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DRAFT Laws for Consultation

Draft Laws

In 2024, the student body voted in a referendum to approve the Democracy Review which gave the Union the mandate to begin changing the democratic structures of the Students' Association. The following draft laws are the newly formatted rules and regulations of the Students' Association. These new laws will be presented at the All-Student Forum (formerly known as Student Representative Council) for consultation and approval from the student body. 

If you would like to get in touch and join the working group to further review and enact the recommendations from the All-Student Forum, please contact Elise Bateman, Head of Student Engagement at ehb20@. 

Preface

The Laws of the Students’ Association work alongside and in conjunction with the:

  • Students’ Association Constitution, which outlines the purpose of the Association and the remit of its Board of Trustees.
  • Standing Orders of the Association, which describes how forums, forum execs, and the all-student forum should function
  • Standing Orders for Networks and Societies, which describes the structure and function of both groups
  • Officer Code of Conduct, which lays out the regulations governing officers and how they discharge their duties
  • Disciplinary Policy, which defines the Disciplinary procedures for all members of the Association.

 

Abbreviations:

In these Laws and other Association documents the following abbreviations are used:

  • Association: University of St Andrews Students’ Association
  • The Union: University of St Andrews Students’ Association
  • University: University of St Andrews
  • SAB: Students’ Association Board
  • UEC: Union Executive Committee
  • ASF: All-Student Forum
  • PresEd: President of Education
  • PresOpps: President of Student Opportunities
  • PresAffs: President of Union Affairs
  • PresWell: President of Wellbeing and Community
  • AU: Athletic Union
  • AGM: Annual General Meeting

 

Definitions

In camera: discussion in private by members and invited attendees only.

Any “public gallery” of the meeting shall be closed and the public required to withdraw until the private business has been concluded.

Minutes of such private sessions shall be restricted and not publicly available or circulated amongst members or others.

The approval and adoption or otherwise of such minutes shall be done by the body at its next meeting, only after having moved into private session.

Non-voting member: a member of a given committee who only has speaking rights.

Administrator: the member of staff responsible for the administration of the Association.

Elected Officer: Officers elected to their role through an election or by co-option.

Appointed Officer: Officers appointed to their roles by interview.

 

Interpretations

The following interpretations apply:

Semester one: first semester of academic year, from September to December.

Semester two: second semester of academic year, from January to May.

Summer term: the time between academic terms, from May to August.

 

Ambiguity

Authority for the clarification of ambiguity within these Laws shall lie with the President of Union Affairs with consultation from the SAEC.

 

1. Membership of Students’ Association

  1. Categories of membership

    1. There shall be three categories of members of the Association, namely:
    1. Ordinary Members
    2. Associate Members
    3. Honorary Life Members

 

  1. Only Ordinary Members shall have voting rights and be eligible to attend All-Student Forums (ASF)
     
  2. All members shall be bound by the Constitution and Laws of the Association.
  1. Category definitions
    1. Ordinary Members
      1. Students of the University who are currently matriculated shall be eligible as Ordinary Members, unless they have exercised their right to opt out under the provisions of the Education Act 1994.
      2. Students have the right to opt out of membership at any time and shall be made aware of this right, and how to exercise it, by such means as may be agreed between the Association and University.
      3. Students who have exercised their right to opt out may choose to opt back into membership at any time by notifying the Association and University, provided they are still eligible to be an Ordinary Member.
      4. Having opted out of the Association, the student will have the same rights to the facilities of the Association as a member of the public, with the addition of access to advice and advocacy services by appointment.
    2. Honorary Life Members
      1. Honorary Life Membership may also be bestowed on persons worthy on account of their services to the Association, on the recommendation of the SAEC.
    3. Associate Members
      1. Associate Membership is available to any eligible person over 18 years of age on annual payment of the appropriate fee as determined by the SAEC. The following shall be eligible for Associate Membership:
        • Non-student spouses of Ordinary Members.
        • Open University students residing in Fife.
        • Non-matriculated students of the University.
        • Persons with a relevant connection to the Association.
      2. All staff of the University and the Association shall automatically receive Associate membership.

Cessation or Termination of Membership

  1. Membership shall cease automatically in the following circumstances:
    •  On the first day following the termination of their course. This also includes where the Member:
      • is suspended by Disciplinary Procedure
      • becomes non-matriculated
      • an Associate member: on the day after their associate membership expires.

Anyone ceasing to be a Member shall be deemed to have vacated any office they hold, and membership of any Committee shall lapse.

 

2. Member Code of Conduct

The Member Code of Conduct applies to all individual members of University of St Andrews Students’ Association, including those members who are elected or appointed to volunteer representative roles and all Societies and Networks which are recognised and defined by the Students’ Association.

Conduct of Members

Members shall conduct themselves toward all other Members and staff of the Students’ Association and all students and staff of the University of St Andrews in a manner which is deemed to be acceptable at any and all times including when they are:

  1. Acting in the course of or in connection with any activity conducted under the names of the University of St Andrews, Students’ Association or any Society, Network, or representative role which is recognised by the Students’ Association, and/or
  2. Acting in the course of or in connection with any activity publicised under the names of the University of St Andrews, the Students’ Association, or any Society, Network, or representative role which is recognised by the Students’ Association, and/or
  3. Acting in the course of or in connection with any meetings held within the remit of the Laws, Constitution or Standing Orders governing the Students’ Association, and/or
  4. Acting in the course of or in connection with any activity funded by the University of St Andrews, Students’ Association, Society, Network, or through a representative role which is recognised by the Students’ Association, and/or
  5. Utilising any equipment which is the property of the University of St Andrews, Students’ Association, or any Society, or Network which is recognised by the Students’ Association, and/or
  6. Using any transport booked via the University of St Andrews, the Students’ Association or any Society or Network which is recognised by the Students’ Association, and/or
  7. Attending any of the Students’ Association’s licenced premises as an individual member or as a member of a Society or Network which is recognised by the Students’ Association.

And shall at all times conduct themselves in such a way as not to bring into disrepute the names of the University of St Andrews, the Students’ Association or any Society or Network which is recognised by the Students’ Association.

Behaviour which is deemed to be unacceptable shall include but not be limited to behaviour, which is abusive, offensive, defamatory, distressing, aggressive, threatening, coercive or intimidating.

Any Member of the Students’ Association who fails to comply with the provisions of this Code of Conduct shall be subject to disciplinary action, including but not limited to suspension or withdrawal of Membership of the Students’ Association.

 

Compliance with Health and Safety Procedures

All Members of the Students’ Association shall have regard to and comply with any and all requirements, regulations or conditions relating to health and safety and the reporting of incidents which may be applicable, including any and all requirements regulations or conditions applied by the University of St Andrews and the Students’ Association, at all times where they are

  1.  Acting in the course of or in connection with any activity conducted under the names of the University of St Andrews, Students’ Association or any Society, Network, or representative role which is recognised by the Students’ Association, and/or
  2. Acting in the course of or in connection with any activity publicised under the names of the University of St Andrews, the Students’ Association, or any Society, Network, or representative role which is recognised by the Students’ Association, and/or
  3. Acting in the course of or in connection with any meetings held within the remit of the Laws, Constitution or Standing Orders governing the Students’ Association, and/or
  4. Acting in the course of or in connection with any activity funded by the University of St Andrews, Students’ Association, Society, Network, or through a representative role which is recognised by the Students’ Association, and/or
  5. Utilising any equipment which is the property of the University of St Andrews, Students’ Association, or any Society, or Network which is recognised by the Students’ Association, and/or
  6. Using any transport booked via the University of St Andrews, the Students’ Association or any Society or Network which is recognised by the Students’ Association, and/or
  7. Attending any of the Students’ Association’s licenced premises as an individual member or as a member of a Society or Network which is recognised by the Students’ Association.

The Committee of any Society or Network which is recognised by the Students’ Association shall be responsible for ensuring that any and all activities by or conducted in the name of such Society or Network have regard to, and comply with, any and all requirements, regulations or conditions relating to health and safety and the reporting of incidents which may be applicable, including any and all requirements, regulations or conditions applied by the University of St Andrews, the Students’ Association or any governing body, to which a Society or Network is affiliated to.

 

Context and interpretation

All Members of the Students’ Association, including all those elected or appointed to volunteer representative roles, members of Societies and Networks which are recognised by the Students’ Association shall adhere to the Laws, Constitution, Standing Orders and Policies of the Students’ Association, in addition to the provisions of this Code of Conduct.

Any matters not specifically covered by this Code of Conduct shall be referred to the President of Union Affairs who shall make a ruling, and if the President is unable to make a ruling the matter will be referred by them to SAEC or the Board of Trustees, whose majority decision shall be final.

Nothing in this Code of Conduct shall conflict with the Laws, Constitution, Standing Orders or Policies of the Students’ Association.

Nothing in the Constitution or Code of Conduct of any recognised Society or Network shall conflict with this Code of Conduct.

 

3. Rules of the Union

General

  1. Admittance to the Union building shall be by production of a valid matriculation card which must be shown, on request, to any member of Association staff. Admission shall also be allowed in accordance with Section 3 of this Law.
  2. The Union shall not be responsible for the property of members left by them on the premises of the Union.
  3. Unlicensed betting and gambling are forbidden on the premises of the Union.
  4. Food or drink prepared or purchased outside the building may only be brought into and/or consumed in certain areas. Refer to the Association’s External Food Policy for further information regarding external food in the union building.

 

Alcoholic liquors

  1. The provision of alcoholic liquors by the Association shall, at all times, be governed by the Licensing Act (Scotland) 1976 and other relevant legislation.
  2. Alcoholic liquor shall be sold in the premises of the Union only to members of the Association.
  3. Alcoholic liquor shall be sold in the premises of the Union only by the Association or its authorised agents, and none shall be brought in otherwise save by leave of the Bar Manager.
  4. No trustee, officer, or employee of the Association shall have any personal interest in the sale of alcoholic liquors therein, or in the profits deriving from such sale.
  5. No alcoholic liquor shall be supplied in the Union to any person under 18 years of age.
  6. No alcoholic liquor sold from Off-Sales shall be consumed within the Union Building.

 

Guests

  1. Any member, whether Ordinary, Honorary Life, or Associate, may introduce guests to the Union building in accordance with this subsection.
  2. A guest list shall be kept in which the member shall register their own name and membership number along with the name and address of their guest. The member shall then be issued with a guest card.
  3. A member may introduce up to four guests in any 24-hour period and shall be responsible for their conduct within the Union premises. Such guests shall have the use of the Union premises on the day of introduction only, except in the case of a weekend card, which is valid only for the Friday, Saturday, and Sunday of the weekend of issue.
  4. On Fridays all guests must be signed in by fifteen minutes before closing time, except at the discretion of a member of
  5. No person who has been suspended in terms of the Discipline Procedure shall be introduced as a guest during the period of suspension. The Union may suspend any member’s right to sign in guests after going through the discipline procedure.
  6. All guests must be over the age of 18 years; guests must not buy alcoholic liquor or play on the gaming machines.

 

Staff of the Association

  1. In the event of a breach, or alleged breach, of the rules of this law by a member of staff, a report will be made to the CEO who will, within five (5) working days, consider all evidence submitted and decide, after consultation with the Senior Management Team, whether and to what extent disciplinary action should be taken.

 

Members of the Association

  1. Breaches or alleged breaches of the rules of this law by members of the Association shall only be actionable if they occurred while using Association services or facilities.
  2. In the event of a breach, or alleged breach, of the rules of this law by a member of the Association, an attempt will be made by such officers of the Association as may be available to reconcile the parties informally.
  3. In the event of those directly involved in a breach or alleged breach wishing to pursue a complaint, they will be informed of the Association procedures, their rights and responsibilities within those procedures, and the options available to them. The Authorised Discipline Officer will then institute proceedings under the Association Discipline Procedure, which will also govern any appeal.

 

Societies and groups

  1. Societies and groups, whether affiliated or not to the Association, may make use of Association facilities on such terms as are currently in force provided that such societies and groups comply with the principles and practices of equality of opportunity outlined in this chapter. Societies or groups (whether affiliated, non- affiliated or disaffiliated) that are judged not to comply with these conditions may not make use of facilities and services controlled by the Association.
  2. Where it is alleged that a society or group is in breach of the principles and practices of equality of opportunity outlined in this law, a committee  shall convene to investigate and rule upon the alleged breach.
  3. If an affiliated society or group is found to be not in compliance with the principles and practices of equality of opportunity outlined in this law, all the relevant information should be passed to the Societies Subcommittee with a recommendation that they are disaffiliated. The decision of the Societies Subcommittee on the fulfilment of this condition shall be subject to the appeals process in subsections 6.5 and 6.6 of this law.
  4. No society or group shall be denied access to services of facilities due to a contravention of the requirements of this law unless the procedure under subsection 6.2 of this law above has been carried out.
  5. There shall be open to any society or group disadvantaged under paragraph 6.2. a right of immediate appeal to a committee convened by a member of the Executive team and four further members of the SAB.
    1. No one who sits on this Appeals Committee shall have formed part of the committee set up under subsection 6.2 of this chapter.
    2. The Appeals Committee shall meet within ten (10) working days of the ruling by the committee set up under subsection 6.2 of this chapter and, save in circumstances of exceptional gravity, all sanctions will be suspended until the Appeals Committee reaches a decision.
  6. Decisions not appealed under subsections 6.2 and 6.5 of this law shall be reported to the SAB and all officers and staff of the Association. Disputed decisions decided under subsection 6.5 of this law are subject to ratification by the SAB at its next regular meeting or, at the discretion of the Chair of the SAB, at an extraordinary meeting of SAB.
  7. Suspension of the provision of services and facilities for contravening the rules and requirements of this law, unless lifted under the appeals procedures laid down in subsection 6.5 of this law shall remain in force until such time as a society or group can demonstrate that it is no longer in contravention. Section’s subsections 6.2, 6.5, and 6.6 of this law set down the decision making and appeals structure that shall govern the procedure of returning the society or group’s right of access to Association services and facilities.
  8. Any society or group disadvantaged by decisions made under paragraphs subsections 6.2, 6.5, and 6.6 of this law may apply to make use of Association facilities or services in pursuit of ends that are deemed to be non-discriminatory according to the principles outlined in this law. This should be done by such a society or group presenting its case to a meeting. Subsections 6.5, and 6.6 of this chapter down the appeals procedure which may be invoked should a society seek to overturn a decision reached by this committee.

 

 

 

4. Association Executive

  1. Remit 

The Association Executive shall act as the executive body of the ASF, ensuring effective implementation of decisions taken by that body and proposing policy motions to the ASF. 

 

       2. Specific Powers and Responsibilities 

2.1  To ensure implementation of policy set by ASF and referenda, by working with the appropriate staff and structures of the Association.

2.2 To prepare and propose policy motions for consideration at ASF 

2.3 To undertake delegated functions from the ASF 

2.4 To act as spokespersons for the Union and to oversee delegation of that responsibility to the appropriate individuals and bodies  

2.5 To ensure effective communication of policy and democratic governance issues to the student membership 

2.6 To co-ordinate areas of joint activity between the Forums 

2.7 To act as an arbitration body between the Forums of the Students Association as may be required 

2.8 To produce individual and collective reports on the activities of the Association Executive and its officers for each ASF meeting

2.9 To take operational lead in the oversight of democratic governance matters for the Association including recommending Law changes to be presented to the Board and ASF 

2.10 To call emergency meetings of ASF as may be required and as detailed in the Standing Orders 

 

  1. Role Definitions 

          The Association Executive is defined as consisting of the following officer positions: 

 

          Full-time elected officers

          President of Education 

          President of Student Opportunities 

          President of Union Affairs

          President of Wellbeing & Community

 

          Part-time (paid) elected officers 

          Postgraduate Research President 

          Postgraduate Taught President 

 

     The members of the Association Executive are individually and collectively accountable for use of their power to ensure that the Union is effectively delivering its Objects in line with its strategy. 

 

          Full-time elected officers 

Full-time elected officers are ‘major union office holders’ for the purposes of the Education Act (1994) and are elected in an annual secret ballot of all student members.  

           The full-time officers have multiple accountabilities: 

  1. They are accountable to students in their roles are elected representatives 
  2. They are accountable to Board in their roles a Trustees of the Union 
  3. They are accountable to the Union in their roles as paid employees 

          In addition, full-time elected officers have individual responsibilities to the University for attendance on relevant University Committees. Statutory committees are outlined within the Role Descriptions, with further agreement on other relevant committees occurring upon commencement of their role(s). 

 

The Chief Executive will ensure that sufficient training and development is available to enable Executive Officers to effectively discharge the various responsibilities of their office. 

 

  1. 1  Summary of specific responsibilities 

     

     

    President of Education 

    a.      Have overall accountability for all matters relating to education, teaching quality, and the learner experience 

    b.     Be responsible for developing the academic representation structure in partnership with the University 

    c.      To chair the Undergraduate Academic Forum and the Postgraduate Academic Forum, working closely with its members to ensure the Education Forum is proactively engaged in the development of the educational experience 

    d.     Be a Director of the Corporate Trustee company, and therefore sit as a full member of the Student’s Association Board 

    e.      Be a full member of University Court, the Governance and Nominations subcommittee, an observer of PARC, and other appropriate committees of the University as agreed 

     

    President of Student Opportunities 

    a.      Have overall accountability for matters relating to societies, volunteering, and employability 

    b.     To chair the Opportunities Executive, working closely with its members to ensure the Opportunities Forum is proactively engaged in the development of its remit 

    c.      Promote volunteering and volunteer recognition in partnership with the relevant University Professional Services 

    d.     Attend appropriate committees of the University as relevant 

    e.      Be a Director of the Corporate Trustee company, and therefore sit as a full member of the Student’s Association Board 

    f.        To be a full member of the Athletic Union (AU) Board, the Byre Theatre Management Board, the Museums and Collections Board, and the Libraries and Museums Board.

     

    President of Union Affairs

    a.       Be jointly accountable, alongside the Chief Executive, for matters relating to the strategic direction of the Union and shall ensure the Association is ethical, financially sustainable and environmentally friendly.

    b.     Take responsibility for the external image of the Union, including press and media duties.

    c.      Have oversight of the democratic functions of the Union 

    d.     Have oversight of the development of the commercial services of the Union, providing input on the services and facilities on behalf of the student body 

    e.      To chair the Association Executive, working closely with its members to ensure the Student Representative Council and its Forums are proactively engaged in the development of the Union 

    f.        Be a Director of the Corporate Trustee company, and therefore sit as a full member of the Student’s Association Board 

    g.      Be a full member of University Court, PARC and other appropriate committees of the University as agreed 

    h.      To act as the liaison to assist in communication between the Union and Rector with regards to student issues. 

    i.        To attend meetings of the Community Council to represent students within local communities and to ensure student interests are represented to local government. 

     

    President of Wellbeing and Community 

    a.      Have overall accountability for developing work on wellbeing, student health and liberation policy and activities 

    b.     To chair the Wellbeing and Community Executive, working closely with its members to ensure the Wellbeing and Community Forum is proactively engaged in policy developments within this remit 

    c.      Support endeavours promoting student safety, including University traditions such as Raisin and May Dip 

    d.     Attend appropriate committees of the University as relevant 

    e.      Be a Director of the Corporate Trustee company, and therefore sit as a full member of the Student’s Association Board 

 

 

  1. 3  Part-time (paid) elected officers 

  Part-time (paid) elected officers are not considered ‘major office holders’, for the purposes of the Education Act (1994). These roles are elected in line with the Association’s regulations.  

 

           The part-time (paid) elected officers have multiple accountabilities: 

  1. They are accountable to students in their roles are elected representatives 
  2. They are accountable to the Union in their roles as paid employees 

 

In addition, part-time (paid) elected officers have individual responsibilities to the University for attendance on relevant University Committees. Statutory committees will be outlined within the Role Descriptions, with further agreement on other relevant committees occurring upon commencement of the role(s). 

A senior staff member will ensure that sufficient training and development is available to enable these officers to effectively discharge the various responsibilities of their office. 

 

       Postgraduate Research President 

  1. Represent the interests of postgraduate research students in both University and Association matters 
  2. Be an active member of the Association Executive, and any other relevant representative fora, engaging in policy development within this remit 
  3. Attend appropriate committees of the University as relevant 

 

      Postgraduate Taught President 

  1. Represent the interests of postgraduate taught students in both University and Association matters 
  2. Be an active member of the Association Executive, and any other relevant representative fora, engaging in policy development within this remit 
  3. Attend appropriate committees of the University as relevant 

 

 

  1. Accountability 

 

The Association Executive is ultimately accountable to the membership and therefore ASF for its work on policy and implementation and to the SA Board in regard to decisions which could threaten the financial sustainability or put the Association at legal risk. 

 

  1. Meetings 

 

  1. The Association Executive shall meet fortnightly to discuss policy and other issues related to that which falls outside of the scope of the Forums or has been sent to the Association Executive for further discussion from statutory committees.  
  2. A senior member of Union staff shall attend Association Executive meetings to provide advice and ensure administrative support.  
  3. Meetings will be held in compliance with the Students’ Association Standing Orders. 
  4. Quorum shall be four members. 

 

 

5. Association Representative Officers

 

  1. Remit 

Representation Officers are part-time volunteer leaders of the Union who represent students internally, to the University, and to the wider community.

  1. Role Definitions 

The volunteer representative officers are defined as consisting of the following positions: 

  • Accommodation Officer
  • Alumni Officer
  • Arts and Divinity Faculty President
  • BAME Officer
  • Carers, Commuters, Matures and Flexible Learners Officer
  • Charities Officer
  • Community Relations Officer
  • Disability Officer
  • Employability Officer
  • Entertainments Officer (appointed)
  • Environment Officer
  • Gender Equality Officer
  • International Students’ Officer
  • LGBT+ Officer
  • Music Arts Officer
  • Principal Ambassador (appointed)
  • Theatre Arts Officer
  • Science and Medicine Faculty President
  • Societies Officer
  • Student Health Officer
  • Volunteer Recognition Officer (appointed)
  • Widening Access and Participation Officer
  1. Remits of Association Representative Officers
  1. Accommodation Officer
    1. represents student interests to the Students’ Association and the University on accommodation matters, and informs students of deadlines, changes and campaigns.
  2. Alumni Officer
    1. maintains, and fosters better relations between the Students’ Association and its alumni. Students should gain a greater knowledge of how to use the expertise of alumni, and student access to alumni should be widened for any opportunities coming both ways.
  3. Arts and Divinity Faculty President
    1. represents undergraduate students in the Faculty of Arts & Divinity on academic matters at a University-wide level and to provide support for the President of Education and School Presidents. They serve as one of the undergraduate representatives on the Academic Senate, and Learning and Teaching Committee. They co-chair the Education Executive.
  4. BAME Officer
    1. represents Black, Asian, and Minority Ethnic students, and work as a bridge between University administration and student body. The BAME Officer works to ensure that all students have an enjoyable, enriching, and safe experience whilst at the University, regardless of race, ethnicity, or cultural background.
  5. Carers, Commuters, Mature and Flexible Learners Officer
    1. leads the subcommittee to represent student carers, commuters, mature and flexible learner students and help integrate them into all aspects of university life.
  6. Charities Officer
    1. chairs, coordinates, and oversees the running of the Charities Campaign within the Students' Association.
  7. Community Relations Officer
    1. maintains and fosters better relations between the Students' Association and the wider community.
  8. Disability Officer
    1. leads the Disabled Students' Network (DSN) to represent disabled students to the Students' Association and the University, and ensures that disabled students have equal opportunities to non-disabled students.
  9. Employability Officer
    1. represents students on employability and careers issues. The Employability Officer informs the employability strategy of the Students’ Association and support the Careers Centre in reaching the student body, lobby and influencing careers services offered by the University.
  10. Entertainments Convenor
    1. convenes the Ents Crew, the voluntary technical crew of the Union and oversees the training and development of Ents volunteers and advocated for volunteer involvement in Union-led events and programmes.
  11. Environment Officer
    1. represents students on environmental matters, such as chairing the Environmental Subcommittee and serves as an active member of the Fairtrade, Transition, the Environmental Sustainability Board (ESB), ESB Student and Community Working Group, and Sustainability in the Curriculum working group (SitC).
  12. Gender Equality Officer
    1. represents students’ gender equality concerns and works toward ensuring that all students have an open, safe, and accessible experience whilst at the University, regardless of gender, by advocating for change and raising awareness within the student body.
  13. International Students’ Officer
    1. represents international students to the Students’ Association and the University to ensure that they have an enjoyable, enriching, and safe experience whilst at University.
  14. LGBT+ Officer
    1. leads the Saints LGBT+ subcommittee, represents LGBT+ people, and promotes the welfare and social aspects of the LGBT+ community.
  15. Music Arts Officer
    1. represents students with non-academic matters within the music community. Works with the University to improve the experiences of students who partake in music related activities. Convenes and chairs the Music Forum and the Music Fund.
  16. Principal Ambassador (appointed)
    1. coordinate the Student Ambassador Programme. Organise and deliver a wide range of initiatives, including Visiting Days, Access and Widening Participation projects, and external events such as school visits and Offer Holder events across the country.
  17. Theatre Arts Officer
    1. chairs, coordinates and oversees the running of the Mermaids Performing Arts fund as well as representing the student body on matters concerning the Performing Arts.
  18. Science and Medicine Faculty President
    1. represents undergraduate students in the Faculty of Science & Medicine on academic matters at a University-wide level and to provide support for the President of Education and School Presidents. They serve as one of the undergraduate representatives on the Academic Senate and Learning and Teaching Committee. They co-chair the Education Executive.
  19. Societies Officer
    1. represents societies and society matters. Convenes the Societies Committee and ensure societies business runs smoothly.
  20. Student Health Officer 
    1. chairs the Wellbeing Subcommittee and works on projects and campaigns in the areas of sexual health, mental wellbeing, physical fitness, and personal safety.
  21. Volunteer Recognition Officer (appointed)
    1. Represents and promotes volunteering opportunities to students at the University of St Andrews. Convenes the St Andrewes Voluntary Service. Works to strengthen partnerships between students, local charities and the wider community.
  22. Widening Access and Participation Officer
    1. Represents students from a widening access and participation background. Promotes widening access and participation initiatives and voluntary opportunities to the student body.

 

 

 

6. Forums and Executives

1. All-Student Forum (ASF)

The All-Student Forum (ASF) is a space to debate and discuss issues and ideas, and beliefs that affect the Association and act as a space for the co-creation of strategic developments.

The All-Student Forum has the power to mandate the Executive Committee and Student Officers on any matter except staffing, commercial and finance.

 

Membership

All members of St Andrews Students’ Association are able to attend a meeting of ASF.

  1. Meetings
    1. Standard meetings of ASF should typically be advertised at least three weeks in advance, with the agenda and any relevant details available at least one week prior to the meeting.
    2. ASF will be chaired by a member of the Association Executive. The ASF will be supported by the Head of Student Engagement, or other nominated Association Staff Member.
    3. ASF should, at minimum, take place three times per academic year.  This will likely be once in the Martinmas semester and twice in the Candlemas semester. Where possible, ASF should be made available through a hybrid format.

 

      2. Conduct of the meeting

      The Association Executive will determine the agenda. Ideas for discussion can come from the following:

  • Forums
  • Executives, or
  • the online ideas portal

     For each agenda item for exploration, the process shall be as follows:

  • An introduction to the issue/idea with a short opportunity to ask questions for clarity
  • A discussion section in small groups to explore issues, share views, and consider initial responses/answers to core questions before moving forward
  • Groups will feedback before a measure of consensus is reached within the three outcomes:
    • Total consensus - broadly positive feedback, with some small elements of disagreement or different perspectives
    • Part consensus - the idea is broadly satisfactory, but more work is needed to either expand or focus the idea, or
    • No consensus - the idea is divisive and the main aim of the idea has a considerable opposition
  • If either a part consensus or no consensus is reached, return to small groups with the task of either
    • Identifying next steps
    • Clarifying areas of conflict within the idea, or suggesting changes that could help, or
    • Investigate what common ground can be found
  • Groups will then feedback including recommendations or actions before moving on.

 

      3. Special meetings of ASF

  1. A special meeting of ASF can be called by the Association Executive upon the receipt of:
  • A timely idea or issue submitted via the processes determined in point 1.3.1 of this Law
  • Petition from one of the Executives of a Forum
  • Signed petition of at least 100 ordinary members of the Students Association (either via email or through interactions on the ideas portal)
    1. The special meeting of ASF must take place within 10 working days of the receipt of notice. The agenda and any relevant details must be made available at least three working days prior to the meeting.

 

  1. Union Executive

These are small groups of student representatives that work together on campaigns, manifesto items, and driving policy forward. Each Forum Executive works with the relevant Executive Officer for that remit area. These meet fortnightly to ensure that action can be taken.

2.1 Membership

  • President of Union Affairs
  • President of Education
  • President of Wellbeing & Community
  • President of Student Opportunities
  • PGR President
  • PGT President
  • Elected chairs of the Forums
    • Education Forum Chair
    • Wellbeing & Community Forum Chair
    • Opportunities Forum Chair

2.2 Quoracy

Quoracy will be 50%+1 of members

2.3 Remit of Union Executive

  • Oversee how policy from the all-student meeting and referenda gets implemented
  • Propose new policies and big-picture changes for the SRC to debate
  • Take the lead on democratic governance across the Union
  • Work with and between the Forums to support collaboration and resolve disputes
  • Represent student views at University-level committees and ensure your voice is heard
  • Help shape the Union’s strategic direction and services
  • Lead the charge on areas like education, wellbeing, opportunities, and postgrad representation

 

  1. Forums

Forums are collaborative spaces where members discuss key issues, co-develop policy and develop and shape core offerings within the Students’ Association relevant to their area. There are three Forums:

  • Education
  • Wellbeing and Community
  • Student Opportunities
    1. 1 Any member of the Students’ Association may attend any of the Forums, however the core audience for each established Forum is as follows:
      • Education: Academic representatives of all levels
      • Wellbeing and Community: all members of relevant Networks
      • Student Opportunities: President of each society (or deferred member of a committee), a representative from each activities Network
    2. 2 The Forum will meet at least twice in each teaching term each academic year at times to cause minimal disruption to academic studies. Where possible, ASF should be made available through a hybrid format.
    3. 3 Standard meetings of Forums should typically be advertised at least three weeks in advance, with the agenda and any relevant details available at least one week prior to the meeting.
    4. 4 The Forum will be chaired by a member of the Forum Executive. Each Forum will be supported by a nominated Association staff member.
    5. 5 Whilst these spaces are student-led, it is expected that members of University staff will be invited to attend as appropriate to ensure partnership working.
    6. 6 The agenda for a Forum will be decided by the corresponding Forum Executive.
    7. 7 Each Forum will have a set of Terms of Reference by which the meeting will be undertaken (see appendix).

 

  1. Forum Executives

Forum Executives are a smaller group of representatives that work more closely with the elected sabbatical officer on campaigns, manifesto aims and driving policy forward, as well as organising the corresponding Forum.

 There are three Forum Executives:

  • Education
  • Wellbeing and Community
  • Activities

4.1  The Forum Executives will meet formally at least once a fortnight. The meetings will be chaired by the corresponding Executive Officer and supported by a nominated Association staff member.

4.2  There should be standard updates from each member of the Forum Executives at each meeting.

4.3  Each Forum Executive will have a set of Terms of Reference by which the meeting will be ran. (See Appendix)

 

 

7. Elected Officer Recall

1. Purpose

This Law establishes the process by which members of the Students’ Association may petition for the recall of an elected Officer, and the procedure for holding a subsequent by-election.

 

2. Grounds for Recall

2.1. Any elected Officer of the Students’ Association may be subject to recall by the membership.

2.2. Recall is a democratic mechanism and does not require a statement of misconduct or breach of duty.

 

3. Petition for Recall

3.1. A recall petition may be initiated by any full member of the Students’ Association.

3.2. The petition must:

 a. Clearly state the name and position of the Officer to be recalled.

b. Be signed (including electronic signature where permitted) by no fewer than 200 full members of the Students’ Association.

3.3. The petition must be submitted to the Deputy Returning Officer of the Students’ Association.

3.4. The Returning Officer shall verify the eligibility of signatories within five working days of receipt.

 

4. Suspension and By-Election

4.1. Once a valid petition has been verified, the Officer in question shall be suspended from office with immediate effect. 

 a.        In the case that the Officer position is a paid post, this will be paid suspension.

4.2. The Returning Officer shall initiate a by-election within ten working days of verification of the petition, except in exceptional circumstances.

 a. Where any by-election dates created by this process would overlap with the Students’ Association general election dates, the Returning Officer may request that that by-election be run concurrently with those elections.

4.3. The Officer shall remain suspended until either:

 a.        the officer is re-elected, in which case they are to be reinstated in their position;

b.         another candidate is duly elected, or “Re-Open Nominations (RON)” is elected.

4.4. If another candidate is elected, the recalled Officer shall cease to hold office immediately upon that election.

4.5. If RON is elected, the recalled Officer shall be deemed removed from office and shall be ineligible to stand in any further by-election for that position held within the same academic year.

4.6. In the case of a paid officer, removal from office through this process will include a one-month payment in lieu of notice.

 

5. Safeguards

5.1. No Officer may be subject to more than one recall petition in any single term of office.

5.2. Petitions which do not meet the requirements set out in section 3 shall be deemed invalid.

5.3 If an Officer has been recalled from their position, they shall not be eligible to run for an elected position for a minimum of two years.

 

6. Interpretation

6.1. Any dispute arising under this Byelaw shall be resolved by the Returning Officer, subject to appeal to the Trustee Board.

 

  1. Referenda
    1. Referenda may be called by the Association Executive, or a petition signed by 5% of the ordinary membership of the Association.
    2. Four weeks’ notice must be given from the passage of any motion to call a referendum before the beginning of the voting in that referendum.
    3. Only Ordinary Members of the Association in good standing may vote in referenda.
    4. A referendum shall only be binding if one fifth of eligible electors cast a vote.
    5. A simple majority shall determine the outcome of any referendum.
    6. A referendum may overturn a decision passed by a quorate General Meeting, and shall then be binding on the Association until such a time as it is revoked by another referendum.
    7. Referenda shall be subject to the financial cascade policy of the Association, as determined by the SAB.
    8. In extraordinary circumstances, the SAB shall have the authority to disregard the results of a referendum if it determines that implementing the outcome would not be in the best interests of the Association, or would not be consistent with the purposes of the Association.

 

8. Elections

  1. Scope
    1. The regulations in this law apply to the following elected positions:
      1. Executive Officers
      2. Association Representative Officers
      3. School Presidents
      4. Language Convenors
      5. Postgraduate Representatives
      6. Class Representatives

 

       2. Returning Officer

  1. The SAB GNS Subcommittee shall appoint a Returning Officer and Deputy Returning Officer(s).
  2. The Returning Officer shall not be:
    1. An ordinary, honorary, or life member of the Association
    2. A member of the Association of University staff
  3. The Deputy Returning Officer(s) shall be the Head of Student Engagement and a staff member of the Student Engagement team.
  4. The Returning Officer shall have overall responsibility for the administration and conduct of the elections and shall have sole responsibility for the interpretation of this law and the rules of the elections.
  5. The Returning Officer and the Deputy Returning Officer(s) shall be supported in the administration of the election by Association staff.

 

      3. General Principles

  1. Elections should be open to all ordinary members of the Association on an equal basis.
  2. Elections should be fair. No candidate should gain a significant advantage unfairly (through their own actions or those of others).
  3. Information available to voters should be full, transparent, and accurate.
  4. Voting should be free from interference.
  5. Elections’ activity and campaigning should enable informative debate and deliberation, and without bullying, harassment, attacks on an individual’s character, or intimidation.
  6. Elections’ activity and campaigning should be conducted with respect towards other students, staff, and the local community.
  7. Elections’ activity and campaigning should be conducted in line with the Association’s Constitution, Laws of the Association, any other relevant University or Association policy, and the law.

 

     4. Eligibility

  1. Only Ordinary Members of the Association shall be eligible as candidates, voters, proposers, or seconders.
  2. For Faculty President, School President, and Language Convenor positions, candidates, electors, proposers, and seconders must be members of the relevant Faculty, School, or Department.
    1. Students are considered a member of a School or Department if they take modules in that School or Department in the current academic year.
    2. Students are considered a member of a Faculty if their degree is within that Faculty under the SA structure.
    3. Candidates must be Honours students or entering Honours within the relevant Faculty, School, or Department.
  3. For Postgraduate positions, candidates, electors, proposers, and seconders must be postgraduate students.
  4. For Executive Officer positions, candidates must be eligible to be a charity trustee under the Charities and Trustee Investment (Scotland) Act 2005.
  5. For non-executive officer positions, candidates must be fully matriculated students for the upcoming term of office.
  6. No person is eligible to be a candidate if they:
    1. Are not in good standing with the Association and/or the University.
    2. Have been disqualified from any previous Association election.
    3. Are deemed unfit to serve by a Basic Disclosure Scotland background check.
  7. No person shall stand for election for more than one position in the same election.
  8. No person may hold any full-time or part-time executive office for more than two years in total.
  9. No person may hold any single elected association representative officer role for more than two consecutive years.

 

      5. Notice of Election

  1. The dates, nominations, voting process, and any additional guidance of an election must be publicized with at least fourteen days’ notice.

 

      6. Nominations

  1. Candidates shall self-nominate for any election online.
  2. Candidates must have a proposer and a seconder who meets the eligibility criteria. Nominations should be proposed and seconded no later than two hours after the close of nominations.
  3. Candidates may withdraw their nomination by writing to [email protected] any time before 5pm the day preceding voting opening.
  4. Nominations must be true representations of the candidate’s character.
  5. The Returning Officer (or their delegate) will have responsibility for declaring nominations valid. This decision shall be final.

 

      7. Campaigning

  1. Candidates’ campaigning must not violate the general principles.
  2. Candidates may not campaign prior to the start of the campaigning period.
  3. Candidates may only campaign using methods and resources with are reasonably accessible to all candidates.
  4. Candidates are responsible for all campaigning activities conducted on their behalf unless they can prove that they attempted to prevent such activities or had no knowledge of such activities.
  5. Candidates may not receive endorsements from University or Association staff, trustees, committees, societies, sports clubs, officers, or departments.
    1. Students in these positions may campaign for candidates when off-duty, so long as they do not do so in their capacity as an officer, member of staff, or a trustee.
    2. Permanent, non-student association staff, and executive officers not running for re-election may not campaign for candidates
  6. Candidates may not exceed the spending limit as set by the Returning Officer (or their delegate).
    1. Candidates should provide evidence of all expenditure. Failure to provide evidence may result in disciplinary action.
    2. Reimbursements will be made for up to two calendar months after the announcement of elections results.
    3. Candidates must expense any item they use in their campaign that cannot reasonably be accessed for free by all candidates.
    4. Candidates may not use their budget to provide bribes or incentives in return for voting.
    5. Candidates may not supply discounted or free alcohol, or any illegal substances to promote their campaign.
    6. All expenses must be approved by the Returning Officer (or their delegate).
  7. Candidates must add the Elections Team to any private online group (e.g., Facebook groups, Messenger chats, Teams sites, etc.) no later than 12 hours after the creation of the group or 12 hours after submitting their nomination (whichever is later).
  8. Candidates may not campaign under a single banner or slate.

 

      8. Complaints and Discipline

  1. Elections Complaints:
    1. Any member of the Association may submit an election complaint if they have reason to believe that any of the General Principles or additional rules have been breached.
    2. The deadline for submitting a complaint is 24 hours after the close of voting.
    3. Complaints will be considered by the Deputy Returning Officer(s).
    4. If the complaint is about the actions of the Deputy Returning Officer(s), then this will be referred to the Returning Officer.
    5. Complaints may be submitted to [email protected]
  2. Deputy Returning Officer(s) Investigation:
    1. Upon receiving a complaint, the Deputy Returning Officer(s) will conduct an investigation, making contact with the relevant individuals, groups, and organisations to determine whether a principle has been breached.
    2. Anyone who does not engage with the Deputy Returning Officer(s) within the timeframe requested will be deemed to have nothing further to add.
    3. Following an investigation, the Deputy Returning Officer(s) may:
      1. Reject the complaint.
      2. Uphold the complaint and issue a sanction.
      3. Refer to a relevant Association or University process. This could include student misconduct.
    4. The candidate, complainant(s), and any other affected candidates will be notified of a decision.
  3. Appeal:
    1. A candidate may appeal the decision of the Deputy Returning Officer(s).
    2. An appeal must be submitted within 24 hours of the decision being received.
    3. Appeals are to remedy any failings in the process rather than repeat the investigation. The grounds for appeal are:
      1. Procedural irregularities
      2. An outcome that is wholly unreasonable
      3. New evidence that for valid reasons wasn’t provided before
      4. Extenuating circumstances
    4. Appeals will be considered by the Returning Officer.
    5. Following an appeal, the Returning Officer may:
      1. Reject the appeal
      2. Uphold the appeal and amend or remove the sanction
      3. Ask the Deputy Returning Officer(s) to re-open the investigation.
    6. The candidate making the appeal will be notified of the decision.
    7. The decision of the Returning Officer is final and there are no further grounds for appeal.
  4. Sanctions
    1. A sanction aims to:
      1. Redress where an advantage, inadvertently or deliberate, has been gained.
      2. Hold to account where a general principle has been breached.
      3. Removal from the election and referred to student misconduct if the offense and/or behaviour goes against the Member Code of Conduct, Student Conduct Policy or the Honour Code that every matriculated student of the University of St Andrews is expected to abide by.
    2. All sanctions will be published but anonymised.
  5. The Returning Officer and Deputy Returning Officer(s) will be supported by nominated Association staff to process the administration of complaints, investigations, appeals, and sanctions.

 

      9. Voting and Count

  1. Voting shall be conducted online via instant-runoff voting.
  2. Each eligible voter shall have a single vote for every election they are eligible to vote in.
  3. The count shall be overseen by the Returning Officer or their nominee.
  4. Results will be announced no later than 48 hours after the conclusion of the count.

 

      10. Vacancies of elected association representatives

  1. This section applies to elected and voting members only.
  2. A vacancy arises if:
    1. A member vacates their office.
    2. Insufficient nominations are received in the previous relevant election.
    3. Re-open nominations (RON) is the successful candidate in the previous relevant election.
  3. In the event of an association representative vacancy:
    1. The elected role can be co-opted within the specific Forum (Education, Activities, or Wellbeing and Community)
    2. A ‘mini manifesto’ or expression of interest consisting of no more than 200 words detailing the reason for co-option shall be submitted to the Chair of the specific forum no later than two weeks before the upcoming forum meeting.
    3. Only ordinary members of the union in attendance at the Forum may be eligible to vote on the co-option.
    4. The Forum Chair shall reserve the right to cast a vote in the case of a tie.
    5. Votes are cast in a combination of hands raised in-person or hands raise electronically on Teams if the meeting is delivered in a hybrid format
    6. Votes will be counted and reviewed by the association staff member supporting the forum and the Chair of the Forum.
    7. Once the individual is co-opted into the role, the individual will assume all responsibilities of the elected role.
  4. In the event of a sabbatical vacancy, the SAB GNS Subcommittee shall determine whether to:
    1. Leave the position vacant until the next scheduled election.
    2. Fill the position via an extraordinary by-election.
    3. In the event such vacancy arises before the beginning of the second semester, it is expected that the position be filled at the earliest opportunity via by-election, except in exceptional circumstances.
  5. In the event of a Class Representative vacancy (including postgraduate representatives), the Education Executive shall determine how to proceed. In the event of any other vacancy, the SAEC shall determine how to proceed. They can:
    1. Leave the position vacant until the next scheduled election.
    2. Co-opt the position.
      1. In the case of an association representative role, see point 3.
      2. In the case of School Presidents and Language Convenors, a decision is made between the President of Education and Faculty Presidents.
      3. In the case of Class Representatives, a decision is made between is the School President in a given school and the Faculty Presidents.
      4. In the case of a Postgraduate Representative, a decision is made between the School President in a given school, alongside the Postgraduate Presidents.
      5. In the event of multiple positions being co-opted at one meeting, successful candidates may not vote in subsequent co-options but are voting members thereafter.
    3. Fill the position via an extraordinary by-election
    4. In the event such vacancy arises before the beginning of second semester, it is expected that the position is filled at the earliest opportunity, except in exceptional circumstances.

 

      11. Student Officers and Trustees

  1. Elected student officers and student trustees shall not be involved in any decision making regarding the elections in this section of the laws. Final responsibility for elections lies with the Students’ Association Board.

 

 

9. Affiliated Societies and Networks

      1. Opportunities Executive

       There shall be an Opportunities Executive which shall have powers, duties, and responsibilities over affiliated societies and networks..

       The Opportunities Executive consists of:

President of Student Opportunities

Societies Officer

Charities Convenor

Music Fund Officer

Employability Officer

Volunteer Officer​

The executive is supported by a staff member and interns of the Association Affiliation to the Association

 

      2. Affiliation Agreement

      There shall be an Affiliation Agreement, proposed by the Societies Executive and ratified by the SAB, defining the terms of affiliation between societies and the Association.

      The new or continued affiliation to the Association of a society shall be conditional upon:

  1. Adherence to the constitution and policies of the society.
  2. Adherence to the terms of the Affiliation Agreement.
  3. Responsible management of the society and its accounts as recommended in the publications of the Societies Executive, particularly with regard to audits.
  4. Any other conditions that the Societies Executive may adopt.

 

      3. Membership of affiliated societies

      Any society wishing to affiliate must make ordinary membership open to all matriculated students of the University. Only matriculated students shall be eligible for ordinary membership. Other    persons may be eligible for other classes of membership, as defined in the constitution of the society.

      The President of Student Opportunities shall be an honorary member of all affiliated societies.

      The Performing Arts Officer shall be an honorary member of all affiliated performing arts-related societies.

  1. Definitions of such societies shall be determined by the Societies Executive.

      The Music Officer shall be an honorary member of all affiliated music-related societies.

  1. Definitions of such societies shall be determined by the Societies Subcommittee.

 

      4. Constitutions of affiliated societies

       The aims of a society, as declared in its constitution, must not be incompatible with those of the Association.

       A society must declare all external affiliations in its constitution; the aims of any affiliates will be subject to the same scrutiny as the society itself.

      The Societies Officer shall be notified of any amendment to the constitution of a society.

 

     5. Grants and loans

       Grants may be made to affiliated societies by the Societies Executive in accordance with any limitations and conditions adopted by the Societies Executive .

       Student-run projects shall not be eligible for grants from the Societies Executive , unless the Executive explicitly agrees to exempt the project from this restriction.

      Notwithstanding the two previous points, grants shall be made at the discretion of the Societies Executive.

      Loans may be made to affiliated societies at the discretion of the Societies Executive.

  1. All loans will be under the terms of the Societies Loan Contract.

 

      6. Arbitration

       The Societies Subcommittee shall be competent to arbitrate disputes amongst a society and its members, officers, and/or other societies with the consent of all parties involved.

  1. Add in something about issues that go against union policy e.g. zero tolerance, involve crime, and/or involve non-academic misconduct?

        The decision of the Societies Executive  in arbitration shall be subject to appeal to XXX, provided that an appeal is lodged within 72 hours after notice of the decision, and only on the following grounds:

  1. Information not known at the time of the original decision.
  2. Procedural irregularities that could make a material difference to the original decision, such as inaccurate information.
  3. Bias or prejudice.

 

       7. Disaffiliation

           The Societies Executive may disaffiliate a society in accordance with the terms of the Affiliation Agreement.

            The decision of the Societies Executive to disaffiliate a society shall be subject to appeal provided that an appeal is lodged within 72 hours after notice of the decision, and only on the following grounds:

  1. Information not known at the time of the original decision.
  2. Procedural irregularities that could make a material difference to the original decision, such as inaccurate information.
  3. Bias or prejudice.

 

      8. Re-affiliation

         Any affiliated society meeting the requirements for re-affiliation set out by the Societies Executive  on the date that its Affiliation Agreement expires shall be offered a new Affiliation Agreement.

  1. The terms of new Affiliation Agreements may differ from the terms of any previous ones.

        Any society not offered a new Affiliation Agreement may appeal the decision by petition.

 

     9. Special arrangements

       The formation of networks of similar societies may be arranged at the discretion of the Societies Executive.

       Consultation between the relevant parties involved must be executed before a special arrangement is undertaken.

       A formal proposition must be approved by the Societies Executive and each body wishing to be involved.

 

10. Member Discipline

This Law can only be amended with the agreement of the Union Executive and the CEO, as a representative of the staff of the Association. If both parties agree to amendments, they will be passed to the SAB for final ratification.

Introduction

  1. Where members violate the Constitution and/or Laws of the Association, break civil or criminal law on the premises, cause damage to the premises, act in such a way as to damage the financial or other interests of the Association, or otherwise act in a way that causes other members distress or nuisance, Member Discipline may be enacted against them.
  2. For this purpose, the Association shall delegate power to the CEO who will appoint Authorised Discipline Officers, who shall consider individual cases of alleged misconduct as set out below. ADOs shall hold such powers as shall promote the efficient management of disciplinary issues.

 

Procedure

  1. Scope
    1. All ordinary and Honorary Life Members of the Association shall be subject to this jurisdiction of the Association in respect of their conduct insofar as it affects Association property and the working of the Association. Members may also be held responsible for the actions of their guests, or for their behaviour at institutions where the Association has a reciprocal agreement.
    2. Associate members shall be subject to the jurisdiction of the Association only insofar as their right of entry to the premises may be withdrawn. Note that where associate members are members of the Association staff, they may still face action under the Staff Discipline Procedure if the CEO considers this appropriate. Where Associate members are University staff the Association reserved the right to report incidents to the University as their employer.
    3. All others, including guests, shall be deemed to have no intrinsic right of entry to the Union building and may be refused entry temporarily or permanently at the discretion of relevant staff. Queries about these decisions shall not be dealt with under this policy.
      1. “Relevant staff” shall normally consist of registered security staff and/or senior management.
    4. The Association reserves the right to report misconduct or alleged misconduct to other bodies where appropriate, including but not limited to the University, other Associations, the police, and specified local licensed premises.
  2. Principles
    1. The Association will at all times aim to process disciplinary matters with sensitivity, fairness, and consistency of treatment; in confidence; and without prejudice or undue delay.
    2. Where a criminal offence is involved, the Association will not normally take any disciplinary action, other than suspending the right of entry where appropriate, until the outcome of any formal legal process or police investigation is known.
    3. In deciding whether a member is guilty of misconduct, the Association shall use the “balance of probabilities” as the standard to be met.
    4. A member shall always be informed where disciplinary action is being considered against them and shall always be informed of the nature of the complaint that has instigated such action.
    5. A member shall always have the right to appeal against disciplinary sanctions.
    6. A member shall have the right to be accompanied by another member to any meeting held under this procedure.
    7. It is not Association policy to allow audio or visual recording of meetings held under this procedure, except where this would qualify as a “reasonable adjustment” under the Disability Discrimination Act 2005.
    8. No officer or member of staff should participate in a disciplinary decision where they have a significant personal interest or any other conflict of interest.
    9. Where a member is restricted from accessing the building, temporarily or permanently, for disciplinary purposes the Association shall continue to provide access for representation, advice and welfare services by appointment in advance.
  3. Interim suspension from entry
    1. Where a member has been accused of misconduct, they may be asked to leave the premises by relevant staff. They may be suspended from further entry pending an investigation and appropriate action to resolve the matter. Such suspension shall not be regarded as a disciplinary sanction and is without prejudice to the outcome of any investigation and/or subsequent disciplinary action. In the event that the member is not found guilty of misconduct, any record of such a suspension shall be expunged.
    2. The decision of whether to impose an interim suspension from entry is at the discretion of the Authorised Discipline Officer (ADO).
  4. Investigation of offences
    1. Upon receipt of a complaint, an investigation will be conducted, normally by an Authorised Discipline Officer, to establish the facts of the case. The time limit for this investigation will necessarily vary according to the nature and complexity of the case, but if it is likely to exceed one month then this should be communicated to all those involved. The investigation may include taking evidence from relevant parties, including witnesses and the member accused of an offence, by means including written statements, telephone, email or personal conversations. It should be made clear to all parties that any such contact is an investigation and not a disciplinary meeting.
  5. Classification of offences
    1. Following an investigation, the case will be classified into one of four categories based on the results of that investigation:
      1. No further action. This is appropriate where there is no case to answer, i.e., there is no evidence of an offence or the alleged offence is trivial, and the member has no previous offences or warnings.
      2. Statutory action. This is appropriate where in the opinion of the ADO there is clear evidence of a statutory offence, as defined under Section 3.
      3. Licensee holder ban. This is appropriate where in the opinion of the ADO there is clear evidence of an offence in serious breach of the licensing principles or of criminal law.
      4. Resolution by the Authorised Discipline Officers. See below.
    2. Where no further action is the outcome, the member should be informed, any restrictions on entry removed. For all other cases, see the relevant sections below.

 

Statutory offences

  1. Where, in the opinion of an Authorised Discipline Officer, there is clear evidence that a member is guilty of one of the offences described in 3.2, the member concerned shall be informed of the penalty in writing within ten (10) working days of the conclusion of the investigation, along with the grounds and procedures for appeal.
  2. The following offences shall incur a standard £25 fine for the first offence:
    1. Consuming of being in possession of alcohol not purchased on the premises.
    2. Smoking or vaping on Association premises.
    3. Causing minor damage or creating undue mess on Association property through malice or negligence, including vandalism, vomiting or befouling.
    4. Unauthorised access (including use of fire doors other than in an emergency, being on the premises while banned, entering a ticketed event without a valid ticket, and entering restricted areas)
    5. Buying alcohol on behalf of a member under the age of 18, or supplying them with alcohol on the premises.
    6. Refusing to leave the premises when asked by staff
    7. Signing in a guest who commits any of the above offences
  3. The following offences shall incur a statutory ban of four weeks from the date of offence, for a first offence:
    1. Behaving in a manner that causes nuisance or hazard to other members or to Association staff going about their duties
    2. Buying or attempting to buy alcohol when under the age of 18
    3. Verbal abuse of staff or other members
  4. Where a member admits the offences above, the penalty may be imposed (with their agreement) by a licensed member of customer safety staff immediately. Any fine may be paid ‘on the spot’. Payment of such a fine constitutes acceptance that the offence was committed and would prevent any appeal. If the member does not admit the offence or wants to appeal, they may be removed from the premises temporarily (see ‘Interim Suspension from Entry’, above.)
  5. Theses penalties shall normally apply to a single instance: serious, aggravated, multiple or repeat offences may be considered under section 5, where they may attract a more serious penalty. Member will not normally be allowed access to Association premises while a disciplinary fine is outstanding (with the exceptions outlined in Section 2).
  6. Appeals against statutory penalties
    1. Members may appeal against statutory penalties only on the following grounds:
      1. Information not known at the time of the original decision.
      2. Procedural irregularities that could make a material difference to the original decision, such as inaccurate information.
      3. Bias or prejudice.
    2. Appeals against statutory penalties will be heard by the Disciplinary Appels Committee (see section 5), and should be addressed to the Chair of the Disciplinary Appeals Committee.. Appeals must be submitted in writing within ten (10) working days after notice of the decision being received.

 

Licensee ban

  1. Where, after an investigation, there is clear evidence that a member is guilty of an offence in serious breach of criminal law or the licensing objectives, the licensee may ban that member from the premises for life. Examples of circumstances that would justify such action would include, but not be limited to:
    1. Serious assaults.
    2. Theft.
    3. Serious or repeated cases of supplying alcohol to persons under 18.
    4. Drugs related offences, including possession and/or supply of controlled substances on the premises
    5. Reckless or malicious behaviour causing serious injury.
  2. In such cases the licensee should write to the member concerned within ten (10) working days after the conclusion of the investigation, informing them of the ban and of the grounds and procedures for appeal.
  3. Licensee bans may be reviewed on application by a member after ten years, or if the member believes exceptional circumstances exist which mean their ban should be reviewed. Applications for a review should be sent to the General Manager.

 

Resolution by the Authorised Disciplinary Officers

  1. Where, following an investigation, two or more Authorised Discipline Officers agree that there is evidence that a member has committed misconduct that is not appropriately covered by the statutory penalties above, they may then impose a penalty on that member as follows:
    1. Issue the member with a written warning for a period of up to five (5) years (see below).
    2. Impose a disciplinary fine of up to £250 (see below).
    3. Impose a temporary ban from the premises of up to five (5) years (see below).
    4. Impose two (2) or more of the above measures in combination.
  2. Issues that would be appropriate for consideration under this procedure would include (but not be limited to) possession of illegal drugs or substances reasonably believed to be illegal drugs: breaches of the Zero Tolerance policy: repeated or aggravated nuisance to other members or staff; serious health and safety breaches; persistent statutory offences: or any offensive or unreasonable conduct not covered under other headings.
  3. Members may appeal against a decision by the Authorised Discipline Officers only on the following grounds:
    1. Information not known at the time of the original decision.
    2. Procedural irregularity that could make a material difference to the original decision (including inaccurate information, etc.)
    3. Bias or prejudice.
  4. Appeals against these decisions will be heard by the Disciplinary Appeals Committee (see section 6, below), and should be addressed to the Chair of the Disciplinary Appeals Committee, who shall decide whether to convene a hearing based on the grounds above. Appeals must be submitted in writing within ten (10) working days of notice of the decision being received.

 

Disciplinary Appeal Committee Meetings

  1. Where the Chair of the Disciplinary Appeals Committee has received an appeal against a decision taken under sections 3 or 4 above, they must first decide if grounds for appeal exist. In doing so they may consult with the Authorised Discipline Officers but the decision on whether grounds exist will be taken by the Director of Events and Services and not the ADOs.
  2. If the Chair of the Disciplinary Appeals Committee  believes that grounds for an appeal exist, they should convene a meeting of the Disciplinary Appeals Committee. The Disciplinary Appeal Committee is constituted as an ad hoc subcommittee of the ASF. It will consist of:
    1. An Appointed Chair  a member of the Executive team)
    2. The Authorised Discipline Officer
    3. The Head of Student Engagement/The Chief Operating Officer
    4. A Coordinator from the Student Engagement Team
    5. The individual subject to the disciplinary policy
      1. If the matter raised involved a whole student group, all members of the committee will be asked to attend
    6. A third party may attend at the invite of the student group or individual
  3. Notification
    1. Where a disciplinary appeal is to be heard, the Disciplinary Appeals Committee should within ten working days invite the member in writing to attend the next meeting of the Committee. This notification should include:
      1. The date, time and place of the appeal hearing. (This must be not less than five working days from the date of notification.)
      2. A summary of the grounds for appeal.
      3. Procedures for the member to submit evidence, call witnesses, request further information, etc.
      4. Notification of the right to be accompanied.
      5. Details of any interim measures in force, e.g. temporary restrictions on entry.
    2. Meetings will be scheduled at the discretion of the Chair, bearing in mind the number and nature of any cases pending, and the necessity to avoid undue delay in processing cases. However, members invited to appear should normally be given at least five (5) working days’ notice of the meeting.
    3. The convener will consider requests to rearrange meetings where a member is unable to attend at the scheduled time. However, the Association reserves the right to proceed in a member’s absence where the reasons for the request are in the opinion of the convener inadequate, or where this would cause an unreasonable delay.
    4. Note until appeal proceedings are concluded, any disciplinary sanctions remain in force.
  4. Evidence
    1. The Disciplinary Appeals Committee shall have made available to it all written evidence submitted for the original decision, and all other relevant written documents. The Chair of the Disciplinary Appeals Committee will also request written submissions from all parties. All written evidence will be circulated at least two working days in advance of a hearing. It is the responsibility of parties making submissions to ensure that they meet this deadline.
    2. All parties may call witnesses, as may the Disciplinary Appeals Committee. Names of any witnesses must also be submitted two working days in advance. It is the responsibility of the member to ensure that witnesses they wish to call are approached and are informed of the meeting time and location. Where witnesses are Association staff or officers, the Association will take all reasonable steps to facilitate their attendance.
    3. Where the member chooses to exercise their right to be accompanied to the meeting, the name and (if appropriate) matriculation number of the member who will accompany them should be notified at the same time as that of any witnesses.
  5. Conduct of the meeting
    1. The normal procedure will be for the case for the appeal to be presented, and then the party responsible for the original decision may respond. Witnesses may be called and all parties may ask questions or raise points: the Chair of the Disciplinary Appeals Committee will moderate this process. When the committee is satisfied that an adequate opportunity for airing of evidence has taken place, both sides will be asked to withdraw and the committee shall consider its decision.
    2. At their discretion, the Chair of the Disciplinary Appeals Committee may suspend the meeting and reconvene at a later date if further evidence must be sought or other circumstances justify this.
  6. Outcomes
    1. The Disciplinary Appeals Committee may:
      1. Reject the appeal, in which case the original disciplinary decision and any sanctions remain: or
      2. Uphold the appeal, in which case the original decision is rescinded, any sanctions removed, and the record expunged: or
      3. Uphold the appeal in part, in which case the Disciplinary Appeals Committee may substitute another disciplinary sanction if they feel this is appropriate. All sanctions available under this procedure shall be available to the Disciplinary Appeals Committee for this purpose, except that they may not impose a greater penalty than was originally imposed.
    2. The Disciplinary Appeals Committee may also make written recommendations to the CEO. All parties must be informed of the outcome in writing within ten (10) working days of the decision. The decision of the Disciplinary Appeals Committee will be final and will mark the end of these procedures.

 

Sanctions

  1. Written Warnings
    1. A formal written warning should set out clear conditions on the member’s future conduct and may remain on file for a period of up to five (5) years. The warning should detail the likely consequences of any future breach, which may include a fine, or a ban.
  2. Disciplinary Fines
    1. A disciplinary fine of up to £250. The exact level of the fine should be decided with regard to the gravity of the offence, any costs for damage etc., the member’s past disciplinary record, and other relevant factors
    2. Fines must be paid to the Cash Office, but an Authorised Discipline Officer may recommend redistribution where appropriate (for example, in cases of damage other than to Association property). Members will not normally be allowed access to Association premises while fines are outstanding. Where a fine is issued, the member should be informed in writing of the level of the fine, payment arrangements and of the consequences of non-payment.
  3. Bans
    1. There are two types of bans from the premises: an evening ban and a full ban.
      1. Evening bans shall prevent access from 7pm until 7am each day for the duration of the ban, ending at 7am on the day following the last day of the ban. These would be appropriate where the offence is relatively minor, and the member is not judged to present a risk of reoffending. Evening bans may be of any duration but would normally be for less than one academic year.
      2. A full ban prevents access to the whole of the premises for the whole of the opening hours for the duration of the ban. Full bans may be of up to five years if issued by the ADOs, or life if issued by the licensee.

 

Appendix

Terms of Reference: Education Forum

  1. Purpose

The Education Forum is a collaborative space to discuss key issues for each area and co-develop policy, develop core offerings within the Association in the Education remit, and work closely with the President of Education to ensure they focus on their area of expertise.

 

The Education Forum, in particular, will:

  • Shape and direct the Association’s work regarding improving the education and academic experience of students at St Andrews
  • Work in partnership with key university stakeholders to deliver feedback and collaborate to determine appropriate recommendations for improvement
  • Hold the President of Education accountable for their work, engaging in the development of their manifesto aims
  • Provide ideas to support the development of the academic representation system at St Andrews

 

  1. Membership

 

Whilst the meeting is open to all interested members of the students’ association, the core membership of the Forum is:

President of Education

Union Representatives

Faculty Presidents

Postgraduate Presidents

School Presidents and Language Convenors

Class and Postgraduate Representatives

Academic Representation Coordinator

Academic Representation Intern(s)

Union staff member

 

Other University and Union stakeholders may be invited as necessary.

 

  1. Quorum

Quoracy will be 50%+1 of members

 

  1. Meeting dates and format
  • The Forum will meet once in the Michaelmas semester and twice in the Candlemas semester
  • The Chair of the Forum will be determined at the corresponding Forum Executive.
  • The Academic Representation Coordinator, or nominated intern, will act as Secretary for the Forum.
  • Meetings where possible will take place in a hybrid space, with online facilitation for those who cannot attend in person.

 

  1. Other Governance bodies/committees
  • The Education Forum (UG) reports into the ASF and is able to suggest ideas for the agenda of the next ASF meeting.
  • The Education Executive has oversight of the Education Forum (UG).

 

Terms of Reference: Wellbeing and Community Forum

  1. Purpose

The Education Forum is a collaborative space to discuss key issues for each area and co-develop policy, develop core offerings within the Association in the wellbeing and community remit, and work closely with the President of Wellbeing and Community to ensure they focus on their area of expertise.

 

The Education Forum, in particular, will:

  • Shape and direct the Association’s work regarding wellbeing, inclusion, equality and diversity at St Andrews
  • Work in partnership with key university stakeholders to deliver feedback and collaborate to determine appropriate recommendations for improvement
  • Hold the President of Wellbeing and Community accountable for their work, engaging in the development of their manifesto aims
  • Provide ideas to support the development of the wellbeing and community initiatives at St Andrews

 

  1. Membership

 

Whilst the meeting is open to all interested members of the students’ association, the core membership of the Forum is:

President of Wellbeing and Community

Union Representatives

Members of Wellbeing and Community Networks inc.:

BAME Students Network

Accommodation Network

Carers, Commuters, Mature and Flexible Learners Network

Disabled Students Network

Equality

International Students’ Committee

Saints LGBT+

Wellbeing

Student Health Officer

Campaigns and Impact Coordinator

Union staff member

 

Other University and Union stakeholders may be invited as necessary.

 

  1. Quorum

Quoracy will be 50%+1 of members

 

  1. Meeting dates and format
  • The Forum will meet twice in the Michaelmas semester and twice in the Candlemas semester
  • The Chair of the Forum will be determined at the corresponding Forum Executive.
  • The Campaigns and Impact Coordinator, or nominated intern, will act as Secretary for the Forum.
  • Meetings where possible will take place in a hybrid space, with online facilitation for those who cannot attend in person.

 

  1. Other Governance bodies/committees
  • The Wellbeing and Community Forum reports into the ASF and is able to suggest ideas for the agenda of the next ASF meeting.
  • The Wellbeing and Community Executive has oversight of the Wellbeing and Community Forum.

 

Terms of Reference: Opportunities Forum

  1. Purpose

The Student Opportunities Forum is a collaborative space to discuss key issues and co-develop policy, develop core offerings within the Union in the student opportunities remit, and work closely with the President of Student Opportunities to ensure they focus on their area of expertise.

 

The Opportunities Forum, in particular, will:

  • Shape and direct the Association’s work regarding improving the experience of students engaging with societies, volunteering and employability at St Andrews
  • Work in partnership with key university stakeholders to deliver feedback and collaborate to determine appropriate recommendations for improvement
  • Hold the President of Student Opportunities accountable for their work, engaging in the development of their manifesto aims
  • Provide ideas to support the development of student opportunities at St Andrews

 

  1. Membership

 

Whilst the meeting is open to all interested members of the students’ association, the core membership of the Forum is:

President of Student Opportunities

Union Representatives

One member of the Activities Networks (typically the Elected Officer or President) inc.:

Charities Campaign

Debating

Ents Crew

Mermaids

Music Fund

Societies Committee

St Andrews Voluntary Service

StAR: St Andrews Radio

Alumni Officer

Employability Officer

Environment Officer

Community Relations Officer

The President of each society (or deferred member of the committee)

Student Activities Coordinator

Union Staff

Societies Intern

Volunteering and Employability Intern

 

Other University and Union stakeholders may be invited as necessary.

 

  1. Quorum

Quoracy will be 50%+1 of members

 

  1. Meeting dates and format
  • The Forum will meet twice in the Michaelmas semester and twice in the Candlemas semester
  • The Chair of the Forum will be determined at the corresponding Forum Executive.
  • The Student Activities Coordinator, or nominated intern, will act as Secretary for the Forum.
  • Meetings where possible will take place in a hybrid space, with online facilitation for those who cannot attend in person.

 

  1. Other Governance bodies/committees
  • The Student Opportunities Forum reports into the ASF and is able to suggest ideas for the agenda of the next ASF meeting.
  • The Student Opportunities Executive has oversight of the Student Opportunities Forum.

 

 

Terms of Reference: Education Executive

  1. Purpose

Forum Executives are a smaller group of representatives that work more closely with the President of Education on campaigns, manifesto aims and driving education policy forward.

 

The Education Executive, in particular, will:

  • Shape and direct the Association’s work regarding improving the education and academic experience of students at St Andrews
  • Determine annual priority campaigns and areas of work within the education remit, for example issues related to teaching and learning, assessment, or resource provision
  • Shape and direct academic related events provided by the Association, contributing to the planning and execution of them
  • Hold the President of Education accountable for their work, providing support and acting as a critical friend
  • Coordinate the work of academic reps within the University, briefing and debriefing on school-level meetings and ensuring effective representation across the institution
  • To advise the Board, Association Executive, and other Executives on issues relevant to education across other areas of work

 

  1. Membership

 

President of Education

Union representatives

Postgraduate Taught President

Postgraduate Research President

Faculty Presidents

All School Presidents and Language Convenors

Academic Representation Coordinator

Union staff

Academic Representation Intern(s)

 

Other elected officers of the Association and other members of staff from either the Association or the University may be invited as relevant.

 

  1. Quorum

Quorum will be 50% +1 of the membership

 

  1. Meeting dates and format
  • Meetings will take place once a fortnight at minimum during the academic term.
  • The co-chairs of the Forum will be the Faculty Presidents.
  • The Academic Representation Coordinator, or nominated intern, will act as Secretary for the Executive.
  • Meetings where possible will take place in a hybrid space, with online facilitation for those who cannot attend in person.

 

  1. Other Governance bodies/committees
  • The Education Executive has oversight of the Education Forum.
  • The Education Executive reports into the Association Executive and, by extension, the ASF.

 

Terms of Reference: Wellbeing and Community Executive

  1. Purpose

Forum Executives are a smaller group of representatives that work more closely with the President of Wellbeing and Community on campaigns, manifesto aims and driving wellbeing policy forward.

 

The Wellbeing and Community Executive, in particular, will:

  • Shape and direct the Association’s work regarding wellbeing, inclusion, equality and diversity at St Andrews
  • Determine annual priority campaigns and areas of work within the education remit, for example issues related to health, housing and student finance
  • Hold the President of Wellbeing and Community accountable for their work, providing support and acting as a critical friend
  • Coordinate the work of Networks related to wellbeing and community, fostering intersectional collaboration in terms of activities, events and campaigns relevant to the wellbeing, community and diversity portfolio
  • To advise the Board, Association Executive, and other Executives on issues relevant to wellbeing and community across other areas of work

 

  1. Membership

 

President of Wellbeing and Community

Union representatives

BAME Officer

Disability Officer

Accommodation Officer

Gender Equality Officer

Student Health Officer

Widening Access & Participation Officer

International Students Officer

LGBT+ Officer

CCMFL Officer

Campaigns and Impact Coordinator

Union Staff

 

Other elected officers of the Association and other members of staff from either the Association or the University may be invited as relevant.

 

  1. Quorum

Quorum will be 50% +1 of the membership

 

  1. Meeting dates and format
  • Meetings will take place once a fortnight at minimum during the academic term.
  • The Chair of the Forum will be the President of Wellbeing and Community.
  • The Campaigns and Impact Coordinator, or nominated intern, will act as Secretary for the Executive.
  • Meetings where possible will take place in a hybrid space, with online facilitation for those who cannot attend in person.

 

  1. Other Governance bodies/committees
  • The Wellbeing and Community Executive has oversight of the Wellbeing and Community Forum.
  • The Wellbeing and Community Executive reports into the Association Executive and, by extension, the ASF.

 

 

Terms of Reference: Activities Executive

  1. Purpose

Forum Executives are a smaller group of representatives that work more closely with the President of Student Opportunities on campaigns, manifesto aims and driving education policy forward.

 

The Student Opportunities Executive, in particular, will:

  • Shape and direct the Association’s work regarding improving the experience of students engaging with societies, volunteering and employability at St Andrews
  • Determine annual priority campaigns and areas of work within the student opportunities remit, for example issues related to space provision, funding processes, and volunteer recognition
  • Hold the President of Student Opportunities accountable for their work, providing support and acting as a critical friend
  • To advise the Board, Association Executive, and other Executives on issues relevant to education across other areas of work

 

  1. Membership

 

President of Student Opportunities

Union representatives

 

Alumni Officer

Charities Officer

Employability Officer

Environment Officer

Community Relations Officer

Societies Officer

Performing Arts Officer

Music Officer

Student Activities Coordinator

Union Staff

Societies Intern

Employability and Volunteering Intern

 

Other elected officers of the Association and other members of staff from either the Association or the University may be invited as relevant.

 

  1. Quorum

Quorum will be 50% +1 of the membership

 

  1. Meeting dates and format
  • Meetings will take place once a fortnight at minimum during the academic term.
  • The Chair of the Forum will be the President of Student Opportunities.
  • The Student Activities Coordinator, or nominated intern, will act as Secretary for the Executive.
  • Meetings where possible will take place in a hybrid space, with online facilitation for those who cannot attend in person.

 

  1. Other Governance bodies/committees
  • The Student Opportunities Executive has oversight of the Student Opportunities Forum.
  • The Students Opportunities Executive reports into the Association Executive and, by extension, the ASF.