is projected to potential students.

k)     To communicate with departments and schools on prospective students.

l)      To co-ordinate schools' visits.

m)   To co-ordinate Guild activities at University Open Days

n)     To liaise with the relevant people in the University regarding Open Days and relevant publications.

o)     To maintain a close relationship with the University Schools Liaison Department, Further Education Colleges and other Educational Organisations.

 

8.2.4       AUTHORITY

 

a)    To have a casting vote at all General Meetings, Guild Council meetings and Executive Committee meetings, in the event of a 'tied' vote.  The casting vote shall be for the status-quo.  S/he shall not otherwise have a vote.

b)    To authorise action of an emergency nature by, or on behalf of, Guild Council.  Any such action must be displayed on the Guild notice board, and reported to the next Guild Council Meeting.

c)     To not take part in any discussion unless asked to give a ruling.

d)    To have no authority over the affairs of Membership Committee.

e)    To interpret the Ordinance, Constitution and Regulations of the Guild, following consultation with Steering Committee where necessary.

 

8.2.5       OTHER

 

a)    The Guild Chairperson shall be held accountable in the same manner as Executive Officers, as detailed in section 8.1.

b)    The Guild Chairperson shall be elected under the rules governing the election of Executive Officers.

 

8.3          THE PRESIDENT

 

8.3.1       MAIN ROLE

 

The President will co-ordinate and direct the Guild's activities and act as the Guild's chief representative and proactively seek out fund raising activity in any possible way to aid the Guild

 

8.3.2       COMMITTEE POSITIONS

 

The President shall be an ex-officio member of the following Guild committees:

 

a)     Membership Committee (Chairperson)

b)     Budget Working Party

c)     Receptions Committee

d)     Steering Committee

 

8.3.3       RESPONSIBILITY

 

a)     To advise on policy to be adopted at meetings of the Guild Council.

b)     To advise Guild Council on any changes to the Constitution and alterations to the Regulations that may have resulted from changes in the scope of the Guild's activities.

c)     To ensure that Guild Councillors have the option for full and useful training.

d)     To co-ordinate the activities of the Executive Committee and Executive Officers.

e)     To maintain a close liaison with the General Manager to ensure that Guild policy is carried out and to liaise on staff matters.

f)      To be responsible for producing a report to Guild Council each term.

g)     Liaise with NUS and WMANUS with regard to student representation.

h)     To assist all Guild standing committees in organising a fixed cycle of meetings.

i)      To ensure, through guidance from Steering Committee, that Executive Officers follow instructions and mandates of Guild Council.

j)      To organise an Annual Review in the third term of the academic year, to be presented at the annual Guild Colours Event.

k)     To write an Annual Report at the end of the academic year based on the annual review, detailing the work of the Executive and the Guild, to be presented at the last Student Affairs Committee meeting of the academic year.

l)      To capitalise on any possible fund raising activity that will result in the advancement of the Guild. This is to include working closely with the University Director of Advancement.

m)   To be in the Guild during core hours of 10 am-5 pm unless in a University meeting or a meeting external to the Guild.

n)     To be the Sabbatical mentor for the following part-time officers:

1.     Chairperson

2.     Fundraising Officer

m)   To assign an appropriate member of the Sabbatical officers as mentor to the Non-Portfolio Officer, if no appropriate mentor is available the President shall act as the appointed Mentor.

 

 

8.3.4       AUTHORITY

 

a)    To represent the Guild on public occasions.

b)    To be delegation leader whenever the Guild may be represented, unless otherwise stated in the regulations.

c)     To conduct correspondence on behalf of the Guild that does not come under the authority of any of the other Executive officers.

e)     To be the second student signatory for all cheques made out on behalf of the Guild.

f)      To be an Authorised Officer on behalf of membership committee

e)    To authorise action of an emergency nature by, or on behalf of, the Executive. Any such action must be reported to the next Executive Committee Meeting.

8.4          VICE PRESIDENT (EDUCATION AND WELFARE)

 

8.4.1       MAIN ROLE

 

The Vice President (Education and Welfare) will lead and promote all Guild work in the fields of education and welfare and be at the forefront of all Guild work in the field of student representation.

 

8.4.2       COMMITTEE POSITIONS

 

The Vice President Education and Welfare shall be an ex-officio member of the following Guild committees:

 

a)     Welfare Committee (Secretary)

b)     Budget Working Party

c)     International Committee

d)     Postgraduate Students Committee

e)     Receptions Committee

f)      Representation Committee

g)     Widening Participation Committee

 

8.4.3       RESPONSIBILITY

 

a)     To deal with all matters relating to education and welfare and sit on appropriate University committees, forums and working parties

b)     To advise, support and represent students

c)     To work alongside the staff of the Students’ Advice Centre, to collect policy issues, and raise them in appropriate forums

d)     To collate information, in conjunction with the Students’ Advice Centre, relevant to the education and welfare of all groups of students

e)     To work with the Representation Officer and the Representation Committee to provide training for and to communicate with student representatives from School and University Committees

f)      To collate and co-ordinate information from academic committees of the University and to relay information to relevant Guild officers.

g)     To ensure that Welfare Committee meets by week 4 of term 1.

h)     To advise the Executive Committee on the decisions and actions taken by the Welfare Committee

i)      To present a balance of the GEL fund account to Guild Council each term.

j)      To raise awareness of HIV/AIDS on World AIDS day and to liaise with the Rag Committee to ensure that any money raised on that day goes to relevant charities.

k)     To provide the Student Representation Committee with regular reports on current educational issues.

l)      To ensure that Course Reps have the option for full and useful training.

m)   To be in the Guild during core hours of 10 am-5 pm unless in a University meeting or a meeting external to the Guild.

n)     To be the Sabbatical mentor for the following part-time officers:

1.     Widening Participation Officer

2.     International Students Officer

3.     Postgraduate Students Officer

4.     Representation Officer

 

8.4.4       AUTHORITY

 

a)     To liaise with external agencies in relation to education and welfare issues.

b)     To act in an emergency on behalf of the Welfare Committee of the Guild.

c)     To vet/remove any publicity that may be on display in the Guild.

d)     To maintain the Legal Aid Scheme (Document D 12.1)

e)     To be, ex officio, a GEL Fund Monitor (Document D 12.2)

f)      To be an Authorised Officer on behalf of Membership Committee

 

 

8.5          VICE PRESIDENT (STUDENT INVOLVEMENT)

 

8.5.1       MAIN ROLE

 

The Vice President (Student Involvement) will lead and promote all Guild work in the fields of sports and society activity, student involvement and carry out the democratic responsibilities of the Guild towards students.

 

8.5.2       COMMITTEE POSITIONS

 

The Vice President Student Involvement shall be an ex-officio member of the following Guild committees:

 

a)     Athletic Management Committee (Secretary)

b)     Societies Management Committee (Secretary)

c)     Steering Committee (Secretary)

d)     Budget Working Party

e)     Receptions Committee

f)      Representation Committee

g)     Widening Participation Committee

 

8.5.3       RESPONSIBILITY

 

a)     To co-ordinate and control the activities of the various member clubs and societies registered with Aston Students’ Guild.

b)     To advise the Athletic Union Management Group and Societies Management Group and the Widening Participation Committee on matters of Guild policy.

c)     To advise Guild Executive on the activities of the Clubs and Societies, and to coordinate and support Volunteers.

d)     To assist member clubs, societies or groups with any problems they may encounter.

e)     To prepare the annual budget applications from the Clubs, Societies and Volunteers Committees, in conjunction with the relevant treasurer of each committee.

f)      To organise the Freshers Fair

g)     To keep control of all records relating to the Clubs, Societies and Volunteers.

h)     To start up the LGB society, in conjunction with the Equalities Officer, at the start of the academic year if there are no previous members of the society available to do this.

i)      To organise an Annual Guild Colours Event

j)      To co ordinate and control the activities of NSLP trainers

k)     To ensure Aunties have the option for full and useful training.

l)      To aid Aston students, in conjunction with the University, to receive transferable skills to benefit the students when seeking placement and graduate employment.

m)   To organise a Graduation Ball in liaison with anyone deemed appropriate.

n)     To gain feedback from students who are to graduate on requirements for a Graduation Ball.

o)     To ensure the event does not make a loss.

p)     To coordinate Guild elections of Executive Officers and Guild Chairperson

q)     To be in the Guild during core hours of 10 am-5 pm unless in a University meeting or a meeting external to the Guild.

 

8.5.4       AUTHORITY

 

a)     To represent the Guild to all external sporting bodies as and when it is deemed necessary.

b)     To be an honorary member of all Clubs and Societies.

c)     To take emergency decisions in the absence of a quorate Athletic Management Committee. All such decisions must be reported to the next quorate Athletic Management Committee meeting.

d)     To take emergency decisions in the absence of a quorate Societies Management Committee. All such decisions must be reported to the next quorate of Societies Management meeting.

e)     To work with outside organisations, including the University to promote Volunteering and Development for the Guild and its members.

8.6          VICE PRESIDENT (FINANCE & COMMUNICATIONS)

 

8.6.1       MAIN ROLE

 

The Vice President Finance and Communications will be the Guild Treasurer and oversee and promote the Guilds Financial and Commercial Activities. They will also lead and promote the Guild marketing media.

 

8.6.2       COMMITTEE POSITIONS

 

The Vice President Finance & Communications shall be an ex-officio member of the following Guild committees:

 

a)     Budget Working Party (Chairperson)

b)     Athletic Union Executive

c)     Marketing Committee (Secretary)

d)     Editorial Committee (Secretary)

e)     Website Committee

f)      RAG Committee

g)     Receptions Committee

h)     Societies Executive

i)      Entertainments Committee

 

8.6.3       RESPONSIBILITY

 

a)     To be responsible for the maintenance and provision of all Guild commercial trading services, to ensure that they provide the highest possible quality of service for the members. To ensure that the Guild building and the facilities therein provide the highest possible quality of service for the members.

b)     To investigate any commercial ventures the Guild may take up and report on these to Guild Council.

c)     To produce a report to Guild Council of Financial activities each term.

d)     To advise Executive Committee on major changes in commercial policies.

e)     To have final responsibility for drawing up the Guild budget before it is presented to Guild Council.

f)      To draw up the financial schedule for the forthcoming academic year, in liaison with the Finance Manager and any other relevant parties, to be presented at the academic year’s first meeting of Guild Council for ratification.

g)     To advise on all financial matters concerning the Guild, and thus have responsibility/authority to attend all meetings where finance is to be discussed.

h)     To deal with all enquiries from committee/society treasurers regarding the state of their accounts and to advise on the action to be taken on all requests for additional grants and expenditure not covered by budgets.

i)      To ensure that each fund is kept within its budget and advise on the action to be taken against any society or committee which infringes the Guild's financial regulations or overspends its grant/budget.

j)      To ensure the proper keeping of the Guild's financial books and records, in consultation with the General Manager and Finance Manager.

k)     To ensure that the funds of the Guild are administered in accordance with the Guild financial regulations, in consultation with the General Manager and Finance Manager.

l)      To advise the Executive Committee on the provision of capital equipment and recommend to them the approval of capital expenditure.

m)   To advise Executive Committee on alterations to the Guild building

n)     To advise Executive Committee on the times for opening and closing the building.

o)     To advise Executive Committee on changes in services provided in the Guild building.

p)     To advise Executive Committee on the issue of permit cards to the officers of the Guild.

q)     To be fully aware of all recycling capabilities on campus and to ensure they are well promoted and maintained.

r)      To advise Executive Committee of any changes or additions to existing fundraising activities.

s)     To co-ordinate and oversee the marketing strategy of the Guild as a whole, in conjunction with the General Manager and Executive Committee.

t)      To ensure an adequate level of Guild information is available to all members of the Guild including Placement Students, in conjunction with the Executive Committee and actively promote a positive image of Aston Students’ Guild.

u)     To provide support and advice on communication and publicity to Guild Standing Committees.

v)     To organise and arrange the production of the Freshers Handbook.

w)    To maintain a supervisory control over the Guild journal in conjunction with the Guild Marketing Manager and appointed members of Editorial Committee.

x)     To lead the production of an Alternative Prospectus.

y)     To be in the Guild during core hours of 10 am-5  pm unless in a University meeting or a meeting external to the Guild.

z)     To be the Sabbatical mentor for the following part-time officers:

1)     Website Officer

2)     Aston Times Editor

3)     Market Research officer

4)     Fundraising officer

 

 

8.6.4       AUTHORITY

 

a)     To develop contacts with outside bodies, such as local trades people, and obtain concessions. S/he will be responsible for any administration resulting from these concessions.

b)     To vet all commercial organisations who approach the Guild to operate the facilities in the Guild building.

c)     To be the first student signatory for all cheques made out on behalf of the Guild

d)     To freeze a committee's or society's accounts in cases of extreme urgency, and to stop all further payments until Executive Committee has considered what action should be taken.

e)     To require a committee or society treasurer to answer questions concerning the accounts under his/her control.

f)      To control the allocation of rooms and office accommodation in the Guild.

g)     To vet/remove any publicity that may be on display in the Guild.

h)     To have ultimate veto of any article in the Guild Journal that is deemed in contravention of the Guild Constitution or any Guild policy.

i)      To have ultimate veto of any article relating to its content in the event of a dispute between the Editorial Committee and the Editor(s).

j)      To have ultimate veto of any content on the website in the event of a dispute between the Website Committee and the Website Officer.

k)     To select the material for publication and display, and determine the editorial policy or any comment appearing in the Alternative Prospectus, in conjunction with Receptions Committee.

 

8.7          EQUALITY OFFICER

 

8.7.1       MAIN ROLE

 

The Equality Officer will lead and promote the equality initiatives amongst members of Aston Students' Guild.

 

8.7.2       COMMITTEE POSITIONS

 

The Equality Officer shall be an ex-officio member of the following Guild committees:

 

a)     Equality Committee (Secretary)

b)     International Students Committee

c)     Postgraduate and Mature Students Committee

d)     Receptions Committee

e)     Welfare Committee

f)      Widening Participation Committee

 

8.7.3       RESPONSIBILITY

 

a)     To provide assistance and advice to meet the specific needs of any members of the Guild, or group of students in all issues relating to equality.

b)     To convene the first meeting of the Equality Committee within the first term.

c)     To attend relevant meetings of University committees and working parties.

d)     To ensure a high level of communication surrounding relevant campaigns is maintained with the membership.

e)     To ensure all aspects of the Guild are acting in line with equality policies.

f)      To annually review equality policies for Executive and Guild Council as necessary.

g)     To start up the LGB Society, in conjunction with the Vice President (Student Involvement), at the start of the academic year if there are no previous members of the society available to do this.

 

8.7.4       AUTHORITY

 

a)     To maintain contact and correspondence with outside bodies in all issues relating to equality.

b)     To convene the first meeting of the Equality Committee within the first term.

c)     To attend relevant meetings of University committees and working parties.

8.8        FUNDRAISING OFFICER

 

8.8.1     MAIN ROLE

 

The Fundraising Officer will seek to create, promote and manage fundraising activities for the financial benefit of the Guild.

 

8.8.2     COMMITTEE POSITIONS

 

The Fundraising Officer shall be an ex-officio member of the following Guild committees:

 

a)     Fundraising Committee (Secretary)

b)    Marketing and Communications Committee

c)     Receptions Committee

 

8.8.3     RESPONSIBILITY

 

a)     To work in conjunction with the Fundraising Committee to ensure that a programme of fundraising events is organised throughout the academic year

b)    To liaise with the Vice-President (Finance and Communications) to ensure that all fundraising events are appropriately advertised and promoted

c)     To explore various methods of fundraising including; corporate sponsorship of fundraising events, sponsored events and income generating commercial activity

d)    To work closely with the Vice President (Finance and Communications) and Fundraising Committee to ensure that all money raised via fundraising activity is spent on furthering the core objectives of the Guild through projects designed to directly benefit the Guild’s members

 

8.8.4     AUTHORITY

 

a)     To make decisions regarding fundraising activity in the absence of a quorate Fundraising Committee, any such decisions should be ratified by the next quorate Fundraising Committee meeting. To liaise with all appropriate external contacts regarding Fundraising Activity.