CCSU CONSTITUTION

TCCG Students’ Union Constitution

This document outlines agreed operating procedures for TCCG Students’ Union and its membership.

TCCG provides funds to the Union to enable it to pursue its objects, in partnership with The Cornwall College Group (TCCG) Management and Board of Governors

Objects

1.0           

The Union’s objects are the advancement of education of Students attending TCCG by:

1.0.1    promoting the interests and welfare of Students at TCCG during their course of study and representing, supporting and advising Members.

1.0.2    being the recognised representative channel between Students and TCCG and any other external bodies

1.0.3    providing social, cultural, sporting and recreational activities and forums for discussions and debate for the personal development of its Members

 

Powers of the Union

Provide and promote activities, services and facilities for its Members

Raise funds and make grants and donations

Trade in the course of carrying out any of its objects

Do anything which is lawful to achieve the Union’s objects

 

Membership

All registered Students of TCCG over the age of 16 will be full Members of the Union, unless they have decided to opt out their membership according to regulations contained in ‘Schedule Seven: Opting Out’ of this Constitution

Any Sabbatical Officer will be a full member of the Union and will be employed by TCCG under terms and conditions agreed by TCCG Trustee Board

Any Sabbatical Officer will be accountable to the Membership of the Union through constitutional processes

Only Members will be entitled to stand and vote in Students’ Union elections and hold office according to the regulations contained in ‘Schedule One: Election Regulations’ of this constitution

Members will be allowed to speak and vote at Students’ Union meetings; to nominate, to stand and to vote in Students’ Union elections; and to hold office in clubs and societies

Registered students of TCCG under the age of 16 shall not be Members of the Students’ Union but may participate in certain activities, as agreed by the Local Student Executive Committees. Students under the age of 16 will not be granted a card bearing the CCSU logo

 

CCSU Leadership Team

Each Cornwall College Group campus will have a Leadership Team, elected by Members at that site only in accordance with Schedule One: Election Regulations of this constitution

The Leadership Team will run the Students’ Union on a day to day basis on their respective campus, in accordance with the terms of the constitution and any relevant legislation and on behalf of the Membership of the Students’ Union

Each Leadership Team will consist of Officers elected to positions outlined in ‘Schedule Six: Role Descriptions’ of this constitution

The CCSU President and CCSU Leadership Team will be elected at the end of the second term of each academic year in accordance with ‘Schedule One: Election Regulations’ of this Constitution

The CCSU President and CCSU Leadership Team will serve from 1st August in the year in which they are elected to 31st July of the next year

A Student Liaison Officer (SLO) will sit on the CCSU Leadership Team in a non-voting capacity. 

Her/his role will be to represent the College Groups’ management and provide guidance to the CCSU Leadership Team on matters relating to finance and legislation

The CCSU Leadership Team will be invited to attend the Corporate Student Executive Committee (CSEC)

Any two members of the CCSU Leadership Team may represent the membership at their campus on the Campus Community Council.

The CCSU Leadership Team will operate under guidelines set out in “Schedule Three: Meeting Regulations” of this constitution

 

Corporate Student Executive Committee (Hereafter CSEC)

TCCG Head of Learner Journey will sit on the CSEC in an advisory, non-voting capacity

CSEC meetings will take place twice a term in accordance with ‘Schedule Three: Meeting Regulations’ of this constitution

The quorum for CSEC meetings will be 50% plus one of membership

The function of the CSEC will be:

To manage a budget in accordance with ‘Schedule Four: Finance Regulations’ of this constitution

To prepare an annual report in the final term of the academic year, detailing the activities of the Students’ Union across TCCG for presentation to TCCG Trustee Board

To elect a Second Student Governor from amongst their number, decided by a simple majority vote at a meeting of the CSEC

To discuss and debate all matters relating to TCCG Students’ Union policy and running of the Students’ Union

To be responsible for communication between the Membership, TCCG management and Trustee Board and third parties

To appoint delegates to NUS conferences, as appropriate

The President

The President of the Students’ Union will be elected by the Membership in an election in accordance with the regulations set out in ‘Schedule One: Election Regulations’ of this Constitution

The President of the Students’ Union will be employed by TCCG under the Job Title ‘Student Union President’, and will enjoy all benefits offered to members of staff of TCCG

The President will be elected at the end of the second term of each academic year.  They will serve as President from 1st August of that year to 31st July of the following year

A successful election candidate will be employed by TCCG as ‘President Elect’ for the month of July of that year as a period of handover

The President will carry out duties as outlined in ‘Schedule Five: Role Descriptions’ of this constitution

Upon occasions where disciplinary matters relating to the President or President Elect of the Union cannot be covered by the constitution, they will be passed to TCCG Trustee Board, as set out in the contract of employment

For operational management purposes, the President and President Elect of the Union will liaise with TCCG Head of Learner Journey

The President may serve no more than two terms as President of the Union

7.    

Removal of Elected Officers

7.0           

Any elected Officer of the Union may be removed from their post by:

7.0.1   A successful vote of no confidence raised at a meeting of the CSEC

7.0.2   Failing to adhere to Clause 1.1 of ‘Schedule Three: Meeting Regulations’

8.    

Referenda

8.0

A Referendum may be called on any issue by:

8.0.1  A resolution of the Trustees;

8.0.2  A majority vote of the CSEC

8.0.3  A Petition, including name, course and signature of at least 300 Members

8.1           

A resolution may be passed by Referendum if a simple majority of the votes cast are in favour of the resolution

8.2

Policy set by Referenda may overturn Policy set by the CSEC

9.            

Annual General Meeting (hereafter AGM)

9.0           

The Union will hold an AGM once in each year

9.1           

Not more than 18 months will pass between the date of one AGM and the next

9.2           

The AGM will be held at such time and place as the CSEC think suitable to allow the maximum number of Members to attend

9.3           

At least 14 days’ notice shall be given of the meeting, including the date, time, place and agenda for the meeting

9.4           

The President of the Students’ Union or in his/her absence the Second Student Governor will preside as chair of the meeting.  In the absence of these Officers, those Officers present will choose one of their number to be chair

9.5           

A Trustee may, even if not a Member, attend and speak at the AGM

9.6           

Every Member has the right to attend the AGM and the right to vote.  A resolution put to the vote of the AGM will be decided on a show of hands, and every Member will have one vote

9.7           

Every resolution put to the vote of the AGM will be decided by a simple majority of the votes cast, where the chair will have the deciding vote in the event of a tied vote

10.        

The Trustee Board

10.0     

There will be a Trustee Board of the Union whose powers will include but not be limited to

10.0.1   The Governance of the Students’ Union

10.0.2   The Finance of the Students’ Union

10.0.3   The Strategy of the Students’ Union

10.1         

The Trustee Board may override any decision and Policy made by the Members or by the CSEC which the Trustees consider (in their absolute discretion):

10.1.1   has or may have financial implications for the Students’ Union;

10.1.2   is or may be in breach of, contrary to or otherwise inconsistent with charity or education law or any other legal requirements (including ultra vires);

10.1.3   is not or may not be in the best interests of the Students’ Union or all or any of its charitable objects; or

10.1.4   will or may otherwise affect the discharge of any or all of the responsibilities referred to in Clause 4.1 of “Schedule Five: The Trustee Board”

10.2         

The Appointments, Dismissals and Powers of the Trustee Board will be contained within ‘Schedule Five – Trustee Board’ of this constitution

11.        

Clubs and Societies

Clubs and societies may be recognised by the Students’ Union, provided that they meet the requirements set out in ‘Schedule Two: Clubs and Societies’ of this constitution and do not breach the Students’ Union’s objects aims and objectives

Affiliation to External Organisations

Any proposal to affiliate to an external organisation will be subject to the approval of the CSEC and the Trustee Board

The Union will not affiliate to any political party or religious organisation

Notification of all new affiliations to external organisations will be made to the Membership. Such notice will include the name of the organisation and the affiliation or subscription fee

Any such affiliations will be reported to TCCG Trustee Board

Union Finance

The Students’ Union will receive funds from TCCG to enable it to effectively pursue its aims and objectives. This annual allocation of funding will be decided by TCCG Board at the last meeting of the financial year, on presentation of the Students’ Union’s estimates for the forthcoming academic year and the Students’ Union Annual Report

The Trustee Board will oversee all Students’ Union finances and ensure that proper accounts are maintained and that these books are audited annually by a person qualified to undertake audited accounting

A copy of the Students’ Unions’ budget and the audited accounts will be presented to TCCG Trustees Board each financial year for approval and be made available to all students

The organisation of the Students’ Union’s finances and systems of control will be in accordance with ‘Schedule Four: Finance Regulations’ of this constitution

Any money or property of the Students’ Union may only be used to achieve its objects

Freedom of Information

At formal meetings of the Students’ Union minutes will be taken which will be circulated, with any corrections, at the subsequent meeting. Confirmed minutes will be available for Membership access as soon as possible after this confirmation

A copy of the Students’ Union constitution, along with a copy of the annual report and any plans for the Students’ Union’s activities, including the budget, will be made available to all Members

The regulations for the organisation of Students’ Union meetings will be contained in ‘Schedule Three: Meeting Regulations’ of this constitution

Freedom of Speech

The Students’ Union and its Members are bound to observe TCCGs’ code of practice in relation to freedom of speech as required by section 43 of the Education (No. 2) Act of 1986

Complaints

Complaints about an individual Officer, committee member, committee or the Students’ Union as a whole will be dealt with by TCCG complaints procedure

Amendments

The CSEC will be the only body permitted to amend the constitution of the Union. All amendments will be subject to the approval of the Trustee Board and TCCG Board before they may be implemented

All amendments to the constitution, schedules or appendices will require the support of a minimum of two-thirds of the Members present and entitled to a vote at a quorate meeting of the CSEC

The constitution will be reviewed every two years from the date of it taking effect.  The CSEC and the Trustee Board will be jointly responsible for this

Interpretation

In the event of a challenge to the interpretation of any part of this constitution, the ruling of the President will be sought

In the event of a challenge to the ruling of the President, the matter will be referred to the Trustee Board, whose decision will be final

Indemnity

Without prejudice to any indemnity to which a Trustee may otherwise be entitled, every Trustee shall, and every officer or auditor of the Union may be indemnified out of the assets of the Union against any liability incurred by him or her in defending any proceedings, whether civil or criminal, in which judgement is given in his or her favour or in which he or she is acquitted or in connection with any application in which relief is granted to him or her by the court from liability for negligence, default, breach of duty or breach of trust in relation to the affairs of the Union, and against all costs, charges, losses, expenses or liabilities incurred by him or her in the execution an discharge of his or her duties or in relation thereto

Effective Date

This constitution and schedules and any amendments thereto will apply from the date of approval by TCCGs Board and supersede any previous constitutions, schedules and appendices

Schedule One: Election Regulations

This schedule outlines the procedure for all elections for all positions in the Union

Returning Officer

The Student Liaison Manager will act as Returning Officer for all elections for all positions within the Union

The Returning Officer will be responsible for the good conduct and administration of all Students’ Union Elections and will have the sole interpretation of the Election Regulations

The Returning Officer may engage the services of an NUS representative to support them in this role

The Returning Officer will appoint an “Elections Committee” no less than one month before the election period to carry out the elections processes and will appoint to this committee as he/she sees fit

Timing of Elections

Elections for the President and CCSU Leadership Team roles will take place at the end of the second term of each academic year. Once elected these Officers will take office from 1st August of that year and serve until 31st July of the following year

Standing for Election

All Members of the Union enrolled at a specific site may stand for the following CCSU Leadership roles at that site

Chairperson

Vice – Chairperson Higher Education

Vice – Chairperson Further Education

Volunteer positions representing liberation or other defined roles (listed below) will be promoted and advertised to new and existing students at the start of each new academic year.

Sustainability Officer

Welfare Officer

Members of the Union enrolled at a specific site who self-define as black and minority ethnic may stand for the following position at that site

3.1.1 Black and Minority Ethnic Students’ Officer

Members of the Union enrolled at a specific site who self-define as disabled (this could be dyslexia, mental health issues or a physical impairment, but is not limited to these examples) may stand for the following position at that site

3.2.1 Disabled Students’ Officer

Members of the Union enrolled at a specific site who self-define as lesbian, gay, bisexual or transgender may stand for the following position at that site

3.3.1 Lesbian Gay Bisexual and Transsexual Students’ Officer (LGBT)

Members of the Union enrolled at a specific site who self-define as women may stand for the following position at that site

3.4.1 Women’s Officer

All Members of the Union are entitled to stand for the position of President of the Union provided:

They are due to complete their current course in the academic year in which the election takes place

Their nomination is accepted by the Returning Officer based upon criteria made available to the nominees

All students wishing to run for election to any of the Leadership roles within the Union must be nominated by five Members of the Union on an official Union nomination form

Nomination forms will be available from the Elections Committee at least two weeks before the ballot

Nominations will remain open for no less than five College Days

Nomination forms must reach the Elections Committee not later than 3.00pm on the day of the close of nominations

Publicity about the Elections

The Returning Officer will check the eligibility of nominated candidates and will publicise a list of all the eligible candidates within two College days of the close of nominations and at least three College days before voting opens

Candidates may produce a manifesto and a poster to a specification to be determined by the Returning Officer

On receipt of a valid nomination form the Returning Officer or member of the Elections Committee will provide the candidate with an election campaign pack

The contents of the election campaign pack will be determined by the Returning Officer in conjunction with the CSEC

Responsibility for the general publicity of the elections will lie with the Returning Officer

The Election Campaign

Candidates may commence campaigning once the list of eligible candidates has been posted

The campaign may continue until the close of voting

Campaign support material must be authorised by the Returning Officer or a member of the Elections Committee

The Returning Officer will brief the Elections Committee on the regulation and conduct of campaigns

The Ballot

All Members of the Union are entitled to vote for the position of President on production of a Cornwall College Group Student ID card (or identification deemed appropriate by a member of the Elections Committee)

All Members of the Union enrolled at a specific site may vote for the Leadership roles outlined in 3.0 at that site on production of a Cornwall College Group Student ID card (or identification deemed appropriate by the Elections Committee)

Votes may only be cast at designated ballot points which may include internet voting

The College will treat as a serious disciplinary offence

Any attempt to vote more than once

Any attempt to coerce or bribe other students to vote for a particular candidate

A member of the Elections Committee will be responsible for the ballot box and its movements at all times during voting

The Count

Once the ballot has closed, members of the Elections Committee will count the votes cast

The Returning Officer, with support from an NUS representative (if engaged), will ratify the count result

The candidates will be informed of the time and place of the count by the Returning Officer. The candidates may attend the counting of the votes as observers only

Once the votes have been counted, they will be kept for a period of six weeks in case of appeals against the result

The Declaration of Results

The Returning Officer will firstly notify all candidates of results

A list of successful candidates will be publicised at each site within one College day of the declaration of results. This list will be circulated to TCCG Trustee Board, CSEC, CCSU Leadership Team  and TCCG Management Team as well as being posted on the Students’ Union website

The results will become official two College days after they have been publicised, provided that no complaint has been received by the Returning Officer in those two days. In the event of a complaint being received by the Returning Officer, the results will be suspended until the complaint has been investigated

Any challenge or complaint concerning the administration and good conduct of the election must be submitted to the Returning Officer in writing before the close of voting

Any challenge or complaint concerning the administration and good conduct of the election will be heard and determined by the Returning Officer within two College days of the complaint being lodged

A challenge or complaint received during or following the count may only relate to the conduct of the count

In determining a resolution to a complaint, the Returning Officer, after hearing all the appropriate evidence may not uphold the complaint; or may halt elections for specified post(s) or disqualify specified candidate(s) if, in their view, any candidate(s) has breached election regulations

In determining a resolution to a complaint regarding the conduct of the count, the Returning Officer, after hearing all the appropriate evidence may not uphold the complaint; or may order a re-count for one or more positions

Any complaints regarding the conduct of the Returning Officer should be taken to the Trustee Board, whose decision on such matters will be final

Election of Course Representatives

The Returning Officer will ensure that elections take place for course representatives by the end of October of each year

Once elected, course representatives will take office with immediate effect and will serve for no more than twelve 12 months without re-election

In cases where a course begins at a different time of year, course representatives will be elected at the first available opportunity

Course Representatives may be co-opted into post throughout the year with agreement from the CCSU Leadership Team and guidance from the Returning Officer

Vacancies for CCSU LEADERSHIP TEAM  Positions

If any post on an CCSU Leadership Team falls vacant then interested Union Members may be co-opted onto the CCSU Leadership Team. This decision must be approved by CSEC and must be made before the opening of nominations for that year

Review

At the end of each election period, the Returning Officer will be responsible for ensuring a review of the election process

Schedule Two: Clubs and Societies

Setting up a Club or Society

No club or society may receive funds from the Union or use Union resources without recognition in each academic year by the relevant CCSU Leadership Team or the CSEC

To be considered for recognition, the club or society must lay before the relevant CCSU Leadership Team or the CSEC, an acceptable Constitution and a plan of action in accordance with the clubs and societies schedule

No club or society will be recognised if its objects conflict with those of the Union. Any club or society that wishes to be recognised by the Union will present to the CSEC:

a list of ten signatures of Members

the proposed membership fee

a Constitution for the club or society which includes

the name of the club or society

the aims and objectives of the club or society (which will not be contrary to those of the Union)

regulations relating to membership eligibility to the club/society

provision for the election of a committee for the club/society

provision for an annual general meeting where a Union representative will be present

provision for the Union statement on equality and diversity

Money for Clubs and Societies

To receive funding an eligible club or society must submit a budget proposal to their relevant CCSU Leadership Team, which may be passed to the CSEC in cases of corporate clubs or societies

Responsibilities of Clubs and Societies

No-one from a club or society may commit either the club or society or the Union to any expenditure without prior authorisation from the Union

The club or society will be responsible for promoting itself to encourage new membership

The club or society will be responsible for ensuring that all expenditure is legitimate and that it does not exceed the club or society budget for that year

Failure to abide by these regulations and the Union Constitution may result in suspension of recognition of the Club or Society by the CSEC

Schedule Three: Meeting Regulations

Meeting regulations will apply in full to all CCSU Leadership Team and CSEC meetings and any subcommittee meetings. They will apply to all committee meetings of the Students’ Union in terms of conduct of meetings

CCSU Leadership Team

The business of the CCSU Leadership Team will be to discuss and debate all matters relating to their own campus

All elected members of the CCSU Leadership Team will be expected to attend all meetings of the CCSU Leadership Team as organised by the Chairperson. Any member of the CCSU Leadership Team who fails to attend three consecutive meetings and/or fails to attend a minimum of four meetings per term without giving apologies to the Chair, and does not provide satisfactory reasons acceptable to the CCSU Leadership Team, will be considered to have resigned

Any full member of the Union may attend CCSU Leadership Team meetings in accordance with clause 3.4 of the articles of the constitution. Any individual/s who are not Members of the Union who wish to attend must receive permission by submitting a request to the Chair

Any full member of the Union or other individual may attend the CCSU Leadership Team meeting and speak with the permission of the meeting.

Only elected members of the CCSU Leadership Team who are present may vote, unless voting otherwise has been agreed by the meeting

An agenda should be circulated electronically to all members of the CCSU Leadership Team as well as the CCSU President and relevant Student Liaison Officer at least 24 hours prior to the meeting

The Chair will be responsible for the agenda and publicising the meeting, or for delegating this responsibility

In the event of any situation arising not being covered by meeting regulations then the President will rule on the procedure to be adopted

In the event of the Chair being in conflict or alleged to be in conflict having an interest with the item under discussion, the chair should be relinquished for the duration of the item under discussion

The agenda of meetings will normally be taken in the following order:

Welcome from the Chair

Declaration of interests

Checking minutes of the previous meeting for accuracy

Matters arising from the minutes of the last meeting

Reports from Officers

Information from staff members

Reports from recent events

Motions

Debates

Any other business

Any motion may be withdrawn with the consent of the meeting

Debates will require a simple majority to be decided

The quoracy of CCSU Leadership Team meetings will be 50% plus one of elected Officers of the CCSU Leadership Team

A minimum of 24 hours’ notice must be given of all meetings of the CCSU Leadership Team

CSEC

Two or more elected representatives from each CCSU Leadership Team will be expected to attend all meetings of the CSEC

The Student Union President will act as Chair for all meetings of the CSEC; in exceptional circumstances, this responsibility may be delegated by the President

Any full member of the Union or other individual may attend the CSEC meeting and speak with the permission of the meeting

A member of the Trustee Board will be invited at each meeting of the CSEC

Only elected Officers of the Union who are present may vote, unless voting otherwise has been agreed by the meeting

Any member wishing to speak must raise their hand. The President will decide the order of speaking

All items for debate should be submitted to the President one week before the meeting.

All debates will require a simple majority vote from one CCSU Leadership Team to be submitted to the CSEC

An agenda will be circulated to all members of the CSEC as well as the Trustee Board at least one week in advance of the meeting

The President will be responsible for the agenda and publicising the meeting, or for delegating this responsibilityI

In the event of any situation arising not being covered by meeting regulations then the President will rule on the procedure to be adopted. Such ruling will be subject to the approval of the meeting

In the event of the Chair being in conflict or alleged to be in conflict with the item under discussion, the chair should be relinquished for the duration of the item under discussion to the second Student Governor

The agenda of meetings will normally be taken in the following order:

Welcome from the President

Declaration of Interests

Checking minutes of the previous meeting for accuracy

Matters arising from the minutes of the last meeting

Report from the President

Reports from Officers

Information from members of staff/guests

Reports from recent events

Financial Update

Motions

Debates

Any other business

Any motion may be withdrawn with the consent of the meeting

Debates will require a simple majority to be decided

The Chair may not vote other than in instances where the vote is tied, in which case they will have the casting vote

Schedule Four: Finance Regulations

Accounts

There will be a ‘ring-fenced’ College Group budget held in the name of the Union. There will be three signatories to the Corporate Union budget:

The President

The Student Liaison Manager

The Corporate Head of Learner Journey

Payments will be signed off by the President and either the Student Liaison Manager or The Head of Learner Journey

In the case of the President not being over 18, the CSEC will elect a new signatory on behalf of the Student Union President

Funds from the Corporate Union budget may be distributed to Local Union budgets for the use of the CCSU Leadership Team at each site

The Student Liaison Officer at each site will be the signatory for these budgets, and their expenditure may only be approved by a minuted decision of the CCSU Leadership Team

Student Union budgets will be received regularly by the Trustee Board, to demonstrate that proper financial processes and records are being maintained

Funding

The Cornwall College Corporation Board will annually review the identified allocation of sufficient funds to the Union, which in the view of the Board will enable the Union to pursue its aims and objectives effectively

The Union may be funded by other sources of income legitimately received

All reasonable costs relating to the posts of the Student Union President & Student Liaison Manager will be provided by the Student Experience budget. These costs will cover any equipment required for these members of staff to meet their contractual obligations

The costs of maintaining CCSU Leadership Team Offices (outside of necessary general maintenance of College Group property) will come from the CCSU Leadership Team budget, supported where necessary by the Groups’ Student Union budget

The cost of maintaining designated “Common Room” areas (outside of necessary general maintenance of College Group property) will come from the CCSU Leadership Team budget, supported where necessary by the Corporate Student Union budget

A list will be kept of all assets of the Union and their estimated value

The Union financial year will run from the 1st August – 31st July each year

 Financial Requests

Funds will be made available to students and student groups on completion of a Union Financial Request Form. Each financial request will be considered by the CCSU Leadership Team of the site at which it was submitted on an individual basis

There will be an annual limit placed on the funds that may be made available throughout the financial year to students on each site during the Union budgeting process undertaken by the CSEC

There will be a maximum limit of £200 on any financial request except for in exceptional circumstances. In these circumstances, the request must be passed to the CSEC for a final decision

Funds will not be allocated to cover costs that should normally be covered by another College department

Financial Request Forms will only be considered if they have been submitted by a student or group of students of TCCG

Limits on Payments

The President will have the power to authorise expenditure on activities, goods or services up to £200 provided that such expenditure is ratified subsequently by the CSEC

All corporate expenditure over £200 must be approved by the CSEC

The CCSU Leadership Team will have the power to authorise expenditure on activities, goods or services up to £200

All local expenditure over £200 must be authorised by the Student Union President

Contracts

No financial agreement (e.g. a leasing contract) may be entered into which involves a financial commitment beyond the term of office of the President and/or exceeds a total value of £200 unless authority is given by the CSEC

All contracts will have two signatories, who will be the President and either TCCG Head of Learner Journey or the Student Liaison Manager

Budgets and Financial Statements

Budgets will be drawn up for all areas of proposed expenditure to be submitted to the last meeting of the Cornwall College Corporation Board in each academic year. These areas will be determined by the Annual General Meeting of the Union, with advice from the Trustee Board

The President, under the direction of the Trustee Board, will provide the elected members of the Union and TCCG Board with a financial statement once a term

Loan Agreements

No loan agreement may be entered into by the Union

Security and Insurance

The Union will be responsible at all times for maintaining proper security for stock, stores, furniture, equipment, cash etc. under its control

The Trustee Board will inform the elected members of the Union in any case where security is thought to be defective or where it is considered that special security arrangements may be needed

The Union will report to the Trustee Board regularly to demonstrate the ways in which it is ensuring that proper insurance cover is undertaken, including fire risks, theft, damage and loss etc. of property

 Events

All events undertaken or provided by each CCSU Leadership Team must be costed and budgets prepared

Following each event, the CCSU Leadership Team team with support from the President and Student Liaison Officer will draw up a financial report of the event, to include expenditure, income, profit/deficit and any moneys donated to charity

 Expenses to Union Members

Any elected Officer of the Union may receive expenses for costs incurred whilst on Union business

Expenses must be authorised by the Student Union President

Expenses must be claimed in accordance with the College Group’s Expenses Policy, and no costs may be claimed for the purchase of alcohol

 Petty Cash

The petty cash limit will be £25. The Student Liaison Manager will ensure that a record is kept of all advances and expenditure

Donations

The Union will not make donations or affiliation to any organisation outside the aims and objectives of the Union.

Only the net profit from any event may be donated to a charity

Under 18’s

Any elected member of the Union under the age of 18 will not sign any contract or financial agreement authorise any expenditure take responsibility for any budget sign cheques or make any financial decisions

Schedule Five: The Trustee Board

1.             

Appointment of Trustees

1.0            

The Trustees will be made up of the following persons:

1.0.1  The President of the Union, in the case that the Student Union President is under 18, an election will be held at the Annual General Meeting to appoint a replacement Trustee

1.0.2  One Student Trustee, who will also be the Second Student Governor, in the case that the Second Student Governor is under 18, an election will be held at a meeting of the CSEC

1.0.3  Two more student trustees elected from CSEC

1.0.4  One member of TCCG Management Team

1.0.5  One member of TCCG Board

1.0.6  One member drawn from Cornwall College Group Board Councils

1.0.7  Two External Trustees

2.     

External Trustees

2.0            

Two External Trustees will be appointed by a simple majority vote of the Trustee Board

2.1            

Unless their appointment is terminated, External Trustees will remain in office for a term of up to four years commencing on a date determined by the Trustee Board

2.2            

External Trustees may serve a maximum of two terms which may either be consecutive or non-consecutive

2.3            

Before appointment an External Trustee will be subject to a DBS check

3.     

Disqualification, Resignation and Removal of Trustees

3.0            

The office of a Trustee will be vacated if:

3.0.1     he or she becomes prohibited by law from being a charity trustee;

3.0.2     in the case of the President of the Union, he or she ceases to be President of the Union

3.0.3     in the case of the Student Trustee, he or she ceases to be a Student Governor or resigns by notice to the Union Trustee Board in which case another election of a replacement would take place at the next CSEC meeting

3.0.4     in the case of External Trustees he or she resigns by notice to the Union Trustee Board

3.0.5     the Trustees reasonably believe he or she is suffering from mental or physical disorder and is incapable of acting as trustee and they resolve that he or she be removed from office;

3.0.6     he or she fails to attend three consecutive meetings of the Trustee Board and in the opinion of the Trustees there are no mitigating circumstances for that failure and the Trustees therefore resolve that he or she be removed for this reason; or

3.1            

A resolution to remove a Trustee in accordance with clause 3.0 of this schedule will not be passed unless the Trustee concerned has been given at least 14 college days’ notice in writing that the resolution is to be proposed, specifying the circumstances alleged to justify removal from office, and has been afforded a reasonable opportunity of being heard by or making written representations to the Trustee Board

3.2            

If an External Trustee resigns, is disqualified or removed from office, an External Trustee will be appointed to the vacancy in accordance with Clause 2.0 of this schedule

4.     

Powers of the Trustee Board

4.0            

The Trustees’ powers will include but not be limited to responsibility for:

4.0.1  the governance of the Union;

4.0.2  the finance;

4.0.3  The strategy of the Union.

4.1            

The Trustee Board may override any decision and Policy made by the Members or by the CSEC which the Trustees consider (in their absolute discretion):

4.1.1  has or may have financial implications for the Union;

4.1.2  is or may be in breach of, contrary to or otherwise inconsistent with charity or education law or any other legal requirements (including ultra vires);

4.1.3  is not or may not be in the best interests of the Union or all or any of its charitable objects; or

4.1.4  will or may otherwise affect the discharge of any or all of the responsibilities referred to in Clause 4.0 of this Schedule

5.         

Delegation of day-to-day management powers to the Student Union President

5.0            

The day-to-day management of the Union by the President of the Union:

5.0.1 the delegated power will be to manage the Union by implementing the policy and strategy adopted by and within a budget approved by the Trustees and if applicable to advise the Trustees in relation to such policy, strategy and budget;

5.0.2 this constitution will provide the Student Union President with a description of his or her role and the extent of his or her authority;

5.0.3 the Student Union President will report regularly to the Trustees on the activities undertaken in managing the Union and provide them with management accounts sufficient to explain the financial position of the Union;

6.            

Trustees’ meetings

6.0            

The Trustees will hold a minimum of four meetings in any Academic Year.

6.1            

Two Trustees may call a meeting of the Trustees.

6.2            

Trustees meetings will be closed except that individuals may be invited to present to the Trustees

6.3           

A Trustees’ meeting will be called by at least seven college days’ notice unless either:

6.3.1    all the Trustees agree to shorter notice; or

6.3.2    Urgent circumstances require shorter notice.

6.4            

The quorum for Trustees’ meetings will be four and such quorum must include the Student Union President or the Second Student Governor. 

6.5            

The Trustee Board shall elect from their number, a Chair and Vice Chair of the Trustee Board

6.6            

Questions arising at a meeting will be decided by a majority of votes.  In the case of an equality of votes, the Chair will be entitled to a casting vote in addition to any other vote he or she may have

6.7            

A Trustees’ meeting may be held by telephone or by televisual or other electronic or virtual means agreed by resolution of the Trustees in which all participants may communicate simultaneously with all other participants.

6.8            

The Trustees may take a unanimous decision without a Trustees’ meeting by indicating to each other by any means, including without limitation by electronic communication, that they share a common view on a matter.  Such a decision may, but need not, take the form of a resolution in writing, copies of which have been signed by each Trustee or to which each Trustee has otherwise indicated agreement in writing.

6.9            

A Trustees’ resolution which is made in accordance with Clause 6.8 of this schedule will be as valid and effectual as if it had been passed at a meeting of the Trustees duly convened and held, provided the following conditions are complied with:

6.9.1 approval  from each Trustee must be received by one person being either such person as all the Trustees will have nominated in advance for that purpose or such other person as volunteers if necessary (‘the Recipient’), which person may for the avoidance of doubt, be one of the Trustees;

6.9.2 following receipt of response from all of the Trustees, the Recipient will communicate to all of the Trustees by any means whether the resolution has been formally approved by the Trustees in accordance with this Clause;

6.9.3 the date of the decision will be the date of the communication from the Recipient confirming formal approval; and

6.9.4 the Recipient prepares a minute of the decision in accordance with Clause 6.10

6.10         

The Trustees will keep minutes of:

6.10.1   all proceedings at general meetings of the Union and of meetings of the Trustees, and of committees of Trustees, including the names of the Trustees present at each such meeting

6.10.2   all resolutions of the Members and of the Trustees

6.11         

The minutes of Trustee Meetings will normally be considered open and will be available to the Members of the Union on their website, except where those minutes relate to confidential matters, including staff related or disciplinary matters

6.12         

Whenever a matter is to be discussed at a meeting or decided in accordance with Clause 4.1.1 of this schedule and a Trustee has a personal interest in respect of that matter then he or she must:

6.12.1  declare  his or her interest to the Trustees;

6.12.2  remain only for such part of the discussion as in the view of the other Trustees is necessary to inform the debate;

6.12.3  not be counted in the quorum for that part of the meeting

6.12.4  withdraw during the vote and have no vote on the matter

6.13         

If any question arises as to whether a Trustee has an interest, the question will be decided by a majority decision of the other Trustees.

Schedule Six: Role Descriptions

The President, who will be a member of the Executive Committee and a Sabbatical Officer, should:

Be the prime representative of the Students’ Union and seek to involve as many students in the Union as possible

Be the first of two Student Governors

Attend Cornwall College Group Board meetings and other relevant TCCG committees, and report back to the Students’ Union

Provide an annual written report to TCCG Board

Lead delegations to NUS conferences, or delegate this responsibility

Be a signatory of the Union budget

Liaise with TCCG over any matters affecting students

Be responsible for organising & publicising all CSEC meetings, receiving motions and circulating  agendas and minutes

Act reasonably and prudently in all matters, and in the best interests of the Union

Regulate the expenditure of the Union in such a way as to maximise Union activities

Present an update of income and expenditure to each meeting of the CSEC

Ensure that budgets and accounts are submitted to TCCG Board annually

Develop and maintain effective student voice systems, in conjunction with TCCG

CCSU Leadership Team

The Chairperson, Who will be a member of the CCSU Leadership Team should, on their campus:

 Organise and Chair weekly meetings of the CCSU Leadership Team

 Produce, circulate and publish agenda at least 24 hours before each weekly meeting.

 Co-ordinate and support the activities of other members  of the CCSU Leadership Team

 Continually encourage all Members to participate in Union affairs, and promote democracy in all participation

 Attend CSEC and all other relevant meetings as appropriate

 Uphold the constitution, represent student voice on campus and promote the voice of student volunteer teams

The Vice-Chairperson Higher Education, who will be a member of the Leadership Team should, on their site:

 Be deputy to the Chairperson

 Support the Chairperson in their job role

 Co-ordinate HE Student Voice activities with support from SLO

 Uphold the constitution, represent student voice on campus and promote the voice of HE student volunteer teams

 To liaise with the University of Plymouth Students’ Union

 To communicate all University events and opportunities to HE Students

 To be a representative at Campus open events for the Students Union in consultation with the SLO

The Vice-Chairperson Further Education

 Be deputy to the Chairperson

 Support the Chairperson in their job role

Co-ordinate FE Student Voice activities with support from SLO

Uphold the constitution, represent student voice on campus and promote the voice of FE student volunteer teams

To be a representative at Campus open events for the Students Union in consultation with the SLO

Volunteer Teams

2.2.1 The CCSU leadership Team will be responsible for  actively promoting the voice of its membership through student volunteer teams

2.2.2 Volunteer teams will be promoted throughout the academic year to represent the voice of minority groups on campus

Volunteer teams will proactively seek to address equality & diversity issues on campus

Three or more students may set up a volunteer team to address the needs of an interest group

Volunteer Teams will be recruited to represent the following interest groups at Freshers Fairs:

Sustainability

Equality & Diversity

Disabled Students’

Welfare

Parties and events

Schedule Seven: Opting Out

Every student will be able to relinquish their right of membership of the Union

A student who opts out of the Union will not be able to participate in the democratic and decision-making functions of the Union. This includes not being able to stand for any Officer or representative position, including club and society committee members, as contained in the Union Constitution

A Student who opts out of the Union will continue to have the right to attend Union run events and participate in the activities of Clubs and Societies

A student wishing to opt out must indicate this in writing to the Student Union President

A student who has opted out who wishes to become a member of the Union will notify the Student Union President in writing. If the application falls within twenty College days of nominations opening for a Union election, the student will not be eligible to take up the full privileges of membership until the nomination period has closed.

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Cornwall College Students' Union
Student Services
Cornwall College St Austell
PL25 4DJ