qmu policy june 2012
DESCRIPTION
Policy of the Union as of June 2012TRANSCRIPT
Queen Margaret UnionDocument of Board Policy
June 2012
Signed...........................................................
Kirsty Hill
QM UNION PRESIDENT 2011 - 2012
on behalf of the Board of Management.
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Policy I. Vision and Mission Statement A. Mission Statement
The Union is committed to providing an excellent standard of service to its members by responding to student needs, through continuous consultation with its customers and through training and development.
B. Vision
The Union exists to identify, deliver and represent the best interests of its current and prospective members who are registered students of the University of Glasgow.
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Policy II. General A. Interpretation
Whom Failing is used in Policy, Bye-Laws, and the Constitution to mean "where circumstances prevent or preclude the holder of the named position [they] within the Board of Management from performing their duties under this section, those duties shall fall to the holder of the next position listed".
Circumstances that will invoke 'failing' include illness or other incapacity or a conflict of interests. If they are unable to fulfil their duties, they may declare that they are unable to do so, or be declared to be unable to do so by another. This statement of 'failing' must be accepted by the Board of Management at a quorate Board Meeting, whom failing The Executive Committee.
B. Health and Safety
The Health and Safety document shall be an appendix to Board Policy. This document shall be amended by the Health and Safety Committee, and approved by the Board of Management.
"Gunging" events shall not take place within the building.
Upon recommendation of the Executive Committee or General Manager, events which may result in a possible Health and Safety risk within the building shall be referred to the Health and Safety committee for approval.
C. Financial Policy
The Union will endeavour to make a monetary surplus each year to assure its continued existence and to provide funds to reinvest in the Union. All surplus made will be reinvested in the Union to the benefit of its members
The Entertainments Manager should be responsible for the overview of Entertainments spending
D. Northern Services
The Union believes that:
• The future of Northern Services can be maintained by committing to growing the size and purchasing power of the organization
• Growth must be both planned and controlled, and• That an active recruitment should be adopted to maximise growth
opportunities
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The Board support the creation of sabbatical negotiators with a view to employing a professional negotiator when the purchasing group expands to the extent the position becomes economically viable and cost effective.
The Board support, in principle, compulsory purchasing within Northern Services. The preferred option is for each member organisation to agree to purchase a percentage of their products from nominated suppliers. This percentage could vary from member to member and product group. Each member could commit by either product group e.g. pens, confectionary or indeed by dept. volume e.g. percent of shop cost of sales.
Any money paid by Northern Services to the Union, for the work of Negotiators, should be paid in its entirety to the negotiators.
E. Clubs and Societies
If a Club or Society is refused affiliation they will not be reconsidered until the next term.
The Honorary Secretary shall obtain a list of names of people authorised to book committee rooms in the club/society’s name, and their contact details, from clubs and societies upon affiliation. Any non-affiliated group wishing to book a room must detail the meeting purpose, provide contact details ad pay the room hire fee at the time of booking.
The fee for hiring rooms for clubs, societies and groups who are not affiliated to the Union will be £5.00 per hour unless otherwise agreed by the Board of Management or General Manager.
The monies for Room Hire for Clubs and Societies who affiliate late should be waived.
F. Palais Passes
Palais Passes allow free entry to Union events at the discretion of the Executive Committee.
Palais Passes last for a duration agreed by the Board of Management.
All Board Members are automatically given a Palais Pass in reward for a completed term of office on the Board of Management.
All Freshers' Week helpers get a year Palais Pass, as deemed appropriate by the Board of Management.
G. National Union of Students
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The Union shall be against the University of Glasgow SRC joining the NUS.
The Union should actively campaign against the SRC joining the NUS, with funds being allocated at the discretion of the Finance Committee.
H. Students Association
The Union is against the concept of a single students’ representative body or “Students’ Association”.
In the event of a specific proposal of a Students’ Association being presented by the University, an extraordinary meeting of the Board of Management shall be called for the first available date. The meeting shall form a working committee on the subject, if deemed necessary.
The Union will oppose any referendum brought on the topic of a Students’ Association.
I. Recycling
The Union will recycle as much of its waste as is practical and financially viable.
J. Tuition Fees
As the Union actively opposed the introduction of tuition fees for higher education, the Union opposes the introduction of top-up fees and will actively campaign on this as appropriate
K. Joint Student Membership
The Board of Management agree in principle to the Concordat (October 2003) between the University of Glasgow, The Glasgow University Union and the Union with the approval of the Extraordinary General Meeting of the Union held in 2004
L. Fair Trade
The Union will strive to maintain the Fair Trade accreditation of the University of Glasgow.
The conditions are as follows:
Fair Trade food and drink will be served at all meetings hosted by the Union Where a Fair Trade alternative exists to a product already sold in: the Shop, the Food Factory or one of the bars, the Fair Trade alternative will be stocked in addition to, or instead of, the non-Fair Trade option. Where this is not possible, the Union makes a commitment to introduce the Fair Trade alternative if/when it becomes possible.
M. Student Debt
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The Union will not allow Banks or Credit Card providers to commit students to any loan, overdraft or other account on the premises, nor to offer free gift, or other one-off enticement to students to enter into a loan, overdraft or other agreement.
N. Social Responsibility
The Union shall actively encourage its members to be socially responsible.
Where possible, the Union will appeal to members to respect the surrounding area and its residents through signage, online presence and Union Publications.
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Policy III. Board of Management
A. Board Meetings
1. Etiquette
Only refreshments that are provided may be consumed, unless cleared with the Chair.
No shouting or swearing.
All mobile phones should be switched off, unless cleared with the Chair.
All discussions should be through the Chair.
2. Reporting
Reports will be submitted by a time stated by the Honorary Assistant Secretary.
The Executive and Convenors should submit a sederunt of attendees from the committees they convene which should be contained in their reports or in minutes submitted to the Board of Management. Failure to include a sederunt will result in an automatic reprimand.
A reflection of submitted reports should be included in the minutes.
The Board of Management acknowledges all submitted reports without the need to propose and second each report individually.
All errors of spelling, grammar and punctuation in reports and minutes are to be ignored unless they drastically change the meaning in any way with the exception of the names of people.
The Board may request reports from any Board Member or any committee as deemed appropriate.
B. Board Structure
1. Ex-Officio Positions
External representatives should be endorsed by the Board of Management, whom failing the Executive.
2. Staff Representative
In the event of a Staff Representative not being elected, the Board of Management will hold an election as soon as possible.
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3. Job Descriptions
TITLE: Current Student Representative, Convenor or ExecutiveRESPONSIBLE TO: Board of Management and Membership
MAIN RESPONSIBILITIES:
1. Undertake Duty as agreed with the rest of the Board of Management. 2. Implement policy as laid down by the Board of Management. 3. Attend appropriate board and committee meetings. 4. Encourage members to join the Board of Management. 5. When appropriate, submit reports to the Board of Management.
TITLE: ConvenorRESPONSIBLE TO: Executive Committee
MAIN RESPONSIBILITIES:
1. Provide guidance, motivation and training to the Board of Management and their committee (as appropriate)
2. Encourage involvement in the Union by ordinary members3. Attend all Exec-Convenor meetings 4. Ensure the Committee members are actively involved in their
committee through delegation of duties (as appropriate) 5. Submit an Annual General Report to the Annual General Meeting. 6. Prepare a detailed budget submission for approval for the finance
committee as requested. 7. Manage control and evaluate their budget including reporting to
meetings of the Finance Committee. 8. Convene and chair all meetings of committees (as appropriate). 9. Submit reports of committee meetings and other relevant information
to the meetings of the Board of Management.
TITLE: ExecutiveRESPONSIBLE TO: Board of Management and Membership
MAIN RESPONSIBILITIES:
1. Provide guidance, motivation and training to the Board of Management and their committee (as appropriate)
2. Encourage involvement in the Union by ordinary members3. Attend all Exec-Convenor meetings 4. Submit an Annual General Report to the Annual General Meeting 5. Oversee all aspects of Convenorships including authorising expenditure 6. Be a member of the Health and Safety Committees and ensures the
Union complies with the responsibilities of the Employer under current legislation.
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7. Authorise checks and BACS payments for the purchase ledger and wages.
8. Submit reports to the meetings of the Board of Management detailing activities related to their remit.
In addition, each Executive/Convenor position must fulfil a specific remit as outlined below:
TITLE: PresidentRESPONSIBLE TO: Board of Management and Membership
MAIN RESPONSIBILITIES:
1. Represents The union on all public occasions and at social functions and business meetings
2. Convene all meetings of the Board of Management3. Normally take the chair at the General Meetings of the Union4. Act as designated officer in terms of the University code of practice5. Communicate with various external organisations on behalf of the
Union6. Contribute to the planning and control of capital and maintenance
projects7. Generate policy for submission to the Board of Management for
approval8. Provide hands-on management on an occasional basis and in
association with the departmental managers and the general manager9. Liaise with the general manager on a daily basis10. Participate in the recruitment and selection of staff with the General
Manager and Dept. manager where appropriate.11. Convene the Appeal Committee to hear staff appeals in accordance
with the Staff Grievance and Disciplinary procedures.12. Chair the Staffing Committee to discuss all issues relating to staff13. Be a nominated key-holder for the building and second named person
of contact by the alarm company or the police.
TITLE: Honorary SecretaryRESPONSIBLE TO: Board of Management and Membership
MAIN RESPONSIBILITIES:
1. Deal with correspondence with Clubs and Societies on behalf of the Union.
2. Implement Disciplinary Procedures for membership3. Facilitate affiliation and manage relationships of Clubs and Societies4. Process and distribute Life Memberships and Palais Passes as agreed
by the Board of Management5. Set up and maintenance of reciprocal agreements with other student
organisations
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6. Organise the annual election for the position of Staff Representative to the Board of Management.
7. Organise the President's Dinner for the outgoing President 8. Approve room hire arrangements with the administration department 9. Be a member of the Appeal Committee to hear staff appeals in
accordance with the Staff Grievance and Disciplinary procedures. 10. Be a member of the Staffing Committee to discuss all issues relating to
staff 11. Sit as chair of Freshers' Week Committee meetings
TITLE: Honorary Assistant SecretaryRESPONSIBLE TO: Board of Management and Membership
MAIN RESPONSIBILITIES:
1. Organisation the Board of Management elections and taking the role of Assistant Returning Officer where appropriate
2. Preparation and distribution of minutes, agenda and other appropriate paper for the meetings of the Board of Management, Finance Committee and other relevant meetings
3. Distribution and maintenance of Duty Board clothing, Board locker keys, Board Contact Sheets and Board photo sheets.
4. Organisation of Duty Voucher system5. Maintain accurate and up to date copies of the Constitution, Bye-Laws and
Board Policy records 6. Communication between the Board of Management and the Membership 7. Implement disciplinary procedures for members of the Board of
Management8. Be a member of the Appeal Committee to hear staff appeals in accordance
with the Staff Grievance and Disciplinary procedures.9. Be a member of the Staffing Committee to discuss all issues relating to
staff10. Prepare and implement the Duty Rota
TITLE: Events ConvenorRESPONSIBLE TO: Executive Committee
MAIN RESPONSIBILITIES:
1. Liaise with the Events and Publicity Manager to:
a) Establish a trained network of volunteers to help with the execution of special events and clubnights
b) Supplement the staff PR rota with Union volunteersc) Discuss any other relevant issues relating to the Union’s events
2. Act as liaison between the different members of the Board of Management, especially the convenors, on issues of publicity and PR
3. Co-ordinate event information across all necessary areas of the Union
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and ensure they are advertised properly4. Liaise frequently with the University of Glasgow Halls of Residence on
issues of publicity and PR of Union events5. Utilize the Union’s display boards, publications, plasma screens, website
and other PR tools for effective event promotion6. Work with the other Convenors to ensure cross-promotional PR of events
occurs
TITLE: Convenor of the Current Student Representatives (CCSR) ConvenorRESPONSIBLE TO: Executive Committee
MAIN RESPONSIBILITIES:
1. Convene and chair all meetings of Current Student Representative Committee
2. Bring Current Student Representative feedback and items to the meetings of Executive-Convenors and Board of Management
3. Encourage Current Student Representatives to propose agenda items for Board Meetings
4. Facilitate communication between Current Student Representatives and Executive Committee
5. Raise Current Student Representative complaints or grievances to the Executive Committee
6. Identify strengths, weaknesses, training needs and ambitions of each Current Student Representative
7. Assist in the training of all Current Student Representatives and monitor their progress
8. Distribute praise and recognition for work or tasks well done by Current Student Representatives
9. Organise social occasions for the Board of Management (e.g. board nights out)
10. Assist Current Student Representatives in researching, wording and proposing agenda items and Policy to meetings of the Board of Management.
11. Ensure Board Members have access to all resources / privileges they are entitled to, including but not limited to; computer logins, communal stationary and door codes
12. To collate and submit reports of Current Student Representatives to the Board of Management.
13. Organise Question of the Week surveys and produce a report of findings to be submitted at meetings of the Board of Management.
TITLE: Publications ConvenorRESPONSIBLE TO: Executive Committee
MAIN RESPONSIBILITIES:
1. Ensure all Freshers' Week publications are produced in ample time.
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2. Ensure a regular publication for the Membership is produced.3. Ensure sponsorship/advertising revenue for those publications for
which they are responsible is raised.4. Ensure an online presence is maintained and online content is
produced and updated regularly.
TITLE: Social ConvenorRESPONSIBLE TO: Executive Committee
MAIN RESPONSIBILITIES:
1. Organisation and overall responsibility of regular activities to promote relevant social areas of the Union
2. Organisation of extraordinary social events outwith regular activities 3. Provide opportunities for interaction and competition between the
members of the Union4. Organisation of Social Management meetings as required, to assess the
performance of individual social events
TITLE: Support and Services ConvenorRESPONSIBLE TO: Executive Committee
MAIN RESPONSIBILITIES:
1. Support the membership in helping the Board of Management develop services
2. Organise regular fundraising events relevant to the members of the union and liaise with relevant charities to increase involvement with the Union.
3. Liaise with the SRC VP Student Support to organise relevant campaigns to raise awareness of issues important to members of the union.
4. Attend Hillhead Community Council meetings. 5. Attend meetings of the University of Glasgow Fair Trade Steering Group 6. Recommend actions or policy relating to the Union’s ethical standpoint7. Liaise with the Honorary Secretary to organise an annual Clubs and
Societies event8. Facilitate and oversee the Union's debating events.
TITLE: Staff RepresentativeRESPONSIBLE TO: General Manager
MAIN RESPONSIBILITIES:
1. To attend all board meetings 2. To give a staff point of view on any issue that affects or has
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implications for staff. 3. To exercise their vote on all staff matters. 4. To propose any appropriate motion provide it is pre-registered with the
Executive Committee by 5pm on the day of the meeting. This motion must be seconded by any other member of the Board of Management.
5. To voice any point of view on any non-staff matter, in accordance with the Staff Protocol Agreement.
6. To raise any matter affecting staff where no existing procedure applies.
7. To attend and participate fully at Health & Safety Committee meetings.8. To report back to staff, on a regular basis, all issues raised at Board
Meetings or Health & Safety Committee which may affect staff. 9. The Staff Representative may seek advice on any matter from the
General Manager in the first instance.
C. Facilities
While acting on behalf of the Union, volunteers are allowed (at the discretion of the relevant Convenor or an Executive Member) access to the Board Lounge, Convenors' Office and Board Kitchen.
Meetings of the Union should generally be conducted in designated meeting spaces.
All code locks should be changed on a regular basis.
1. Board Room
The Board Room shall be used only for meetings.
Food shall be permitted in the Board Room at the discretion of the chair.
It is the responsibility of the Chair of any meeting held in the Board Room to ensure it is left tidy following the meeting.
2. Convenors’ Office
The Convenors’ Office shall not be used as a social area. Meals should not be consumed in the Convenors’ Office, exceptions may be made at the discretion of the Duty Board, or Convenors.
Any Board Member can reasonably request other Board Members to help clean the Convenors’ Office.
The entry code to the Convenors' Office shall be distributed at the discretion of the Executive and Convenors.
3. Board Lounge
The Executive shall notify the Board of Management 24 hours in advance if
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the Board Flat is to be taken out of use, except in exceptional circumstances.
Any Board Member can reasonably request other Board Members to help clean the Board Flat.
Board Members are allowed guests in the Board Lounge, at the discretion of Duty Board, whom failing the Executive Board Members are responsible for the conduct of their guests.
4. Computers and Information Technology
Computer facilities, including computers and the network, shall not be used for the accessing, distribution, storage or use of illegal or inappropriate materials.
Eating and drinking is not permitted at the computers
D. Duty
1. Definition
The Members of the Board of Management shall undertake Duty to ensure that the Union continues to strive towards our Vision and Mission Statement and to uphold the Constitution, Bye-laws and Policy. To that end, Duty Board Members take responsibility for Customer Care, Health & Safety and the smooth running of events.
Ex-Officio members of the Board of Management can still do duty at the discretion of the Executive Committee.
2. Structure
On all nights of the week during term-time there shall be a minimum of two members of the Board of Management on duty: a Level 1 Duty Board Member and at least one Level 2 Duty Board Member.
The responsibilities of the Level 1 Duty Board Member are:
1. To implement Board Policy, and uphold the Bye-laws and Constitution of the Union.2. customer care and dealing with the complaints, concerns and queries of members and their guests.3. To deal with external organisations when necessary.4. the identification and elimination of Health and Safety risks.5. liaising with the stewards on matters relating to the responsibilities of the Duty Board Members.6. the training and supervision of Level 2 Duty Board Members in the course of their duty.7. to charge members and ban non-members where necessary.8. to act as Fire Officer (where required).
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9. to ensure that the Board Flat and Convenors’ Office are kept tidy and clean, and that all crockery, cutlery and glassware is returned to the correct department before closing.10.to respond to Tannoy and radio calls for Duty Board and attend promptly.11. to perform regular building checks of the Union, including the toilet facilities12. Any other management tasks as required, assisting staff where appropriate, and to maintain a high standard of service and conditions to members.
The responsibilities of the Level 2 Duty Board Member are:
1. to assist the Level 1 Duty Board Member as required 2. the identification and elimination of Health and Safety risks3. to cover Reception when the porter requires a break or visits the night-safe and while the porter carries out the building-check.(i)4. to make or reproduce notices, sign-in sheets etc. and distribute when required.5. to take down unauthorised or expired posters.
Notes on responsibilities:
(i) If the Level 2 Duty Board Member is not fully trained to cover the Reception, Level 1 should do so, however training must be a priority. While there is a Duty Member covering the reception for long periods of time, the other duty board member must be available to handle all other business.
3. Code of Practice
The Duty Board Members may agree between themselves that the Level 2 Duty Board Member may be relieved from part of their duty. This may only happen after the Porters' Break has been covered, and if the evening's events will not see one Duty Board Member occupied in a specific task for a long period of time.
• A Duty Board Member may not be released from duty if the Level 2 Duty Board Member is not fully trained to Level 2.
No Duty Board Member should leave the Building at any time during their duty, unless released from duty under terms of item 1, above, or when absolutely necessary and in agreement with the other Duty Board Member. A suitable interim replacement should be identified if necessary.
Duty Board Members should maintain a respectable and presentable image, an attitude of courtesy, and a dignified, and approachable manner befitting the management of a professional organisation such as the Union at all times in the course of their duty.
In order to ensure that the responsibilities of Duty Board members are met, and that the evening’s events run smoothly, both Duty Board Members should move around all open floors of the building regularly during the course of their duty as well as adhering to the approximate timetable below.
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Board members may not consume alcoholic beverages while on duty.
Notes on Code of Practice: Under Bye-Laws (V), Paragraph K, it is a chargeable offence for a Board Member to:
a. Fail to turn up for, or to fully complete duty. b. Be drunk or under the influence of any illegal substance while
on duty.
4. Approximate Timetable for Duty
By 5pm The Duty Board Member who is to cover the Reception should have an alarm code and both Duty Board Members should be in the building. The Duty Board Members should inform the Porter that they will be that evening's duty Board.
By 6pm (Weekend Duty) Both Duty Board Members should be in the building. The Duty Board Members should inform the Porter that they will be that evenings duty Board. The Duty Board Member should obtain an alarm code by 5pm the preceding Friday.
By 7pm L2 (if trained to do so, and failing whom, L1) should cover the reception. Meanwhile the other Duty Board Member should deal with all other appropriate business.
By 8pm Board Flat and Offices must be tidied, and all crockery, cutlery and glassware should be returned to their correct departments. Rubbish taken out. It is reasonable to request other Board Members for assistance.
After 10pm Duty Board Members may agree that it is reasonable for the Level 2 Duty Board Member to be released from part of their duty. Remaining Duty Board Member should continue to fulfil responsibilities as described above.
At the end of duty the remaining Duty Board Member should contact Reception to ask the night-porter if they need any further assistance and to inform them of any relevant maintenance issues.
5. The Duty Rota
a) The Duty Rota, is to be prepared regularly and in good time by the Honorary Assistant Secretary. b) It should be distributed appropriately and posted in the Offices and Board Flat. c) The Duty Rota should make clear the events of every evening, and the Honorary Assistant Secretary should liaise with the other convenors to that end. d) The Duty Rota should ensure that as much as possible there be one Duty Member of each sex, every evening, and in particular on nights when there are no domestic staff. e) All members of the Executive, Convenors, and members of the Current
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Student Representative Committee are obliged to undertake duty in accordance with the Duty Rota. Only in extenuating circumstances, at the discretion of the Executive Committee, may a member of the Executive, a Convenor, or a member of the Current Student Representative Committee be excused from duty. f) Elect-Members of the Board of Management, Honorary President, Honorary Vice-Presidents and Former Student Members may perform duty at the discretion of the executive committee. g) If for any reason a member of the Board of Management is unable to carry out duty as listed on the rota then they must fill in a swap-sheet, stating clearly the date and level of the duty being swapped, as well as the date and level of any duty being swapped to. The swap-sheet must be signed and dated by both Board Members and handed to a member of the Executive. h) Failure to fill in a swap-sheet when required to do so constitutes a failure to complete duty and is a chargeable offence
7. Expense Allowances
All Duty Board Members completing a duty (i.e. from 5pm till close) are entitled to claim a Duty Meal Voucher (to the value of one main meal and two cans of juice) from the Food Factory, a Duty Drink Voucher (which may be one alcoholic drink, or 3 cans of soft drink) and either a Duty Taxi home or a Duty Second Meal Voucher (to the value of one main meal). A Level 2 Duty Board Member who has been released from duty before midnight may claim neither a Duty Taxi nor a Duty Second Meal Voucher.
E. Training
Ex-Officio members are not required to attend training, but are encouraged to do so.
1. Board Training
All members of the Board of Management are required to be trained in the following areas:
Vision, Mission Statement and Aims of the Union History of the Union Structure of the Union Constitution, Bye-Laws and Policy Board of Management Staff Role of the Finance Committee Licensing Meetings of the Union Staff-Board Protocol Discipline Other Student Bodies & the University
2. Duty Training
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a. Level 2 Training
Before carrying out Duty all Board Members must be trained in the following areas:
• Fire Safety/Evacuation• Health and Safety• Customer Care• Manual Handling• Responsibilities of the Duty Board Members
Further to this training, Level 2 Duty Board Members should receive training 'on the job' from the Level 1 Duty Board Members in the following areas:
• Covering Reception• Basic IT Skills• Radio Training
Level 2 Duty Board Members should be tested on their ability to complete Level 2 duty tasks.
b. Level 1 Training
In order to do Level 1 Duty, a member of the Board of Management should have been deemed competent by the Executive Committee, and completed sufficient Level 2 duties.
In addition, Level 1 Duty Board Members must complete the following training sessions:
Laws Licensing and LegislationDiscipline and Incident ReportingTraining Level 2 Duty BoardDealing with the MediaPR skillsCrisis Management/Trouble ShootingExternal RelationsStewarding & SecurityAdvanced Customer CareBomb ThreatsRefresher course in all aspects of Level 2
Level 1 Duty Board Members should be tested on their ability to complete Level 1 Duty tasks.
3. Convenor Training
Convenors should be trained in the following aspects of their jobs:
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Being a ConvenorFinance TrainingMeeting TrainingIndividual Convenorship ScenariosAction Planning
4. Executive Training
The Executive should be trained in the following aspects of their jobs:
Structure of the UnionStaffingFinancePlanning and Implementation
Further training may be identified by the incumbent Executive.
5. Communications
Members of the Board of Management shall not misrepresent the opinions, policies or other operational concerns of the Union.
Members of the Board of Management should make any complaints about the conduct of other members of the Board through established Disciplinary Policy, in Matters Arising from submitted reports or as an agenda item under confidential business in a meeting of the Board of Management, or through any internal complaints procedure the Board of Management may adopt.
The President, whom failing the Executive Committee, whom failing the Board of Management, shall be the only member of the Board of Management who can approve communications with external media relevant to the Union.
All publications produced by committees of the Union must be approved in their final form by a member of the Executive Committee (whom failing the Board of Management at a meeting of the Board of Management) before going to print.
Publications produced by committees of the Union must clearly state that any opinions expressed within are those of the individual contributors, and do not necessarily reflect the opinions of the Union.
F. Resignations
Any member of the Board of Management wishing to resign their position should provide a written notice. This must be signed by the individual and accepted by a majority of the Executive Committee.
Resignations will be brought before the Board at the next quorate meeting of the Board of Management, where they shall be deemed non-confidential business.
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Policy IV. Committees A. General Structure and Business
1. General
a. Union Events
‘Setting-Up’ and ‘Clearing’ will involve the moving of chairs and tables, general lifting and carrying, and any other jobs that the Entertainments Staff or relevant Convenor consider necessary.
The committee will not be permitted to handle any technical equipment without specific permission or authority from the Entertainments Manager.
Sensible precautions and care should be taken when setting-up and clearing.
A basic dress code will be required. Those not wearing appropriate clothing will not be allowed to set-up events.
The committee, including Board Members, are responsible to the Entertainments Manager. The Entertainments Manager, Executive, Convenor or Duty Board therefore has the power to remove any member of the committee found contravening any Health and Safety rules, making a nuisance of themselves, being persistently late and/or not turning up without any valid reason/24hrs notice.
At the discretion of the relevant convenor, whom failing the executive, no individual directly involved with the hosting, organising or running of a competitive event will be eligible to claim any prize or position in that event. This does not prevent said members from taking part in the competition.
2. Convenor Committees
No reward shall be given to any committee member purely for attendance.
Convenor Committees are to be an open forum for suggestions and ideas, and to provide assistance to the Convenor in their duties.
a. Events
The Events Committee shall generate ideas relating to the Events provision in the Union, and assist the Events Convenor in their role.
b. Publications
The Publications Committee shall contribute and create ideas and material
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for the magazine, handbook and any other relevant documents.
c. Social
The Social Committee shall assist the Convenor in the organisation of the weekly events, and contribute ideas for future development.
d. Support and Services
The Support and Services Committee shall coordinate campaigns on student welfare issues, c-card, debates, the ethical standpoint of the Union, and any other similar matter.
2. Staff-Student Committees
The Staff-Student Committees are a designated space in the busy schedules of management to allow for discussion and evaluation of services.
a. Social Managers
i. Role of the Committee:
• To provide a forum for students and staff to discuss the running of the Union’s bar, and work together on ideas for improvement
• To evaluate current promotions and develop new promotion ideas
• To recommend surveys and to evaluate survey results and consumption statistics
• To discuss capital expenditure projects relating to Bars.• To provide feedback on bar sales relating to events• To provide feedback on the success of events
ii. Quoracy
These meetings will have a minimum attendance of three (3), one of whom must be the Social Convenor, another must be the Departmental Manager.
b. Freshers’ Week
i. Role of the Committee
• The committee shall be responsible for the provision of a Freshers’ Week programme that is representative of the Union.
• The committee shall evaluate previous Freshers’ Weeks and seek means of improvement.
• The committee shall prepare a detailed budget for approval by the Finance Committee.
• The committee shall monitor expenditure related to Freshers’
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Week.• The committee shall provide, where possible, additional
revenue streams through advertising, sponsorship, etcetera.• The committee shall create and maintain an Action Plan and
Schedule for Freshers’ Week and its components.• The committee shall provide for the recruitment and training of
volunteers/helpers as required.
ii. Chair and Representation
1. The Honorary Secretary, whom failing the President, shall normally Chair the Freshers’ Week Committee
2. The Representatives to the Cross-Campus Freshers’ Week Committee shall be the President and the Chair of the Committee
3. A member of the Committee shall be nominated as point of contact for volunteers/helpers if required
iii. Standard Agenda
1. Minutes of the Last Meeting2. Matters Arising3. Feedback from Cross-Campus Freshers’ Week Committee4. Updates and changes to the Freshers’ Week Schedule/Action
Plan5. Expenditure6. Any other agenda items
iv. Quorum
Quorum shall be defined in the Bye-Laws
c. Health and Safety
i. Role of the Committee
• To discuss accident and notable disease statistics and trends• To examine safety audits• To discuss information and reports provided by enforcement
authority inspectors, e.g. Environmental Health• To discuss reports from appointed safety representatives• To develop, introduce and monitor safety rules and systems• To evaluate the effectiveness of safety training• To evaluate the adequacy of Health and Safety communication
and publicity in the workplace.
ii. Standard Agenda
1. Minutes of the Last Meeting2. Matters Arising
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3. Safety Representatives Report4. Training5. Accident Books6. AOCB
iii. Quoracy
These meetings will have a minimum attendance of four (4) one of whom must be an Executive Member, another must be the Health and Safety Officer (i.e. General Manager)
3. Other Committees
a. Current Student Representatives
The Current Student Representative Committee will endeavour to collect and collate the views of the Current Student Representatives and general Members of the Union, further the presence of the Board of Management within the Union, and work towards fulfilling the Vision and Mission Statements.
b. Constitution, Bye-Laws and Policy (CBP) Committee
i. Role of the Committee
• The CBP Committee shall be an invitation only committee. All members of the Board of Management shall have a standing invite. The chair shall issue invitations. The Board of Management can mandate the chair to issue an invitation.
• To provide a forum, outside the Board Meeting, for the in-depth discussion of new ideas and issues that require an amendment to the Bye-Laws or Policy To review the Constitution, Bye-Laws and Policy on a regular basis, and make recommendations for amendments to the Board of Management, or General Meetings.
• To provide a forum at which Board Members can learn more about the working of CBP, and therefore the functioning of the Union.
ii. Standard Agenda
Sederunt
1. Minutes of the Last Meeting2. Matters Arising3. Review of Current Recommendations4. New Issues5. Work-In-Progress6. AOCB
iii. Quoracy
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These meetings will have a minimum attendance of three (3) one of whom must be an Executive Member.
B. Attendance Requirements for Board Members
All Current Student Representatives are expected to attend all meetings of the Current Student Representative Committee.
All Current Student Representatives are expected to attend three Convenor Committees or Staff-Student Meetings a fortnight. Additional meetings that may count towards this quota include:
CBP Committee
Any other committee called by the Executive
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Policy V. Discipline A. General
(a) No part of this Policy shall prevent, preclude, or prohibit Civil or Criminal Action resulting from an incident that has been reported.
(b) Where this Policy refers to Days it shall be read as Working Days. Where this Policy refers to Months it shall be read as Calendar Months.
(c) In this policy:
I."First Offender" is someone against whom no charges have been found to be correct. "Second Offender" is someone against whom the specific charge under consideration has been found to be correct on one previous occasion. "Repeat Offender" is someone against whom the specific charge under consideration has been found to be correct on more than one occasion. "Previous Offender" is someone against whom any charges have been found to be correct on a previous occasion.
II. "Punishment" shall refer to the punishment recommended to the current Disciplinary Hearing "Previous Punishment" shall refer to any punishments that have been levied against the chargee
III. "Convenor" shall refer to the appropriate member of the Board of Management, whether the form of the Disciplinary Proceedings is a Summary Charge or a Disciplinary Hearing, and as further defined and developed within Bye-Laws (V) Discipline. The default Convenor is the Honorary Secretary: whom failing the Honorary Assistant Secretary, whom failing any standing convenor, the President, the Honorary President or either Honorary Vice President (after ratification by the Executive Committee or Board of Management). "Committee" shall refer to those assembled as part of a Disciplinary Hearing, or, in the case of a Summary Charge, the appropriate Convenor, and as further defined and developed within Bye-Laws (V) Discipline. "Chargee" and "Reporter" are as developed in Bye-Laws (V) Discipline.
B. The Discipline Archive
a) The Discipline Archive shall be kept by the Honorary Secretary: whom failing as A. (c) 3 above.
b) All parts of the Discipline Archive are confidential, unless explicitly stated otherwise.
c) The Discipline Archive shall include: a record of all Members subject to Disciplinary Proceedings; a record of the decisions of Disciplinary Proceedings; copies of the minutes, notes, and correspondence of Disciplinary Proceedings; a record of all Disciplinary Proceedings pending against any Member; a record of all Members currently subject to Censure or Ban; a record of all non-Members currently subject to Censure or Ban.
d) For the purposes of consideration by Disciplinary Hearings, the Discipline Archive shall also include:
I.A record of each Member who has been subject to Disciplinary
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Proceedings where a Charge has been found to be correct, including; the nature of the Charges; the imposed punishments; the rationale for any punishment(s) that departed from guidelines or precedent. This may only be considered by a Disciplinary Hearing for a Member who has had Charges against them found to be correct, and may only be used to assist in determining the appropriate punishment. II. A record of each Member who has Disciplinary Proceedings pending against them. This may only be considered by the appropriate Convenor (as outlined in Bye-Laws Section (V) Discipline A.f.) to assist them in scheduling any Hearings as may be required, and should also be used to determine if Hearings for multiple incidents can be combined. III. A record of Charges that have been found to be correct. This should include the nature of the punishments imposed, and the rationale for any punishment(s) that departed from guidelines or precedent. This must not include the identity of any individual charged, nor any detail that may allow the identification of parties involved. This record shall be made available to Disciplinary Hearings to assist them in determining the appropriate punishment if a Charge is found to be correct. This record may also be made available to Members of the Union with the consent of the Executive, whom failing The Board of Management. IV. A record of all Members currently subject to Censure or Ban, in order to determine or support a Charge of Violating a Ban.
e) After a stage of Disciplinary Proceedings has been completed (as outlined in Bye-Laws (V) Discipline) the Discipline Archive and the attendant volumes (as outlined in B.d. above) shall be updated by the appropriate Keeper.
C. Punishments
a) There are three basic categories of Punishment: Reprimand, Censure, and Ban.
I. A Reprimand is a notice of dissatisfaction. A Reprimand should remind the Chargee that their conduct has fallen below the standards expected of a Member of the Union, and that if they are subsequently subject to Disciplinary Proceedings this offence may increase the punishment they will receive.
II. A Censure is a limitation of the Member's ability to access the building. A Member subject to Censure will not be permitted to access the building for a period of five (5), ten (10), or fifteen (15) days.
III. A Ban is a further limitation of the Member's ability to access the building. A Member who is subject to a Ban will not be permitted to access the building for a period of months, or until a particular condition has been met.
a) A Short-Term Ban shall last for a period of one (1), two (2), or three (3) month(s)
b) A Long-Term Ban shall last for a period of six (6), twelve (12), or eighteen (18) months
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c) An Underage Ban shall last until the Member has attained eighteen (18) years of age, ie upon the Member's eighteenth (18th) birthday
d) A Conditional Ban shall last until a condition, such as the receipt of an apology or the payment of damages has been made.
e) A Life Ban shall mean an individual will forever be denied access to the building, with the exception of attendance at some part of the Appeal Process as outlined in Bye-Laws (V) Discipline
b) A Disciplinary Hearing may also request restitution from an offender, in the form of an Apology, a Fine, or by requiring some other Remedial Action.
I. Where a Charge of Breach of the Peace, Breach of Policy, Obstruction of a Board Member or Reckless Damage is found to be correct and;
a) The Charge relates to conduct directed specifically against a person or group of persons; or has harmed a specific person or group of persons (rather than people at large); and
b) The Hearing believes that the offence was committed out of character, or due to a lack of judgement, or otherwise due to circumstances which may not be repeated; and
c) The Chargee has expressed regret which appears to be sincere; andd) The Chargee is one for which the recommended punishment is no greater
than a Censure; ande) The Chargee is willing to make a written apology to those affected.
The Committee shall instead require the Chargee to make a written apology, with a copy to be sent to the Convenor. The apology should be made within five (5) days of the Committee's decision. The Committee shall determine a punishment to be imposed in the event that the apology is not given or is otherwise unacceptable. A Chargee who does not agree to make an apology should be punished as normal. A Chargee who does agree to make an apology and then refuses to do so, or does so in a manner which gives further offence may be subject to further Disciplinary Proceedings for a Breach of Policy, or Obstruction of a Board member, or similar.
II. Where a Charge of Theft or Damage is found to be correct;
a) The Convenor or Committee shall estimate the value of the item(s) stolen, or of the damage caused. An inaccurate estimation may constitute an Unreasonable Conclusion and serve as grounds for appeal under Bye-Laws (V) Discipline Paragraph F.c.III., and the Convenor, Committee, and Reporter are all advised to ensure any estimates are carefully explained.
b) Punishment shall be imposed as outlined in Section Four of this Policy Guidelines, with the addition of a Fine up to the amount which the victim (including the Union if it is the victim) has lost. The Convenor should determine with the Chargee a reasonable schedule for the payment of the fine, and a failure to follow that schedule may result in further Disciplinary Proceedings for a Breach of Policy or similar.
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c) The Committee may require Remedial Action from the Chargee instead of a Fine, be it the return of an item stolen, or some other work that the Committee feels is an appropriate punishment. Failure to perform Remedial Action may result in further Disciplinary Proceedings for a Breach of Policy, or Obstruction of a Board Member, or similar.
d) Where the Charge is Reckless Damage rather than Intentional Damage, it is recommended that the Committee impose punishment from the lower end of the scales outlined in Paragraph C.a. Punishments and Paragraph D. Guidelines.
e) Where a Fine or request for Remedial Action has been made, the Committee may substitute a Conditional Ban as outlined in Paragraph C.a.III.d. above
f) In the case of the Charge of Aiding Another in an Offence the recommended punishment shall be the punishment for the Offence that was assisted.
g) In the event that the period of an Underage Ban would be less than a period of one month, a Short-Term Ban will be recommended instead.
D. Guidelines
a) Where Charges against a member have been found to be correct, the Disciplinary Committee shall follow the guidelines for punishment as outlined in Paragraph C, unless:
I. Such a punishment is unduly harsh or lenient;II. Such a punishment is unsuitable; orIII. There is an alternative punishment which the Disciplinary Hearing feels is particularly appropriate to the circumstances.
b) In addition to the guidelines outlined in Paragraph C, the Disciplinary Hearing is advised to consider previous decisions as precedent for the appropriate level of punishment where the material circumstances are the same.
c) Where the Disciplinary Committee does not follow the guidelines the reasons for this decision should be added to the Discipline Archive, as outlined in Paragraph B.
d) Where the Guidelines have not been followed, and after any appeal has been decided, the decision may be reported to the Board of Management by the Convenor. The Board may: amend policy to incorporate the reasoning into these Guidelines; remove the decision from the Discipline Archive to free future Disciplinary Proceedings from adherence to this specific precedent; or the Board may decide not to amend the policy and simply have future Disciplinary
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Committees refer to the previous decision.
e) Where Disciplinary Proceedings result in more than one Charge against an individual being found to be Correct, the Punishment recommended shall be:
I. The sum of any fines recommended for each Charge found correct;II. Such Remedial Action (under Para. C.b.II above) or Apologies (under
Paragraph C.b.I above) as required in respect of individual Charges;III. A Censure, if two or more Reprimands are found to be correctIV. The higher value of any recommended Censure or Ban (as Paragraph
C.a above) for the other Charges; save that
f) In the event that the period of an Underage Ban would be less than a period of one month, a Short-Term Ban will be recommended instead.
g) In the case of Previous Offenders the Disciplinary Committee, in the interests of fairness and rehabilitation, are not recommended any increase in the Punishment outlined in this Policy other than that required by the situation.
h) This table outlines the Recommended Punishment for Charges that have been found to be correct. This table should be considered in conjunction with any other guidelines or recommendations made elsewhere in this Policy.
Table of Charges (as Bye-Laws (V) Discipline)General First Offender Second Offender Repeat Offender Aiding Another in an Offence As Specific Offence As Specific Offence As Specific Offence Assault Short-Term Ban Long-Term Ban LIFE BANBreach of the Peace Reprimand Censure Short-Term BanBreach of Policy Reprimand Censure Short-Term BanIllegal Entry Censure Short-Term Ban Long-Term BanObstruction of a Board Member Reprimand Censure Short-Term Ban
Violating a Ban
Original Ban and a consecutive Short-Term Ban
Original Ban and a Consecutive Long-Term Ban LIFE BAN
Violating a Censure
Original Censure and a Consecutive Censure
Original Censure and a Consecutive Short-Term Ban
Original Censure and a Consecutive Long-Term Ban
Damage, Reckless Damage, & Theft First Offender Second Offender Repeat OffenderLess than £10 Reprimand Censure CensureAbove £10; Less than £50 Censure Short-Term Ban Long-Term BanAbove £50; Less than £100 Short-Term Ban Short-Term Ban Long-Term BanAbove £100; Less than £500 Long-Term Ban Long-Term Ban LIFE BANAbove £500 Long-Term Ban LIFE BAN LIFE BAN Endangering the License First Offender Second Offender Repeat OffenderPossession of Drugs: Class A LIFE BAN LIFE BAN LIFE BAN
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Possession of Drugs: Other Long-Term Ban Long-Term Ban LIFE BANSmoking In a Controlled Area Censure Short-Term Ban Long-Term BanUnderage Drinking Censure Underage Ban Underage Ban
(appendix)
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E. Application to Board Members
This does not apply to Board Members charged with offences, except where the matter is referred to an ordinary Disciplinary Proceeding. However this does not stop a Disciplinary Committee considering charges against a Board Member from using this policy to assist them in arriving at a decision.
The Honorary Secretary shall maintain a list of members pending disciplinary at the Porters’ Box. This list shall be confidential and for the consultation of the Level 1 (or Level 2, if there is no Level 1) Duty Board Member only. The list will consist of names, matric numbers, date of hearing and whether the individual may use the building pending his hearing.
Anyone found to be maliciously setting off the Fire Alarm should be reported to the police.
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Policy VI. Staff
A. Staff Board Protocol
1. Introduction
Central to the resources of the Union are the employed staff who provide continuity, professional advice, managerial expertise and the day-to-day operation and implementation of policy. It should be recognised that since staff members do not have a right of reply the need for a working protocol is clear. The purpose of this Staff Protocol Agreement is to clarify the relationships between students, their elected representatives and staff. There should be a mutual respect between Board Members and the Staff.
This Agreement should not be altered or amended in any way unless by mutual agreement between the General Manager, Trade Union and a two-thirds majority vote of the Board of Management.
This Agreement does not affect the employees’ rights under the Discipline and Grievance Procedure of the Union.
The General Manager will ensure that each member of staff and the Board of Management is issued with a copy of this Agreement.
2. The Staffing Committee
It shall be the responsibility of the Staffing Committee, as a subcommittee of the Board of Management to deal with all staffing. Only the Union’s Staffing Committee may discuss staff matters and these discussions shall be confidential to those present.
The Staffing Committee shall consist of:
i) The Executive Committeeii) The General Manager
No member of staff shall be present at a meeting of the Staffing Committee during such discussions. The General Manager is the exception to the rule unless she/he is the subject of discussion.
The Trade Union representative shall be invited to sit with this committee as circumstances dictate.
The General Manager is an employee of the Union who shall represent the employers in all staff matters save that she/he shall not have delegated power to act unilaterally on matters such as regulating terms and conditions of employment and fixing salaries.
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All appointments should be endorsed by the Executive Committee and all new posts agreed in principle before the selection process starts.
3. Responsibilities of Staff
The Board of Management is collectively the employing committee of the Union and it should be noted that:
• Staff members are responsible to the Union through the Board of Management, with the President being the Executive officer with overall responsibility for staffing matters.
• The Executive Committee is responsible for the day to day work of the Union and for carrying out mandates. The staff members are employed to assist that work.
Staff should not be involved with Union elections, with the exception of administrative duties at the request of the Returning Officer. The General Manager is the designated senior staff member with responsibility for servicing and attending committees of the Union as requested by Executive committee.
Staff may not exercise a vote in any meeting organised under the auspices of the Constitution of the Union, with the exception of the Staff Representative.
Staff members may advise elected officers on any matter that is within their area of work but shall not seek in any other way to influence the policy-making process.
Staff may not take part in public discussion of Union policy, nor give public expression to views contrary to the policies of the Union.
No member of staff may make public observations about the ability of elected or permanent officers (this shall include candidates for elected office) other than through the procedures laid down within the Discipline and Grievance Procedures.
Staff shall not comment to representatives of the media except with the explicit permission of the President.
4. Responsibilities of the Union
Elected officers of the Union share a collective and individual responsibility to ensure that under no circumstances shall discussion take place of matters relating to the responsibilities, conditions of employment, performance or conduct of members of staff other than at a meeting of the Staffing Committee.
Staff may not be the subject of, or quoted in, any articles, correspondence or similar publications produced under the auspices of the Union, without prior permission of that member of staff, the General Manager and the President.
Courtesy and respect between Board Members and Staff is expected at all times.
5. Student Staff
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Students who become employees of the Union may not stand for election nor be office holders at any level in the Union whilst they are employed by the Union, with the exception of the positions of Staff Representative and Ex-Officio.
Students employed as staff of the Union are not precluded from enjoying the same rights of membership of the Union including participation in Union meetings, and the right to actively support a particular candidate for election, with the following exceptions:
1. The staff member may not voice opinions on candidates or the election during their working hours, and not whilst in their staff uniform.
2. The member of staff is not permitted to work during polling hours, if they campaign on behalf of a candidate
Student staff members are precluded from raising any matters in relation to their employment with the Union in any public forum or meeting.
6. Complaints Procedures
Comments and complaints must be pursued through the appropriate procedures.
Staff may raise complaints or grievances about their employment through the line management structure, and have recourse to the Grievances Procedure of the Union. The General Manager shall raise the matter with the President. The complaint shall be investigated and the General Manager shall report back to the member of staff within 10 working days.
Board Members will pursue any complaints or comments regarding management or staff with the President, who will liaise with the General Manager to resolve the issue.
Students and users of the Union facilities who have cause to comment on staffing matters should contact the President, who will liaise with the General Manager to resolve the issue.
B. Staff Handbook
The Staff Handbook shall be an appendix to Board Policy. It shall be amended by the Staffing Committee, and brought to the Board of Management for approval.
C. Staff Access to the Union
The Board of Management will allow members of staff, both students and non-students, full access to the facilities (excepting the off-sales which will remain for the use of members only by law), of the Union as guests of the Board of Management.
Such access will be subject to each member of staff’s individual prior written acceptance that the terms and conditions of employment will apply to any period of access outside working hours. Included in these conditions shall be Management’s right of disciplinary action in the event of staff misconduct, which in extreme
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circumstances may result in staff dismissal. Members of Staff who do make this acceptance will not be given any access to the building or its facilities outside of working hours.
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Policy VII. Operations A. Opening Conditions
The following opening times shall be adhered to by the Union in the Arts term unless public notice is given at least two working days in advance of the date of proposed changes;
Monday 8am - 1amTuesday 8am - 2amWednesday 8am - 1amThursday 8am - 1amFriday 8am - 2amSaturday 8am - 1amSunday 8am - 1am
The Union may be closed on seven (7) days notice being given.
Any room within the Union may be closed on one (1) days notice being given
NB -These are the general opening hours of the building. Different departments within the building will have their own opening times which should be displayed in the foyer
Each department is responsible for advertising any closure of the department out-with the normal hours that are laid down by the Board of Management. If a department’s activities cause a closure or restriction of any non-departmental area normally open to members, it is their responsibility to advertise this closure. Two (2) days notice must be given. Closure of facilities is only by agreement of the Executive.
B. Event Operation
All guests must be ID'd on their way in.
Entry to the premises is prohibited to under eighteens who are not members of the Union.
The Union will impose a curfew of one hour before the time of closing, unless decided otherwise by the Board of Management and advertised.
To submit any dates for which events may be required to continue after licensing hours to the Board of Management in advance of the event.
No functions may be booked, in the union, which will clash with any regular event, without the express permission of the Board of Management.
C. Search Policy
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The Union reserves the right to search all persons entering these premises.
Any person refusing to be searched will not be permitted entry to the Union.
D. Sign-In Policy
All students with a valid student card, from an institution with whom the Union has a reciprocal agreement with, shall be entitled to sign-in 4 guests, who must have valid ID. Unstamped GU matriculation card holders, after week 5 of term 1, must be signed-in by another student. Members prices can only be given on production of a valid membership card.
Anyone with a valid student card from an institution the Union has a reciprocal agreement with, need not sign in.
E. Smoking Policy
When a patron is seen smoking a cigarette, they will be asked to extinguish it. They shall be informed that if they do not they will be asked to leave. If they fail to comply, they will be removed from the building, and may be reported to a Disciplinary Committee.
F. Illegal Substances Policy
Illegal substances are not permitted on Union premises
Illegal substances found on the premises or in the possession of a person attempting to enter the premises will be categorized under one of the following categories:
1. Those for personal use.2. Those for supply to other people.
Level 1 Duty Board, whom failing Level 2 Duty Board or a member of the Executive where Duty is not being performed, will be responsible for the categorization of illegal substance, according to the advice of police training.
Any person found in possession of an illegal substance as defined in category 1 should have the substance confiscated and be removed from the premises immediately.
If a person on Union premises or attempting to enter Union premises is found in possession of an illegal substance as defined in category 2, Level 1 Duty Board, whom failing Level 2 Duty Board or a member of the Executive where Duty is not being performed should contact the police and the person should be detained on the premises until they arrive, if safe to do so.
Illegal substances discovered not in possession of a person, as well as confiscated illegal substances should be sealed in an envelope, labeled with the time, date and confiscators details and put in a secure location.
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If the police have not already been notified, they should be in order to collect the substance. This should be done by Level 1 Duty Board, whom failing Level 2 Duty Board or a member of the Executive where Duty is not being performed.
Nothing in this statement precludes action being taken under the Union's internal disciplinary procedures.
G. Bars
Bottled beer will be served in the bottle at all times, apart from immediately prior to bands/major acts and any other time the duty board members feel it would be unsafe to do so.
In the absence of the Level 1 Duty Board Member, the decision to close, open or keep open a bar of the Union should be made by a competent member of the Executive Committee present in the building.
The Board Member concerned shall then write a report stating the date, time and reasons for the decision. Copies of this report should be handed to the General Manager, the Bar Manager and the President of the Union.
If the Executive Committee decides that any bar closure is inappropriate, the board member responsible receives immediate censure discipline, to be ratified at the next board meeting.
That in order to improve quality of service and appeal to wider customer base, Jim’s Bar should, in addition to stocking budget beverages, also offer at least one premium alternative, wherever possible.
Last orders in Jim’s Bar should be signalled by a bell and/or call at no more than ten minutes before the bar closes. Lights should only be raised when the bar has closed.
H. Shop and Catering
Food purchased from establishments outwith the Union should not be eaten in any catering area of the Union during its operating hours.
I. Off-Sales
Any member found consuming off-sales in the building will be ejected from the building immediately and required to pay a twenty pound fine. Failure to pay the twenty pound fine will result in disciplinary action and the Executive Committee will impose an interim ban from the building pending the outcome of any disciplinary hearing.
J. Lost Property
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All Lost property shall be recorded at Reception, with records including:
• Description/Brand of the item
• Location of found item
• Time and date item found
• Who the item was found by
The record should be signed by the staff or board member receiving the item.
Lost property which has been held for a minimum of three weeks shall be forwarded into police custody by arrangement of the Executive or General Manager.
K. Weapons Policy
Dangerous weapons are not permitted on Union premises.
A dangerous weapon is any item deemed to be so by Union staff, contracted security personnel or Duty Board, whom failing a member of the Executive.
Weapons found on the premises should be sealed in a suitable container labeled with the time, date, details of the person who found it and where it was found.It should be temporarily stored in a secure location and the police be alerted by Level 1 Duty Board, whom failing a member of the executive.
Should a person on the premises or attempting to enter the premises be found in possession of a weapon, the weapon should be confiscated and stored temporarily in a secure location and Level 1 Duty Board should alert the police. The person found in possession of the weapon should be detained until their arrival if safe to do so.
On advice of the police, the weapon can then be moved to the night safe or another suitable location until such time as it can be collected.
L. Gigs on Tuesdays and Fridays
No gig Shall be booked on a Tuesday or a Friday unless approved by the Executive, the Events Convenor, Events and Publicity Manager and General Manager.
Gigs may only be booked in Qudos on Tuesdays or Fridays if the following conditions are met:
• Gig PA is set-up so that its removal will not prevent the stage from being set-up for any clubnight.
• The gig adheres to a pre-arranged and strict curfew of no later than 10:15pm.
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• Suitable numbers of crew, entertainments staff and domestic staff are provided to clear out the gig as quickly as possible.
• The gig is loaded-out in such a way as to allow re-admission of patrons to Qudos as quickly as possible after the end of the show with or without music, so that no members will be expected to queue outside.
• No gig should be allowed to cause the club night to start any later than 11pm.
Wherever possible, these hall-hires should be negotiated so that the gig PA is left in Qudos until close to minimise any delay to the start off he club nights.
Wherever possible, patrons are given due notice that the club nights will be starting late.
Wherever possible, patrons who arrive before 10pm but are made to queue outside because the club night suffers a delay directly due to a gig should not be charged for entry.
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Policy VIII. Posters, Publicity and Signage
It will be the responsibility of the Entertainments staff to take down posters and notices on the night of an event, should this be necessary. Any posters removed will be given to the Level 2 Duty Board Member. It will be the responsibility of the Level 2 Duty Board Member to sort through the posters and notices, discarding any that are out of date. The posters will then be left for the Level 2 Duty Board Member on the next night, who will replace the posters on walls and notice boards.
Pubs, Clubs and other competitors cannot advertise in our building, handbook, diary or any other publicity that is produced.
Offensive posters may be removed at the discretion of a member of the board of management.
A. Postering
Only official posters of the Union may be displayed on the front doors of the Union.
A maximum of one (1) poster per notice board (per event) will be permitted. Posters for display (with the exception of Union posters) may not exceed a size equivalent to A.3.
All posters for display in the Union save those which are official University or Union posters must be signed by the Executive/ members of the Board of Management or Porters.
Any social event of an affiliated Club or Society may be advertised within the Union at the discretion of the Executive of the Union.
No poster which contravenes current Union policy may be displayed within the Union.
No posters which advertise clubs or concerts out with the Union may be affixed to Union property.
Official Union Publicity may be placed on notice board or wall, provided they do not constitute a danger to either members or staff.
Any unauthorised poster on any notice board will be removed and destroyed.
The use of sellotape or masking tape on walls within the Union is expressly forbidden. Any individual who fails to comply with this regulation may be subject to disciplinary action.
Band merchandising units at gigs are also forbidden from using masking tape (or "gaffa" tape) on walls for T-shirts etc. It is the Duty Board Member's responsibility to ensure this is enforced.
B. Leafleting
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Union run events and Campaigns have a right to distribute leaflets anywhere in the the Union.
Affiliated clubs or societies may distribute leaflets on the second floor, so long as any event mentioned does not clash with any Union run event.
Non-affiliated societies or individuals may only distribute leaflets on the second floor if they have received written permission from a member of the Executive. This letter is valid for one day only and to be produced on demand.
No competing venue or event may distribute flyers within the Union; this is inclusive of the ramp or front steps.
No stickers are permitted to be affixed to walls, nor any surfaces within the Union, including the Ramp.
Newspapers are not to be sold on the second floor.
For the advertising of externally promoted events (non-Union, i.e. gigs, hall-hire etc.) no more than a quarter of the overall available space is to be used in the Jim’s Bar notice-boards.
C. Standardised Logo
The standard logo for all Union publicity is:
(appendix)
The Executive Committee will ensure the logo is available in a number of formats for use by the Board of Management and Staff Members.
The logo may be used in any colour, provided ‘union’ is a 70% tint of the colour used for ‘QM’.
The logo should never be made smaller than 2.5cm wide x 1.25cm high.
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