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► Document G: Societies Code of Conduct
SOCIETIES CODE OF CONDUCT
Club Definition
· Group of at least 10 people committed to involvement of which 3 should be Chairperson, Treasurer and Secretary
· Membership joining fees should cover all start up costs for the year including insurance and affiliation to the National Governing Body
· All members should be treated fairly and no harassment of any description will be tolerated within the club.
Membership:
There shall be two categories of Society membership: full, and associate.
Full membership:
All full members of the Aston Students’ Guild shall be eligible to become Full Members of the society on payment of the appropriate subscription.
Associate membership:
All associate members and honorary life members of Aston Students’ Guild shall be eligible for Societies’ Associate Membership on payment of the appropriate subscription. They cannot take on a committee position.
N.B Associate members can only make up 10% of all the societies members
Finance
· The society may only have bank accounts through the Guild, no external bank accounts allowed.
· This account can not go overdrawn
· Only the Treasurer or Chairperson may be signatories
· Extra finance raining must be given at beginning of term 1
· Money towards Charities must be donated through RAG
Sponsorship
· Societies can not be sponsored by any organisation which is referred to in the competitive advertising policy. I.e. The procedures that eliminate competitors from advertising should apply when considering sponsors.
· The Vice President (Student Activities) should liaise with the society and the marketing department to ensure that there is not a clash with sponsors.
Training and Handovers
· Handovers- must be given in term 3 with each committee member writing an exit statement to include:
· Roles and Responsibilities
· Reporting procedures
· Guild Workings
· An Introduction to the Vice President (Student Activities) (of the following year) and the Student Activities Administrator.
· Initial Committee training to be done in the Term 3 with both the incoming and outgoing Vice President (Student Activities)
Publicity
Guild:
· 10 A4 posters or size equivalent(in accordance with Guild policy):
· All must have Activities Guild logo
· Guild logo signed and dated(for day after the event) by the Vice President (Student Activities) (As first choice) if s/he is not available then another Sabbatical officer may also sign the off the Guild logo
In Residences:
· Posters must have the ACRA logo on, and be displayed according to ACRA regulations.
University
· As per University regulations:- at time of code of conduct was written no posters in main building unless the department in which the posters are displayed gives express permission.
Meetings
Societies General Meeting (Usually once a term)
· All societies must have a representative
Guild Council (Usually 3 times a term)
· All societies must have a representative
Elections for Committee’s
· Committee positions will be elected at the individual society’s general meeting- this will be done by a fair voting system where each full member (as defined earlier) has one vote per committee position.
· Members must elect a Chairperson, treasure and secretary
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