We’re a registered charity, which means we have a trustee board and a set of documents that show how we operate. 

The Trustee Board is responsible for the management and administration of your Union.  

Our Board of Trustees

Are responsible for
  • Governance 
  • Budget 
  • Strategy 

Have the power to

Overturn decisions and policies from students if: 

  • They have financial implications for the Union 
  • They are in breach of, contrary to or otherwise inconsistent with charity law or any other legal requirements 
  • They are not in the best interests of the Union or all or any of its charitable objectives 
     

Is made up of
  • 3 elected officers: 
    • President 
    • Vice President (x2) 
  • 3 current students of Kingston University 
  • 4 external trustees

Meet our Trustees

  • Abdullah - President 
  • Ckyra - Vice President
  • Caitlin Marshall - Student Trustee 
  • Canon Kingstan Manuel – Student Trustee 
  • Sonia Bello – Student Trustee 
  • Sandra Allen – Trustee 
  • Jane Hendy - Trustee 
  • Sayed Alkediri - Trustee 
  • Anthony Currie - Trustee 

Board Minutes

23/24
  • 12 July 2023 
  • 27 July 2023 
  • 24 August 2023 
  • 12 October 2023 
  • 16 November 2023 
  • 13 December 2023 
  • 7 February 2024 
  • 2 May 2024 
  • 13 June 2024 

Governing Documents

Constitution

Our Constitution sets out our core purpose as a charity and the rules on how we operate. 

Read the constitution

Byelaws

The byelaws are the details of how we deliver! From societies and sports to elections and the student council. They also give details on how we care for you, our members. 

Byelaw 1: Union Membership Regulations 
  1. Every registered student (as defined by the University Registry) is automatically a member of the Union.
  2. Every Member shall be able to relinquish their right of membership to the Union, at any point of being classified as a registered student. A student who wishes to opt out of the Union, should inform the University Secretary in writing who will inform the Chief Executive Officer of the Union.
  3. A student who opts out of the Union shall not be able to participate in the democratic and decision- making function of the Union. This includes not being able to stand for any officer or representative position, including club and society committee members.
  4. A student who opts out of the Union shall continue to have the right to attend Union run events and participate in the activities of clubs and societies, and retain access to advice services.
  5. A student who has opted out who wishes to become a member of the Union shall notify the Information Centre in writing. The Information Centre shall then inform the Chief Executive Officer. If the application falls within the period of nominations opening for a Union election, the student will not be eligible to take up the full privileges of membership until the nomination period has closed.

Byelaw 2: Union Meetings
  1. These Byelaws are subject to the relevant clauses of the Union Constitution. The Union Constitution will take precedence if there is any inconsistency.

The Annual General Meeting

  1. The Union shall hold an Annual General Meeting in accordance with Clause 25 of the Constitution.
  2. The Annual General Meeting shall be held at the start of the Academic Term 2.
  3. The meeting shall be widely publicised and open to all full members of the union
  4. All full members are entitled to attend, participate in discussions and vote on presentation of a valid Student ID card. Persons who are not full members and who wish to observe the meeting may do so but cannot vote. Permission to attend will be granted to invited speakers, and staff as required.
  5. The functions of the meeting shall be as follows:
  • to receive the audited accounts of the Students’ Union, and raise any issues with these accounts
  • to receive and approve the annual report of the Students’ Union
  • to appoint the auditors of the Students’ Union
  • to consider business submitted by full members.
  1. The quorum of the meeting shall be 100 full members.
  2. The meeting will be chaired by a pre-elected member of the Chair of Student Council or Deputy Chair who shall not be a Full Time Officer. The Chair shall only vote in the event of a tied vote.
  3. The order of Business shall be:
  • Minutes of the last AGM
  • Apologies for absence
  • Presentation of the Annual Report and Full Time Officer Reports
  • Presentation of the Audited Accounts
  • Notification of External Affiliations
  • Members’ Business Motions.
  • Facilities for students with access needs must be provided on request (e.g. large print).

Notice of the AGM

  1. At least 10 University days’ notice will be given of the meeting. Notice of the meeting and the agenda will be advertised by all available channels.
  2. All documents and reports to be presented for approval by the meeting shall be available to full members at least 5 University days before the meeting.

Presenting Reports to the AGM

  1. The report shall be proposed and presented to the AGM by the President of the Students’ Union. Copies of the report will have been made available to all members 10 University days prior to the AGM.
  2. The Chair will allow a portion of the meeting towards any comments or questions about the report.
  3. The Chair will ask the proposer to summarise and propose the report to be accepted.
  4. A vote will be taken and if there is a simple majority of those present and voting the report will be accepted.

Presenting the Audited Accounts to the AGM

  1. The Audited Accounts shall have a proposer from the Board of Trustees who will introduce the accounts and propose acceptance by the meeting.
  2. The Chair will ask if any full member has any comments or questions about the accounts.
  3. The Chair will ask the proposer to summarise and propose the Accounts be accepted.
  4. A vote will be taken and if there is a simple majority of those present and voting the report will be accepted.

Appointment of the Auditors at the AGM

  1. The Chair shall propose the name of a firm to be appointed by the Union as Auditors. This proposal shall be made on recommendation from the Trustee Board. This will be approved by a majority vote of those present.

Bringing a motion to the AGM

  1. Any full member may propose a motion to the meeting. The function of the motion is to allow members to raise a matter that cannot be dealt with by reference to the annual report or audited accounts. .
  2. If passed a motion will become a Union policy for a period of three years.
  3. Any full member may propose a  Motion to the meeting provided:
    1. it is submitted to the Chair of Student Council  at least 5 University days before the meeting
    2. it proposes a course of action that does not contravene legal governance, or the aims and objectives of the Union
  4. The Chair will invite the proposer to introduce the motion. The chair will ensure there is a balanced debate before allowing the proposer to sum up and putting the matter to the vote.
  5. The Chair shall allow the proposer of the motion two minutes to speak in favour of the motion.
  6. The Chair shall allow a member to speak against the motion for two minutes.
  7. The Chair shall allow questions of the proposer and responses shall be limited to 1 minute.
  8. A procedural motion for amendment made be made by any full member and will be voted on without debate but the proposer may speak for 1 minute in favour of the motion. The motion will be passed by a simple majority vote.
  9. The chair shall allow a guillotine for discussion of each motion and shall end all debate at the fall of the guillotine and shall call a vote on the relevant motion.
  10. If there is a simple majority of those present who vote for the motion then it will be deemed passed.

Emergency General Meetings

  1. In addition to the AGM, there may be an emergency general meeting called either:
  1. At the discretion of the President of the Students’ Union
  2. By a 75% majority vote of Student Council
  3. Or upon the presentation to the President of the Students’ Union of a petition with no less than 200 full members signatures.
  1. Meetings will be open to all full members, who will be entitled to speak and vote
  2. The function of Emergency General Meetings will be:
  1. To hear and approve updates from the Full Time Officer team
  2. Raise any business from the student body
  3. To approve any policies presented to the meeting
  4. To hear a Vote of No Confidence in an elected official.

 

  1. If motions are to be voted on, quoracy will be 100 full members. Motions will be approved by a simple majority. A Vote of No Confidence motion will be approved by a 75% majority of quoracy.
  2. The presentation of motions will be as per AGM regulations of this Bye-Law.

Student Council

  1. There shall be a Student Council, as detailed in Bye-Law 12.

Byelaw 3: Referenda
  1. Referendum may be called on any issue by:

 

  1. A simple majority of the Voting Representatives at a Union meeting; or
  2. A Secure Petition signed by 200 full members; or
  3. A 75% majority of the Voting Representatives of a Student Council meeting.

 

  1. The Referendum will be publicised to all students via all available channels.
  2. The Referendum will be hosted via the Union website, for up to 10 working University days, where full members will be invited to cast their vote.
  3. For a Referendum to pass, the vote requires a minimum of a 3% member turnout and a 2/3 majority of voters to vote in favour.

Returning Officer

  1. The Returning Officer (RO) shall be appointed annually by the Trustee Board. The RO in conjunction with any appointed deputies shall be responsible for the good conduct and administration of all KSU (the Union) referendums and shall be responsible for interpretation of the referendum regulations.
  2. The RO shall not be an employee of Kingston University (KU) or hold office within the Union.
  3. The RO may appoint deputies to support them in their duties. One of the designated duties of any deputies appointed by the RO will be to act as Deputy Returning Officer (DRO) who will carry out duties in accordance with the referendum regulations in the absence of the RO.
  4. Any appointed deputies will not hold office within the Union at the time of referendum and appointed deputies may be employees of the Union or the University.

Timing of Referendum

  1. A notice (including the dates) of referendum shall be advertised at least 5 University days before the start of voting.

Campaigners

  1. Only full members of Kingston Students’ Union are eligible to campaign in the referendum and join an official campaign group. 
  2. Any full member who holds an elected officer position within the Union cannot use their position’s platform to campaign for any side. This includes role social media  accounts and email lists.
  3. Each official campaign group will appoint a lead campaigner who will act as their representative for speaking to RO/DRO.
  4. No member who has opted out of membership of the Union may be appointed as a lead campaigner.
  5. Information on joining official campaign groups will be made available before the start of voting.
  6. There shall be no campaigning within the same room/vicinity as any official voting stations or designated voting areas. This includes libraries, faith spaces and computer rooms on all campuses.
  7. Designated voting stations/areas may be defined by the RO and any appointed deputies in the interest of preserving a free and fair referendum.

Referendum Regulations and Guidelines

  1. The RO and/ or any appointed deputies will produce campaign regulations based upon both that will be issued to all official campaign group before the commencement of the vote for the referendum

Publicity

  1. The Union shall produce a list of official campaign teams which shall be publicised within 2 University days of the start of voting.
  2. Official campaign teams may produce a statement explaining their stance to a specification to be determined by the RO or appointed deputies, which must be submitted by the start of voting
  3. Official campaign teams may produce publicity in line with referendum regulations to utilise during the period they are campaigning. Official campaign teams will have a budget for producing publicity materials for the referendum in which they are campaigning as outlined in the referendum regulations.

Debates

  1. A debate event may be held. The format, specification, location and timing will be determined by the RO and/ or any appointed deputies.  
  2. The Union shall publicise the location and arrangements of any debate event, voting stations/ areas, together with a list of official campaign teams and their statements.

Voting

  1. The RO and any appointed deputies shall ensure that all members of the Union have access to vote no matter their place or mode of study.
  2. All members of the Union may vote upon completion of an appropriate identification process as decided by the RO and any appointed deputies.
  3. Voting shall take place on the basis of an electronic vote through an appropriate electronic voting method as determined by the RO and any appointed deputies.
  4. In the event of an electronic vote, the security of the voting system shall be assessed by the RO before its use. If they are confident in the security of the system, it shall be deemed to be secure and the decision of the RO shall be final.
  5. In the event of a failure of the agreed electronic voting method or in the absence of an agreed electronic voting method then a paper voting system will be implemented/ utilised.
  6. In the event of a paper vote, an official Union voting paper will be made available to each member who wishes to vote. Votes will be cast in sealed ballot boxes.
  7. In the event of a paper vote, a postal vote shall be granted to any full member of the Union who is unable to exercise their right to vote in person.
  8. Voting shall be by secret ballot
  9. The member must inform the RO or appointed deputy in writing that they wish to vote by post.
  10. Postal votes will be accepted up until the close of an agreed postal voting period as agreed by the RO. The deadline for receipt of postal votes may fall after the close of ballot boxes.

Counting and Declaring Votes

  1. The RO or appointed deputy shall inform the official campaign teams of the time and date of the count and the declaring of votes.
  2. The RO may be assisted in the count by a number of individuals appointed by them.
  3. Once the votes (or the electronic data pertaining to the votes) have been counted they should be kept for a min. period of six months in case of appeals against the result in line with data protection.
  4. Results of the referendum shall be declared by the RO or appointed deputy when the count has been completed and any complaints received have been resolved to the satisfaction of the RO.
  5. The RO or appointed deputy will also send notification of the results to the Union Trustee Board. 

Complaints

  1. Any student can submit a complaint about an official campaigns team or about the referendum process until one hour after the close of voting. These complaints may be on any of the following grounds.
    • Failure in good conduct of the referendum
    • Behaviour and activities of campaign teams
    • The administration of the referendum.
    • Breaches in referendum regulations.
  2. Complaints raised after this point will not be accepted, except in relation to the conduct of the count.
  3. Any student can submit a complaint about the conduct of the count within one University day of the announcement of results. Grounds for complaints are limited to:
    • There is a physical error in the count.
  4. The RO and any appointed deputies shall be responsible for the investigation of any breaches of the referendum rules.
  5. All complaints must be submitted via a published complaints form, to the RO/DRO.
  6. Complaints will normally be heard within 2 working days. The Returning officer or the Deputy Returning Officer will respond in writing and candidates and complaints will be informed of any action taken.
  7. In responding to a complaint the Returning Officer or Deputy Returning Officer, after hearing all the appropriate evidence, may decide to apply any of the following:
  • Not to uphold the complaint.
  • Suspend the referendum for a specified period pending an investigation(s)
  • Apply sanctions to specified official campaign groups (see sanctions below)
  • Hold the referendum count and decide whether the basis of the complaint has any impact on the outcome of the vote.
  • Re-run the referendum.

 

  1. In the event the Deputy Returning Officer ruled on the complaint, an official campaign team can appeal the decision of the Deputy Returning Officer to the RO, except if the minor sanction has been ruled.
  2. The appeal must be made in writing to the Retuning Officer within 24 hours of the Deputy Returning Officers decision.
  3. Appeals will normally be on the grounds that the decision of the Deputy Returning Officer was:
  1. Procedurally incorrect
  2. Taken outside the scope of the powers of the Deputy Returning Officer as defined by these regulations.
  3. Disproportionate
  1. The Returning Officer will normally rule on the appeal within three University days. The decision of the Retuning Officer is final.
  2. If the Returning officer ruled on the complaint, their decision is final.

Sanctions

  1. Any student found in breach of the regulations during any stage of the referendum may be penalised. The penalty will be determined by the RO or DRO. Possible “minor sanctions” with no appeal shall include:
  1. Penalty to the official campaign teams budget
  2. Restriction applied to attendance at or participation in candidates’ debate.
  3. Restriction on campaigning in a given area and or specific amount of time (this includes Union website)
  1. Other sanctions that may be determined by the Returning Officer or DRO shall include:
  1. A formal written warning, which will be published in locations deemed appropriate by the RO or DRO.
  2. Disqualification from the referendum.

 

  1. Any student found to be interfering with the smooth running of the referendum, acting fraudulently or otherwise illegally may be referred for disciplinary action:
  1. The Union Disciplinary Panel under the Students’ Union Bye Law 10
  2. The University
  3. Be reported to the police.

Conduct of Official Campaign Teams

  1. The RO shall approve referendum regulations to be obeyed by all candidates to include:
  1. Expenditure limits and availability of funding from the Union.
  2. Rules regarding conduct of official campaign teams.
  3. Designated voting areas.
  4. Restrictions on referendum campaigning.
  5. Social media rules.
  6. Any other rules deemed necessary for the proper and safe undertaking of any said referendum
  1. In addition to the referendum regulations all official campaign teams in any referendum must also obey the Union Member Conduct and Disciplinary regulations as outlined in Byelaw 10.

Byelaw 4: Student Officer Regulations
  1. Student Officers are recognised as having up to four distinct statuses:
    1. Student Status – covered by University General Regulations.
    2. Officer Status – covered by Political Regulations in this Bye-Law (4.1).
    3. Trustee Status (if a Full Time Officer or Student Trustee) – covered by the Trustee disqualification procedure in Clause 44 of the Constitution.
    4. Employee Status (if an Employee) – covered by the officer disciplinary procedure in this Bye-Law (4.3).
  2. These statuses operate in conjunction with each other, but failures in conduct in different areas are covered by different regulations within this Bye-Law.
  3. If a Student Officer loses their student status with the University they shall be suspended (on full pay if a Full Time Officer) until such time all appeals have been exhausted.
  4. Student Status shall be determined equitably by the University but Full Time Student Officers shall be deemed to retain student status whether they have graduated or not.

4.1 Political Regulations

Standard of Conduct

  1. An elected Officer should:

 

  1. Protect the independence of the Students’ Union, and ensure that the student body has an independent voice.
  2. Use all tools available to ensure there is effective communication between them and the student body.
  3. Be prepared to respond to questions from the membership in a timely and honest manner via appropriate communication tools.
  4. Uphold the Union’s core values of support, empower and enrich Kingston students.
  5. Officers will be expected to supply a report of the main issues and outcomes from meetings attended to Student Council and Union Meetings. Additionally there is an expectation that Officers will keep the student body informed of all issues impacting on them through all available media.
  6. To conduct themselves in accordance to the Code of Conduct as outline in Byelaw 4.2.

 

  1. An elected Full Time Officer may not hold any other committee position within the Students’ Union other than their position as a Full Time Officer. If an Officer is elected to another position, the result shall be void and shall not stand.

Removal of an Officer Trustee

  1. The office of an Officer Trustee shall be vacated if:
    1. a motion of no confidence in the Officer Trustee is passed by a simple majority of the Members voting in a Referendum, provided that the required number of Members cast a vote in the Referendum as outlined in the Bye-Laws; or
    2. a motion of no confidence in the Officer Trustee is passed by the required majority of Voting Representatives at a Union meeting as outlined in the Bye-Laws.
    3. Any motion of no confidence against a Officer Trustee shall only be triggered by a Secure Petition of no confidence signed by the required number of Members as outlined in the Bye-Laws.
  2. A ‘Motion of No Confidence’ for Officer Trustees requires at least on proposer and a minimum of 199 seconders. This should be hosted on the Union’s ‘Your Ideas’ platform. The proposal should indicate whether the motion should follow the referenda or Student Council processes as highlighted in Bye-Law 2.
  3. The motion must state exactly which part of their job the Officer Trustee has failed to fulfil.
  4. For motions intended for referenda, the motion shall follow Bye-Law 2 with the vote requiring a 3% member turnout and a 2/3 majority of voters to vote in favour of no confidence in order for the vote to be valid.
  5. For motions intended for Student Council, the Chair of Student Council shall all an Emergency Student Council Meeting.
  6. The motion must be passed by a 75% majority of the Student Council.
  7. In the event the vote passes through either route, that Officer Trustee shall be removed from their post as an elected and Trustee. The vacant position shall be referred to the Union to consider a Bye-Election.

4.2 Officer Code of Conduct

  1. Officers shall agree to and observe the Following Code of Conduct:
    • Be aware of, abide by and champion the Union's Equal Opportunities Policy. 
    • Be an Ambassador for the Union and always portray a positive image of the services and activities on offer. 
  2. Treat each other courteously and respectfully.
  3. Have respect for others privacy, space and possessions 
  4. Assist in creating an environment which encourages individuals to participate if they choose to do so. 
  5. Create and maintain an environment free of fear and harassment of any type of abuse whether it be emotional, physical, sexual, neglect or bullying. 
  6. Have a personal responsibility to be fair, honest and considerate to others. 
  7. Ensure personal or professional differences are dealt with in private and not publicly. 
  8. Be mindful of language and noise levels to discourage disruption or offence to others and to ensure that the Union and meetings remain accessible. 
  9. Ensure status or position is not used to attain benefits or preferential treatments. 
  10. Maintain a professional outlook when carrying out duties on behalf of the Union and accept responsibility for their actions. 
  11. Upholding the Nolan Principles for Public Life.
  12. Failure to uphold this Code of Conduct may result in disciplinary action, as outlined in this Byelaw 4.3. 

4.3 Officer Disciplinary Procedure

  1. The Union expects that officers:
  • Act in accordance with the policies, codes and protocols set out in this agreement.
  • Conduct themselves in a professional manner.
  • Respect the confidentiality of the Union.
  • Be responsible for carrying out the policy and mandates of the Union and work with the Union when planning events and campaigns where the Union name is used.
  • Acknowledge that Full Time Officers may be required to work unsociable hours, including evenings and /or weekends.
  • Abide by the Union Employee handbook, employment terms and conditions and rules regarding working time, the use of office premises and use of equipment.
  • Be bound by any Bye-law the Trustee Board or Student Council may enact.
  • Acknowledge that the office holder may be removed from office under the provisions of the Constitution and Byelaws.

Byelaw 5: Student Groups
  1. There shall be Sports Clubs and Societies (Including Protected Societies) of the Union.

5.1 Setting up a Student Group

  1. No Student Group may receive funds or be recognised by the Union or use Union facilities without annual recognition of Student Group Executive.
  2. A Student Group will not be recognised if its objectives conflict with those of the Union. However, this restriction shall not be interpreted to as to prevent the establishment of new politically, religious or culturally based groups.
  3. A Student Group will not be recognised if its objectives are deemed to conflict or replicate those of an existing Student Group.
  4. A Student Group shall not have a full-time Student Officer as a committee member.
  5. A new Student Group that wishes to be recognised by the Union shall be considered by Student Group Executive. In the absence of Student Group Executive, a full-time Student Officer shall decide whether a Student Group is recognised.
  6. A new Student Group shall present the following documentation to be considered:
    1. A constitution following the Union’s template.
    2. The name of the Student Group.
    3. The aims and objectives of the Student Group (which shall not be contrary to those of the Union).
    4. Regulations relating to membership eligibility to the Student Group, ensuring that membership is open to all students.
    5. The proposed membership fee, which is dependent on the nature of the group.
    6. Provision for the election of a committee.
    7. A list of signatures for 10 proposed members.

5.2 Student Group Finance

  1. The Union’s Senior Management Team shall allocate a sum in the Union budget that shall be for grant aid of recognised Student Groups.
  2. Funds will be allocated to specific Student Groups based upon processes outlined by the Union’s career-staff team.
  3. If any Student Group ceases to exist (which is identified as having no financial activity for 2 academic years), the remaining membership funds from those groups will be allocated to support general Student Group activities.
  4. No Student Group shall hold its own bank account and all its finance will be administered through the Union.
  5. Student Groups will adhere to the Union’s financial procedures at all times.

5.3 Meetings of Student Groups

  1. Each Student Group should hold an Annual General Meeting (AGM).
  2. Quorum for a General Meeting shall be 15 people or 50% plus one of the membership, whichever is lower.
  3. The Secretary of the Student Group is responsible for arranging dates of meetings and must inform the members at least five University working days in advance.
  4. Changes to the constitution of any Student Group can only be made at a General Meeting and must be ratified by Student Group Executive. In cases where Student Group Executive do not ratify the changes, the Student Group may appeal to the President of the Students’ Union.

5.4 Responsibilities of Student Groups

  1. Each Student Group must abide by the regulations outlined in the Student Group Bye-Law.
  2. Student Groups shall be responsible for promoting themselves during Freshers/Induction week and throughout the year to encourage new membership.
  3. The President shall be responsible for the smooth running of the Student Group and its activities and shall be responsible for the chairing of general meetings.
  4. The Secretary shall be responsible for publicising General Meetings, providing agendas, taking minutes of the meetings and correspondence on behalf of the Student Group.
  5. The Treasurer shall ensure for all expenditure is legitimate and that it does not exceed the agreed budget for that year. The Treasurer shall also ensure than an accurate list of all equipment purchased is kept and returned to the Union at the end of the year.
  6. The Treasurer shall ensure that all income received by the Student Group (including sponsorship monies) is paid directly to the Union accounts and that no funds received by the Student Group are withheld.
  7. The Treasurer shall ensure that an income and expenditure account for the previous academic year is presented to the AGM.
  8. It is the committee’s responsibility to ensure that the activities of their group do not replicate or conflict with those of another group.
  9. Failure to abide by these regulations, the relevant Student Group constitution and the Union constitution may result in disciplinary action against the Student Group by the Union. Disciplinary action may also be taken against an individual who has failed to meet the requirements laid out above.
  10. Student Groups are expected to represent themselves at the Union’s Freshers’ Fair. Should a Student Group fail to attend after requesting a space, a fine of up to £100 will be incurred from their membership account.

5.5 Student Group Executive

  1. The Student Group Executive will be formed of current Student Group committee members, including 5 Society and 5 Sports committee members.
  2. Should a member cease to be a committee member of a Student Group they will also lost membership to the Student Group Executive.
  3. The Student Group Executive will meet monthly, the business of the Student Group Executive will include but is not limited to:
    1. Provide representation and consultation on the business of student groups within the Union 
    2. Consultation on the allocation of student group funding 
    3. Ratification of new student groups 
    4. Support in the allocation of reward and recognition of Student Groups
    5. Student Group Executives will attend Student Council
    6. Be part of Student Group disciplinary processes
    7. An elected officer will chair this group  

5.6 Protected Societies

  1. As part of the provision of Societies, the Union also has Protected Societies, representing the following constituent groups:
    1. Black & Global Majority students
    2. Commuting students
    3. Disabled students
    4. International students
    5. LGBTQIA+ students
    6. Students with parental and caring responsibilities
    7. Women
  2. Protected Societies shall function similar to any other Student Group with the following exceptions:
    1. A Protected Society shall never be inactive even if a committee is not elected.
    2. Membership for Protected Societies shall be free.

5.7 Student Group Disciplinary Procedure

  1. A disciplinary procedure will be triggered in the event of:
    1. A breach of these regulations or;
    2. the Union constitution
    3. where a Student Group has brought the Union into disrepute
    4. a complaint from a member of the group
    5. a complaint from a student of the University community
    6. a breach of their respective Student Group constitution
  2. The relevant member of career staff at a Coordinator level shall call a meeting with the offending Student Group within 10 working days of notification of the breach. They shall notify the Student Group or the individual of the alleged breach and establish an objective narrative surrounding the alleged breach.
  3. Following such a meeting with a relevant staff member, they can either:
    1. Give the Student Group/individual 10 University working days to rectify the situation
    2. Refer the Student Group/individual to a disciplinary hearing.

5.8 Student Group Disciplinary Hearing

  1. Where a staff member makes a referral to the Student Group Disciplinary Hearing, they shall ask the President of the Students’ Union to convene a hearing within 10 University days of the referral.
  2. A Student Group Disciplinary Hearing shall consist of the following panel members:
    1. President of the Students’ Union or their nominee, who shall chair the hearing
    2. A member of the Student Group Executive not involved in the investigation, or their nominee
    3. A member of career staff at a Manager level or above, or their nominee.
  3. The President of the Students’ Union will ensure the Committee, and those involved, have access to all paperwork at least five days prior to the hearing.
  4. The panel shall nominate a clerk to the panel who shall be a suitable member of Union staff. This shall be done in advance of the hearing.
  5. The member of staff responsible for the initial hearing shall present the case to the panel.
  6. The President of the Student Group shall be the representative if the complaint is against the whole Student Group. If the complaint is against an individual, the student will represent themselves and will be entitled to bring another committee member, or member of the Student Group with them to the hearing.
  7. The panel hearing shall take place in the following manner:
    1. The original allegation shall be presented alongside any submitted statements and witnesses where appropriate.
    2. The panel will have the opportunity to ask questions of the witnesses. At this point the staff member overseeing the initial complain shall leave the meeting.
    3. The representatives of the Student Group/individual shall be called to appear before the panel and respond to the allegation and statements where appropriate.
    4. The panel shall consider the evidence and make a decision upon the basis of the evidence heard.

5.9 Decisions

  1. The panel may choose one or multiple of the following actions:
    1. No action taken
    2. Request a written apology
    3. A verbal warning regarding conduct which stays on the member’s/committee’s files for the remainder of the academic year.
    4. A final written warning regarding conduct which stays on the member’s/committee’s file for the remainder of the academic year.
    5. Suspension of the Student Group’s activities/individual’s membership for a defined period of time, not greater than one academic year.
    6. To suspend or dismiss a member or member’s of the Student Group’s committee
    7. A fine from membership fund of up to £100 or 50%, whichever is the least.
    8. To dissolve the Student Group/remove an individual’s membership indefinitely.
    9. Refer an individual to the University’s Student Disciplinary procedures.
  2. The Chair of the Panel shall write to the President of the Student Group / individual informing them of the panel’s decision within 5 University working days.
  3. Where the President of the Student Group is unsatisfied with the decision of the disciplinary hearing, they may make an appeal based on the following grounds:
    1. Procedural error
    2. Subsequent new evidence
  4. The President of the Student Group/individual must notify the Chair of the Panel within 10 University working days that they wish to appeal and on what grounds.
  5. The appeal will be then referred to the Chief Executive Officer, or their nominee and a Student Trustee and a member of the Student Group Executive not previously involved in the proceedings.
  6. The Appeals Committee will meet initially to decide if they will grant the appeal. This will be decided based on whether the appeal meets the grounds for appeal listed in Bye-Law 5.9.3.
  7. In the event of the appeal being granted, this panel shall convene to consider the evidence in the same manner as outlined previously.
  8. In the event that the Appeals Committee feels that the penalty imposed was too lenient or sever, they may modify the penalty.
  9. The Appeals Committee have the power to:
    1. Overturn the original decision made by the disciplinary hearing.
    2. Uphold the decision made by the disciplinary hearing.
    3. Amend any penalty imposed by the disciplinary hearing.
  10. The President of the Students’ Union shall inform the President of the Student Group/individual of any decision made within 5 University working days.
  11. Once this process has been exhausted there will be no further grounds to appeal.

Byelaw 6: Proceedings of Trustee's
  1. In accordance with the Constitution, the Union shall have a Board of Trustees which shall include:
  • sadasd
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  1. The Officer Trustees shall include the President of the Students’ Union and other Officer Trustee roles to be determined by the Board of Trustees from time to time.

Responsibilities of the board

  1. In accordance with Clause 50 of the Constitution, the Trustees are responsible for the management and administration of the Union, ensuring the Union remains legally compliant and solvent.
  2. The Trustees have overall responsibility for the day to day management of the Union.
  3. The Trustees are directors of the Union under company law and charity trustees under charity law.

Sub Committees of the Board of Trustees

  1. The Board may set up sub committees as it feels suitable but must always include an Appointments Committee.

Conflicts of Interest

  1. Trustee’s Conflict of Interests (Defined by Clause 65 of the Constitution) are required to be avoided where possible, or otherwise identified and managed, as provided for in the Constitution.

Officer Trustees

  1. The Officer Trustees shall be elected by secret ballot of the Full Members in accordance with Clause 33 of the Constitution.
  2. The term of office for all Officer Trustees shall be from 1st July during the year of election to the 30th June following their election. The dates and terms of office may vary on a transitional basis to coincide with an alternation in the University calendar. For Officer Trustees elected at Bye-Election, the term of office shall commence immediately when the result of the ballot is announced, terminated on the 30th June of the same Academic Year.
  3. The Officer Trustees may service for a maximum of two (2) terms of office which may be either consecutive or non-consecutive.
  4. At the same time as commencing their term of office as a Trustee, the Officer Trustees are required to enter into a written contract of employment with the Union, which shall remain in force for their term of office.
  5. The day-today duties of the Office Trustees are set out in the written job description of each Officer Trustee which will be made available to members, and provided with their written contracts of employment.
  6. The Officer Trustees are expected to abide by the Union’s Staff Handbook and any codes of conduct, procedures and rules for staff contained in the handbook. Breaches of these may result in disciplinary action.
  7. If an Officer Trustee ceases to be a Trustee by virtue of any provisions of Clauses 44-45 of the Constitution, they may also be subject to the Union’s disciplinary procedures as detailed in the staff policies

External Trustees

  1. It is expected that an External Trustee will be appointed to Chair the Trustee Board.
  2. The independent Trustees shall be appointed to the office in accordance with this Byelaw by the Appointments Committee.
  3. The recruitment and appointment process shall be conducted by the Appointments Committee and approved by a simple majority vote of the Trustee Board.
  4. The term of office of the External Trustees shall commence immediately upon appointment and shall last for up to a maximum of four (4) years. At the end of their first term of office, External Trustees shall be eligible for reappointment by a simple majority vote of the trustees for a further term of up to four (4) years. But shall not be eligible for reappointment thereafter if they have served a maximum total term of eight (8) years.

University Trustee

  1. A University Trustee may be appointed by Kingston University by serving notice in writing on the Union.
  2. University Trustees shall remain in office for a term of up to 4 years commencing in accordance with the Bye-Laws.
  3. University Trustees may serve for a maximum of 2 terms which may either be consecutive or non-consecutive.

The Appointments Committee

  1. The purpose of the Appointments Committee shall be to recruit and appoint the External Trustees in accordance with Clause 41 of the Constitution. These appointments shall be subject to approval by a simple majority of the Trustees
  2. The appointments Committee shall include:

 

  1. One Officer Trustee (Chair)
  2. One (1) Student Trustee
  3. One (1) An External Trustee when replacing an existing external trustee.
  4. Chief Executive Officer in an ex-officio capacity.
  1. The Chair  shall call meetings of the Appointments Committee as and when required.
  2. Quorum for meetings of the Appointments Committee shall be 50% plus one (1) of the Committee’s membership.
  3. The functions of the Appointments Committee shall be:
 
  1. Approve the information and documentation, which is sent to potential candidates.
  2. Set the timetable for recruitment, interview and selection processes.
  3. Shortlist interview potential applicants for Trustees and make appointment recommendations to the Trustee Board.
  4. Carry out regular skills, experience and diversity audits of the Board of Trustees and identify the skills, experience and expertise that are needed for the Board to achieve high quality and effective governance.
  5. Ensure that vacancies on the Board of Trustees are filled at the earliest opportunity possible.

 

  1. The Appointments Committee shall report to the Board of Trustees at least annually.

Disqualification, Resignation and Removal of Trustees

  1. The circumstances under which Trustees may be disqualified, may resign or be removed are set out in the Clauses 44 of the Constitution.

Appeals against the removal of a trustee by the board

  1. In accordance with Clauses 44-45 of the Constitution, a Trustee may be removed from office.
  2. A Trustee removed from office in accordance with Clause 44.5 or 44.6 of the Constitution shall be entitled to appeal the decision to remove him or her to an Appeals Panel within 14 days of the resolution. The Trustee appealing shall be called “The Appellant.”
  3. The appellant has the right to appeal against a decision of the Trustees provided they lodge their appeal in writing with the Chief Executive Officer not more than fourteen (14) days after the receipt of the written notice of the decision of the Trustees.
  4. The appeal should contain a statement of the grounds upon which the appeal is brought and of the facts and matter relied upon.
  5. If an appeal is lodged within time, the decision to dismiss the Appellant shall not take effect until the final determination on the matter.
  6. The Appellant shall be given at least five (5) days; written notice of the time and place of the appeal hearing.
  7. At least four (4) days prior to the date of the hearing, the Appellant shall:

 

  1. Confirm whether or not they intend to attend the hearing and, if so, the name of any person who will be accompanying or presenting for them.
  2. Submit any new evidence that they wish to rely on.

 

  1. At least two (2) days prior to the date of the hearing, the Union shall provide the Appellant with any further evidence, which it wishes to reply upon.
  2. Neither party shall, without the consent of the other or the permission of the Appeals Panel, rely on any statement nor document other than those provided or identified under paragraph 24 and/or 25 above.
  3. The Appeals Panel shall be made up of

 

  1. A nominee of the University, whom will chair the meeting.
  2. One (1) Independent person
  3. A Chief Executive Officer or officer trustee of another students’ union; and
  4. An Officer of another students’ union or NUS
  5. A member of the Trustee Board
  1. Each member of the Appeals Panel shall be independent and shall not have had any substantive involvement in the matter under appeal. The relationship with the Appellant should not give rise to any conflict of interest.

i.  The selection of the members of the Appeals Panel and its procedures shall bethe responsibility of the Appeals Panel Chair.

  1. The Appellant shall be entitled to be accompanied or represented by one other person of their choosing, expect where in the opinion of the Chair of the appeals Panel, such person has a conflict of interest.
  2. The President of the Students’ Union shall act on behalf of the Union as the respondent to the appeal (the “Respondent”) and for this purpose may instruct a representative. In the case that the President is the appellant an alternative officer will be sought.
  3. The order of proceedings for the Appeals Panel meeting, unless the Chair otherwise directs, will be as follows.

 

  1. Submissions by or on behalf of the Appellant
  2. Submissions by or on behalf of the Respondent
  3. Consideration of the evidence by the Appeals Panel
  4. Closing submissions by or on behalf or on behalf of the Appellant
  5. Closing submissions by or on behalf of the Respondent.

 

  1. If at the Appeal hearing, the Appellant is not present or represented, the Appeals Panel may proceed to consider the matter in the Appellant’s absence if it is satisfied that notice was properly served upon them.
  2. The course of action which the Appeals Panel may take are:
  1. To uphold the appeal
  2. To reject the appeal

 

  1. Within seven (7) days of deciding on the appropriate course of action, the Chief Executive Officer will notify the Appellant in writing of the decision of the Appeal’s Panel.

Byelaw 7: Trustee's Committees
  1. In accordance with the Constitution, the Union shall have a Board of Trustees which shall include a number of sub committees as outlined below. The Terms of Reference for each Committee shall be overseen by the Trustee Board.
    • Appointments Committee
    • Finance, Audit and Risk
    • Organisational Development
    • People and Culture

Byelaw 8: Election Regulations

Returning Officer

  1. NUS shall act as the Returning Officer (RO) for KSU elections. The RO in conjunction with any appointed deputies shall be responsible for the good conduct and administration of all KSU (the Union) elections and shall be responsible for interpretation of the election regulations.
  2. For elections in which Officer Trustees are elected, the RO shall not be an employee of KU or a member or employee of the Union. For any other election, the RO may be an employee of the Union
  3. The RO may appoint deputies to support them in their duties. One of the designated duties of any deputies appointed by the RO will be to act as Deputy Returning Officer (DRO) who will carry out duties in accordance with the election regulations in the absence of the RO. Assistant Returning Officers (ARO) may also be appointed to support the DRO with administration or other activity.
  4. Any appointed deputies will not hold office within the Union at the time of election and appointed deputies may be employees of the Union or the University.

Standing for Election

  1. The Student Officer roles available for election shall be as outlined in Byelaw 7, and shall include the following Full-Time positions: President of the Students’ Union and other Officer roles to be determined by the Board of Trustees from time to time
  1. No member who has opted out of membership of the Union may stand for any position as stated in Byelaw 1.
  2. Re-open nominations (RON) shall be a candidate in all Union elections. In the event that RON receives the most votes for a position, the Union shall make arrangements to rerun the election.
  3. Information on standing for election including the nomination process will be made available by the Union before the election. The information shall contain a copy of the description of the role of each position in the election.
  4. Members of the Union may stand for election upon submission of a nomination form by the advertised method before the closing date for receipt of nominations for the election in which they are looking to stand.
  5. Nominations must reach the RO or appointed deputy not later than the advertised time on the day.

Candidate Regulations and Guidelines

  1. The Union will run election feedback sessions, to review election regulations and its impact  on candidates and the wider student body.
  2. The sessions will collect feedback from (not limited to), Officers, Council members, students, staff, and former candidates which will be used to shape future candidate’s regulations.
  3. A summary of these finding with a list of the proposed regulations will be proposed to the nextTrustee Board for ratification.
  4. The RO and/ or any appointed deputies will produce candidate regulations based upon both the ratified recommendations and election regulations.

Election Publicity

  1. The Union shall produce a list of candidates which shall be publicised.
  2. Candidates may produce a manifesto to a specification to be determined by the RO or appointed deputies, which must be submitted by the advertised deadline to the RO or appointed deputy.
  1. Upon validation of all received nominations election candidates will be provided with information pertaining to running in the election, campaigning and election regulations.
  2. Candidates may produce elections publicity in line with elections regulations to utilise during the period they are standing for election. Candidates will have a budget for producing publicity materials for the election in which they are standing as outlined in the candidate regulations.

Campaigning

  1. Publicity must not be used in a way that a reasonable person would see as a breach of the Union Code of Conduct, or University bullying and harassment, or other existing rules.
  2. There shall be no campaigning within the same room/ vicinity as any official voting stations or designated voting areas.
  3. Designated voting stations/ areas may be defined by the RO and any appointed deputies in the interest of preserving free and fair elections.

Voting Procedures

  1. The RO and any appointed deputies shall ensure that all members of the Union have access to vote no matter their place or mode of study.
  2. All members of the Union may vote upon completion of an appropriate identification process as decided by the RO and any appointed deputies.
  3. Voting shall take place on the basis of an electronic vote through an appropriate electronic voting method as determined by the RO and any appointed deputies.
  4. In the event of an electronic vote, the security of the voting system shall be assessed by the RO before its use. If they are confident in the security of the system, it shall be deemed to be secure and the decision of the RO shall be final.
  5. In the event of a failure of the agreed electronic voting method or in the absence of an agreed electronic voting method then a paper voting system will be utilised.
  1. In the event of a paper vote, an official Union voting paper will be made available to each member who wishes to vote. Votes will be cast in sealed ballot boxes. Voting papers shall bear the name of each candidate and the role being contested.
  2. In the event of a paper vote, a postal vote shall be granted to any full member of the Union who is unable to exercise their right to vote in person.
  3. Voting shall be by secret ballot and shall be conducted according to the most recently published edition of the rules for the operation of the single transferable voting (STV) system as set by the Electoral Reform Society.
  4. Where necessary the Union shall publicise the arrangements for postal voting at the earliest available appropriate opportunity, only when electronic voting is not in effect.
  5. Postal votes will be accepted up until the close of an agreed postal voting period as agreed by the RO. The deadline for receipt of postal votes may fall after the close of ballot boxes.

Counting and Declaring Votes

  1. The RO or appointed deputy shall inform the candidates of the time and date of the count and the declaring of votes.
  2. The RO may be assisted in the count by a number of individuals appointed by them. The count shall be conducted according to the most recently published edition of the rules for the operation of the single transferable voting (STV) system as set by the Electoral Reform Society.
  3. Once the votes (or the electronic data pertaining to the votes) have been counted they should be kept for a min. period of six months in case of appeals against the result in line with data protection.
  4. Results of the elections shall be declared by the RO or appointed deputy when the count for each post has been completed and any complaints received have been resolved to the satisfaction of the RO.
  5. A list of successful candidates will normally be posted online. The RO or appointed deputy will also send notification of the results to the Union Trustee Board, the NUS, the University Senior Management Team and the University Board of Governors.

Election Complaints

  1. Any student can submit a complaint about a candidate or their campaigns team or about the election process until one hour after the close of voting. These complaints may be on any of the following grounds.
    1. Failure in good conduct of the election
    2. Behaviour and activities of candidates or their supporters.
    3. The administrations of the elections.
    4. Breaches in election regulations.

38. Complaints raised after this point will not be accepted, expect in relation to the conduct of the count.

39.Any student can submit a complaint about the conduct of the count within one University day of the announcement of results. Grounds for complaints are limited to:

  1. The STV calculations are inaccurate
  2. There is a physical error in the count.

 

40. The RO and any appointed deputies shall be responsible for the investigation of any breaches of the election’s rules.

41. All complaints must be sent, in writing on the complaint form, to the Returning Officer of the Deputy Returning Officer. A complaints form will be available from the Union Reception and online at the Union website.

42. Complaints will normally be heard within 2 working days. The Returning officer of the Deputy Returning Officer will respond in writing and candidates and complaints will be informed of any action taken.

43. In responding to a complaint the Returning Officer or Deputy Returning Officer, after hearing all the appropriate evidence, may decide to apply any of the following:

  1. Not to uphold the complaint.
  2. Suspend elections for a specified period pending an investigation(s)
  3. Apply sanctions to specified candidates (see sanctions below)
  4. Hold the election count and decide whether the basis of the complaint has any impact on the outcome of the vote.
  5. Re-run the election.

44. In the event the Deputy Returning Officer ruled on the complaint, a candidate can appeal the decision of the Deputy Returning Officer to the RO.

45. The appeal must be made in writing to the Retuning Officer within 24 hours of the Deptuy Returning Officers decision.

46. Appeals will normally be on the ground that the decision of the Deputy Returning Officer was:

  1. Procedurally incorrect,
  2. Taken outside the scope of the powers of the Deputy Returning Officer as defined by these regulations.
  3. Disproportionate

47. Decisions of the RO are final with no further route for appeal.

Sanctions

48. Any student found in breach of the regulations during any stage of the election may be penalised. Both the RO and DRO are empowered to investigate any matters related to the election, infringement of election rules or complaints regarding candidate, campaign team or slate conduct. If they find that there has been an infringement, they may:

  1. Not uphold a complaint
  2. Apply a minor sanction, including:
    • Penalty to a campaign budget
    • Restrict attendance or participation in debates
    • Restrict campaigning
  3. Apply a major sanction, including:
    • A formal warning
    • Disqualification
  4. Suspend elections
  5. Suspend a vote count
  6. Re-run elections

49. Any student found to be interfering with the smooth running of the election, acting fraudulently or otherwise illegally may be referred for disciplinary action:

i. The Union Disciplinary Panel under the Students’ Union Bye Law 10

 ii. The University

iii. Be reported to the police.

Vacancies for Positions

50. If any post falls vacant then a bye-election shall be arranged by the Union. Nominations shall open no later than 3 University days after confirmation of the vacancy arising. All other election regulations apply.


Slates and Endorsements

51. A slate is defined as candidates identifying themselves as a single group.

52. Slates are forbidden within elections at KSU and any evidence of a slate will be investigated and all those involved subject to sanctions up to and including disqualification. For avoidance of doubt, no candidates can endorse other candidates either for the same, or any other role.

53. Candidates cannot be sponsored by an external company.

Byelaw 9: Protecting our members
  1. This code and its parts apply equally to all Standard Members, Associate Members, honorary life members, and their guests. The code covers actions that occur on Union or University premises (our social space and office spaces) or whilst representing the Union. Complaints about behaviour in other areas will be addressed via the University Code of Student Behaviour.
  2. Any student is entitled to raise a complaint about behaviour. Complaints can also be raised collectively.
  3. This code does not cover the behaviour of Full Time Officers which is dealt with under Byelaw 4.
  4. Behaviour which may result in investigation includes (although this is not an exhaustive list): 
  5. Anti-social behaviour, contrary to the Union and University’s policies on Equal opportunities,or other Union Policies 
    1. Threatening and/bullying/ harassment/ Inappropriate behaviour towards students or staff – this may be verbal or physical 
    2. Inappropriate behaviour – due to intoxication or otherwise iv) Vandalism – damage to
    3. University or Union property, including graffiti
    4. Theft
    5. Assault on students or staff 
    6. Use / possession / distribution of illegal or controlled substances
    7. Breach of the Union’s constitution or Bye-Law
    8. Incapacity whilst on Union activities or duties 
    9. Breaches of laws impacting on the efficient running of the Union x. Fraud
  6. Bringing malicious complaints as part of this process 

Investigation of a Complaint

  1. If an individual student’s behaviour contravenes the Union’s code of behaviour, then a complaint should be made in writing to the Union.
  2. Upon receiving a complaint, a relevant staff member will be assigned to investigate the complaint and will seek to understand and establish the facts surrounding the case. Following on from this investigation. The investigator will take either of the following next steps:
    1. No further action is deemed necessary, and the complaint is dropped
    2. The complaint is resolved informally either through a verbal warning or establishing a mediation process or remedial action is taken to rectify the situation
    3. The complaint is referred to a Disciplinary Hearing.
  1. During the period of investigation the student will be suspended from Students’ Union activities and premises, this will be communicated by the investigator.

Acting on a complaint

  1. Where a staff member makes a referral to a disciplinary hearing, they will ask an Officer to convene a panel and alert the individual to the outcome of the investigation
  2. A Disciplinary hearing shall consist of the following members:
    • An officer or their nominee who shall chair the hearing and who shall not have previously been involved in the investigation
    • A manager of their nominee
    • The panel shall nominate a clerk,who shall be a suitable member of Union staff or organise for transcript technological support. This shall be done in advance of the hearing.
  3. The relevant staff member will ensure the panel, and those involved, have access to all paperwork at least 5 University working days prior to the hearing
  4. The panel shall nominate a clerk,who shall be a suitable member of Union staff or organise for transcript technological support. This shall be done in advance of the hearing.
  5. The respondent will be allowed to bring a representative with them to the hearing. The representatives role is to ensure that the hearing process is fair, and that the respondent is given the right to respond to the accusation.
  • 15. The hearing will proceed in the following manner:
    1. The investigator shall present the original complaint  and witnesses called/report where appropriate.
    2. The panel will have the opportunity to ask questions of the witnesses where appropriate.
    3. The complainant/investigator shall leave the meeting
    4. The respondent will respond to the complaint, calling witnesses where appropriate.
    5. The panel will have the opportunity to ask questions of the witnesses
    6. The respondent will leave the meeting
    7. The panel will consider the evidence from both sides
    8. The panel will make a decision based on the evidence presented.
    1. Although the respondent’s attendance at the panel is not mandatory, the complaint will be heard in the respondent’s absence, and action taken, unless there is good reason for non- attendance.
    2. All issues raised at panel are confidential – however the Committee will report back to each Board of Trustees meeting, without identifying the complainant or respondent.

    Decisions

    1. The panel may choose to apply any of the following :
      1. No action
      2. Suspension from Union activities
      3. Fine to value of damage done / Fine to meet losses
      4. To take action against a malicious complainant if a complaint is deemed malicious, the panel can bring the procedures against the complainant
      5. Request for a written apology
      6. Verbal warning, which stays on record for one academic year
      7. A written warning / final written warning which stays on record for the duration of study
      8. Referral to HR to consider dismissal from post (if the complaint is made against a student staff member)
      9. Dismissal from post (if a volunteer role is held within the Union i.e council member, committee member, academic rep
      10. Revocation of membership

    Police Investigations

    1. If there is Police involvement in the investigation of the incident, the Union disciplinary action will be suspended until the Police action is concluded, or the outcome of any court case is known. However, if this is the case the respondent will be barred from Union premises and activities until the conclusion of the Police action. It is the responsibility of the respondent to inform the Union that Police action has concluded.
    2. Where action is taken the Disciplinary Hearing will pass this information to the University.
    3. All decisions of the Disciplinary Hearing will be communicated in writing to the respondent and complainant .

    Appeals

    1. Appeals may be made in writing to the CEO, no later than five working days from the receipt of the decision made by the hearing. This appeal must state the grounds for the appeal.
    2. Appeals may be made on grounds of:
      1. Procedural Error
      2. ISubsequent new evidence
      3. Sanction is not appropriate to the misconduct that has taken place
    3. Appeals will be heard by the Appeals Committee which will consist of:
      1. CEO
      2. one of the Officer Trustees
    4. If any of the above named have been involved at a previous stage of the investigation or disciplinary action, they will be replaced by an appropriate nominee.
    5. The appeals hearing will follow the procedures laid out for the original hearing.
    6. The Appeals Committee has the authority to:
      1. Overturn the original decision made by the disciplinary hearing
      2. Uphold the decision made by the disciplinary hearing
      3. Amend any penalty imposed by the Hearing however they see fit within their power
    7. The only further source of appeal available is to the University Secretary. In accordance with the Education Act 1994, the University Secretary will appoint an independent person to hear the appeal.

Byelaw 10: Student Council Regulations

The Union shall have a Student Council, elected from the Student body that is responsible for the accountability of Officers, representing students and agreeing policy of the Union.

Membership

  1. The voting member composition of the Student Council shall consist of four sections, each representing 25% of the votes within Student Council regardless of the number of representatives from each section:
    1. Campus Representatives
    2. Protected Societies Representatives
    3. Societies and Sports Representatives from Student Group Executive
    4. Faculty Reps

2. The following shall be invited to meetings: 

  1. Full Time Officers
  2. Student Trustees
  3. Full Members of the Students’ Union
  4. iv Students’ Union Staff

Positions

  1. A Chair of Student Council shall be elected from within Student Council at the start of the academic year.
  2. A Vice Chair of Student Council shall be elected from the Protected Societies within Student Council at the start of the academic year.
  3. A relevant staff member of the Union shall be identified as Clerk to Student Council. The Clerk shall facilitate the voting mechanisms as the designated Deputy Returning Officer for Student Council and take the minutes of any meeting. 
  4. The Returning Officer shall be a senior member of staff from the Students’ Union, but is not required to be present. 

Roles & Responsibilities

1. Campus Representatives are responsible for representing the views of the students who study at their respective campuses.

  1. There shall be one Campus Representative from each of the following:
    • Kingston Hill
    • Knights Park
    • Penrhyn Road
    • Roehampton Vale

2. Academic Representatives shall be represented by Faculty Reps, whereby there shall be three Faculty Reps per Faculty. The responsibilities of Academic Representatives are as defined in the Academic Representation Partnership Agreement.

  1. There shall be one Faculty Representative from each of the following:
    • Undergraduate
    • Postgraduate Taught
    • Postgraduate Research

3. Protected Societies shall be represented by one committee member from each Protected Society. The responsibilities for Protected Societies are outlined in Bye-Law 4.

4. There shall be one Protected Society representative from each of the following:

  1. Black & Global Majority’s Society
  2. Commuters’ Society
  3. Disabled Students’ Society
  4. International Students’ Society
  5. LGBTQIA+ & Allies Society
  6. Parent & Carers’ Society
  7. Women’s Society

5. Societies and Sports shall be represented by six elected committee members who form part of Student Group Executive. The responsibilities of Student Group Executive are as defined in Bye-Law 4.

6. If, at the end of the elections period, there are vacant positions, the Student Council can have the power to co-opt positions, following there is a 75% consensus of a quorum vote.

Meetings

  1. Student Council shall convene  no less than once a term.
  2. The quorum of meetings shall be 50%+1 of Voting Members of Student Council, with at least 50%+1 of each of the four caucuses present. This is inclusive of in-person and online arrangements.
  3. Before each meeting, all full members of the Union will be notified that a meeting is taking place with appropriate notice.
  4. All motions must have a proposer and seconder, both of whom are full members of the Union.
  5. All motions must be submitted to the Chair of Union Council by 10 University Working Days before the meeting.
  6. Emergency motions can be submitted to the Chair of Union Council at the start of the meeting, either under Any Other Business or Motions section, as long as they are accompanied by an explanation as to why they could not be submitted by the original deadline.
  7. An Emergency motion will only be accepted by the Chair if:
    • The Chair considers the Motion to be of significant important.
    • There hase been no delay in notifying them; and
    • There is time for the motion to be duly considered.
  8. Motions can also arise from the Student Ideas platform, as long as they meet the following criteria:
  9. A student idea has at least 5 more upvotes than downvotes.
  10. The Union does not have any similar live policies related to the topic
  11. The idea does not contravene the Union’s charitable objectives.
  12. Each meeting will contain the following agenda items as standing items:
    1. Welcome and Apologies
    2. Minutes from Last Meeting
    3. Actions
    4. Conflicts of Interest
    5. Officer Reports vii Motions
    6. Any Other Business
  13. Student Council will receive the audited accounts of the Union and the presentation of the Annual Report on an annual basis. The report shall be proposed and presented by the President.
  14. Any additional items for the agenda can be added through a joint agreement between the Chair and Vice-Chair of Student Council.
  15. The Chair of Student Council shall chair all Student Council meetings. If they have a conflict of interest or are unable to attend the meeting, then the Vice-Chair will chair the relevant sections.
  • Should neither the Chair nor the Vice-Chair be available, or should both hold a conflict of interested, the Council shall elect a chair for that meeting or item as appropriate.

Powers

  1. Student Council will have the following powers:

 

  1. Propose, debate and approve the Policy of the Union via motions these require a simple majority of a quorate meeting.
  2. Refer Policy to a Referendum of the Student Members or to the Annual General Meeting or an Emergency General Meeting by a vote of 75% of a quorate meeting.
  3. Receive Full Time Officer reports and hold them to account on their actions.
  4. Receive reports, when deemed appropriate, from the Board of Trustees.
  5. Propose, debate and approve any bye-law amendments by a vote of 75% of a quorate meeting. viii Hear a vote of no confidence in a Full Time Officer or Student Councillor, as per the procedure outlined in Bye-Law 4
  6. Censure a Full Time Officer for their performance or actions within their role by a vote of 75% of a quorate meeting. The censure will require substantiation by evidence and a debate heard by the Chair.

Duties of all Student Council Members

  1. To adhere to the Constitution and Bye-laws and to be bound by the Mandates of the Board of Trustees and Student Council.
  2. To attend all meetings of Student Council for the duration of the meeting and represent their caucus.
  3. Student Council Members shall be subject to the Student Officer Code of Conduct, Byelaw 14.
  4. Student Council members shall automatically surrender their position in the case that they miss three Student Council meetings in one year without sending apologies.

General Standing Orders for Student Council

  1. All decisions of Student Council shall be carried by a simple majority of a quorate meeting, unless specified above.
  2. Members wishing to speak must address the Chair.
  3. The Chair will decide right of priority in speaking and length of discussion to allow all items of business on the agenda to be considered.
  4. A member may speak at any time on a point of order.
  5. Points of information may be made at the discretion of the member speaking.
  6. Procedural motions may be proposed at any time and shall be voted on immediately, however each procedural motion may only be proposed once during the same item of business at the discretion of the Chair. Procedural motions require a simple majority to pass, unless otherwise stated.
  7. Procedural motions may be the following:

i. A motion that a vote be taken.

ii. A motion that the matter be deferred for further discussion at the next meeting.

iii. A motion that the matter be referred to referendum or a Union Meeting (requiring a vote of v 75% in favour)

  1. A motion for a temporary adjournment of the meeting.
  2. A motion of no confidence in the Chair (requiring a vote of 75% in favour and effective for that meeting only).

Code of Conduct

  1. Members of Student Council should:
    1. Protect the independence of the Students’ Union, and ensure that the student body has an independent voice. 
    2. Use all tools available to ensure there is effective communication between them and the student body. 
    3. Be prepared to respond to questions from the membership in a timely and honest manner via appropriate communication tools. 
    4. Uphold the Union’s core values of support, empower and enrich Kingston students. 
    5. Be aware of, abide by and champion the Union’s Equal Opportunities Policy. 
    6. Be an Ambassador for the Union and always portray a positive image of the services and activities on offer. 
    7. Treat each other courteously and respectfully. 
    8. Have respect for others privacy, space and possessions 
    9. Assist in creating an environment which encourages individuals to participate if they choose to do so. 
    10. Create and maintain an environment free of fear and harassment of any type of abuse whether it be emotional, physical, sexual, neglect or bullying. 
    11. Have a personal responsibility to be fair, honest and considerate to others. 
    12. Ensure personal or professional differences are dealt with in private and not publicly. 
    13. Be mindful of language and noise levels to discourage disruption or offence to others and to ensure that the Union and meetings remain accessible. 
    14. Ensure status or position is not used to attain benefits or preferential treatments. 
    15. Maintain a professional outlook when carrying out duties on behalf of the Union and accept responsibility for their actions. 
    16. Upholding the Nolan Principles for Public Life. 
  2. Students may not hold any other position within Student Council other than their position, apart from Chair and Vice-Chair of Student Council.

Removal of a member

  1. If a member of Student Council displays substandard performance, a full Member of the Union may pursue a process to remove any member of Student Council. There are two routes available: 
    1. Via Referendum 
    2. Via Student Council 
  2. A ‘Motion of No Confidence’ for Officers requires at least one proposer and a minimum of 199 seconders. This should be hosted on the Union’s ‘Your Ideas’ platform. The proposal should indicate whether the motion should follow either the referenda or Student Council processes. 
  3. The motion must state exactly which part of their job the member of Student Council has failed to fulfil. 
  4. For motions intended for referenda, the motion shall follow Byelaw 2 with the vote requiring a 3% member turnout and a 2/3 majority of voters to vote in favour of no confidence in order for the vote to stand. 
  5. For motions intended for Student Council, the Chair of Student Council shall call an Emergency Student Council Meeting. 
  6. The motion must be passed by a 75% majority of the Student Council, with at least three of the four sections reaching the threshold, one of which must be the caucus of which that member of Student Council belongs to. 
  7. Any member of Student Council may also pursue a process to remove another member of Student Council, through Student Council following the same process as any other motion, as outlined above. 
  8. Student Council members may also be removed by Student Council if they miss two consecutive meetings of Student Council without apologies. 
  9. In the event the vote passes through any route as outlined in this byelaw, that student shall be removed from their post and the position shall be referred to the Union to consider a suitable arrangement. 
  10. In the case where a Campus Representative is removed from Student Council, they will also be removed from their role as Campus Representative. 
  11. Other members of Student Council may also lose their membership to Student Council if they are removed from the position which they fill, that entitles them to attend Student Council. The process to remove a student from their position can be found in their respective byelaws. 

Memorandum of Understanding

The Memorandum of Understanding, or MoU, is an agreement between KSU and KU that sets out how we work together. We have some specific responsibilities as per the Education Act 1994, but it also details other arrangements between us. 

Read the MoU

Statement of Responsibilities

The Statement of Responsibilities, or SoR, is a summary of our responsibilities outlined in the Education Act 1994 in the Memorandum of Understanding, or MoU, which can be found in detail in the MoU. 

Read the SoR

Democratic Policies

This is where we have policies that were voted on by students.

Fixed Policy

A Fixed Policy is a policy that acts as a general stance of KSU. Students can introduce, amend or remove these policies through Student Council or Referenda. 

Time limited policy

A Time-limited Policy is a policy that may relate to a specific event or point in time that automatically expires once that event has passed. Time-limited policy cannot be amended once passed but can be introduced through Student Council or Referenda. 

KSU Policies & Documents 

Social media

Data Protection Information

Protecting our members 

Although we do our best to provide an excellent experience for you and ensure that our services are fit to meet your needs, we understand that this isn't always the case.    

You can make a complaint by emailing studentsunion@kingston.ac.uk, outlining your experience and any relevant details, on the following: 

  • A service you received 
  • A member of staff 
  • A student 
  • A student group 

A senior manager at KSU will respond to you within 5 working days. 

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