Our governance

• Governance 
• Budget 
• Strategy 

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 
   

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

Our Memorandum and Articles of Association sets out our core purpose as a charity and the rules on how we operate. 

1. Byelaw 1.1 Standard Members
2. Every registered student (as defined by the University Registry) is automatically a member of the Union.
3. 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.
4. 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.
5. 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.
6. A student who has opted out who wishes to become a member of the Union shall notify the University Secretary in writing. The University Secretary 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.
7. Byelaw 1.2 Associate Members
8. An Associate Member is any individual identified by the Board as associate members. Such as: Alumni, Staff of Kingston University, Members of the public
9. For the avoidance of doubt, an Associate Member does not hold student status and is not considered a Standard Member.
10. The Board shall determine the awarding of associate membership, which may incur a fee.
11. Any Associate Member who wishes to opt out of the Union, should inform the Chief Executive Officer of the Union in writing.
12. Associate members may access: Associate membership of any student group, events and commercial services delivered by the Union

1. Byelaw 2.1 — Elections Returning Officer
2. NUS shall act as the Returning Officer (RO) for Kingston Students’ Union (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.
3. For elections in which Officer Trustees are elected, the RO shall not be an employee of Kingston University (KU) or a member or employee of the Union. For any other election, the RO may be an employee of the Union.
4. 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.
5. Any appointed deputies will not hold office within the Union at the time of election and appointed deputies should be employees of the Union.
6. Standing for Election
7. The Student Officer roles available for election shall be as outlined in Byelaw 3, and shall include the following Full-Time positions:
   • President (One post)
   • Vice President (Two posts)
8. All students will stand for the role of President, and the person with the most votes will be offered the role of President first. The posts of Vice President will be awarded to the candidates that received the second and third most votes. Any disputes relating to the allocation of roles shall be resolved by the Board, whose decision shall be final.
9. The distribution of duties and functions between the Officers shall be agreed jointly by the Officers, with any disputes to be resolved by the Board, whose decision shall be final.
10. No member who has opted out of membership of the Union may stand for any position as stated in Byelaw 1.
11. Students with the following circumstances may not stand for any position:
    • Students who have been previously disqualified from any Union election.
    • Students who have been previously removed as an Officer, either by the Board or through a HR process.
    • Students who have previously had their employment terminated by either the Union or Kingston University.
    • Students who are banned from Union or University spaces.
    • Students that have completed less than one term of study at Kingston University.
12. Any student that is undergoing a disciplinary investigation may have their right to stand revoked at any time if the result of the investigation would have not allowed the student to stand under Byelaw 2.1 (9), up to and including upon commencement of the role.
13. 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.
14. 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.
15. 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.
16. Nominations must reach the RO or appointed deputy not later than the advertised time on the day.
17. Students may not hold any other contractual employment (full-time or part-time), if successfully elected.
18. Students who are not completing their studies before the commencement of the role, with the exception of graduations or resubmission, must interrupt their studies while completing the role.
19. Students may not hold more than one post at any time, and so must resign or withdraw from any position(s) that would exceed this right.
20. Candidate Regulations and Guidelines
21. The Union will run election feedback sessions, to review election regulations and its impact on candidates and the wider student body.
22. 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.
23. A summary of these finding with a list of the proposed regulations will be proposed to the next Trustee Board for ratification.
24. The RO and/ or any appointed deputies will produce candidate regulations based upon both the ratified recommendations and election regulations.
25. Election Publicity
26. The Union shall produce a list of candidates which shall be publicised.
27. 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.
28. Upon validation of all received nominations election candidates will be provided with information pertaining to running in the election, campaigning and election regulations.
29. 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.
30. Campaigning
31. Publicity must not be used in a way that a reasonable person would see as a breach of Union Code of Conduct, or University bullying and harassment, or other existing rules.
32. There shall be no campaigning within the same room/ vicinity as any official voting stations or designated voting areas.
33. Designated voting stations/ areas may be defined by the RO and any appointed deputies in the interest of preserving free and fair elections.
34. Officers of the Union that are entitled to stand for another year, must reserve annual leave for campaigning activity.
35. For existing Officers, there will be a suspension of new announcements so as to not influence the election starting two weeks before the start of campaigning.
36. Voting Procedures
37. 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.
38. All members of the Union may vote upon completion of an appropriate identification process as decided by the RO and any appointed deputies.
39. 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.
40. 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.
41. 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.
42. 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.
43. 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.
44. 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.
45. 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.
46. The member must inform the RO or appointed deputy in writing that they wish to vote by post.
47. 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.
48. Counting and Declaring Votes
49. The RO or appointed deputy shall inform the candidates of the time and date of the count and the declaring of votes.
50. 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.
51. Once the votes (or the electronic data pertaining to the votes) have been counted they should be kept for a minimum period of six months in case of appeals against the result in line with data protection.
52. 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.
53. 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.
54. Election Complaints
55. 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:
    • Failure in good conduct of the election
    • Behaviour and activities of candidates or their supporters
    • The administrations of the elections
    • Breaches in election regulations
56. Complaints raised after this point will not be accepted, except in relation to the conduct of the count.
57. In the event of a paper ballot, 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:
    • The STV calculations are inaccurate
    • There is a physical error in the count
58. The RO and any appointed deputies shall be responsible for the investigation of any breaches of the election rules.
59. All complaints must be submitted via a published complaints form, to the Deputy Returning Officer.
60. Complaints will normally be heard within 2 working days. The Returning Officer or Deputy Returning Officer will respond in writing and candidates and complaints will be informed of any action taken.
61. 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 sanctions outlined below.
62. 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.
63. The appeal must be submitted via a published appeals form to the Returning Officer within 24 hours of the Deputy Returning Officers decision.
64. Appeals will normally be on the ground that the decision of the Deputy Returning Officer was:
    • Procedurally incorrect
    • Taken outside the scope of the powers of the Deputy Returning Officer as defined by these regulations
    • Disproportionate
65. Decisions of the RO are final with no further route for appeal.
66. Sanctions
67. Any student found in breach of the regulations during any stage of the election may be penalised.
68. Both the Returning Officer and Deputy Returning Officers 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:
    • Not uphold a complaint
    • Apply a minor sanction including:
      • Penalty to a campaign budget
      • Restrict attendance or participation in debates
      • Restrict campaigning
    • Apply a major sanction including:
      • A formal written warning
      • Disqualification
    • Suspend elections
    • Suspend a vote count
    • Re-run elections
69. Any student found to be interfering with the smooth running of the election, acting fraudulently or otherwise illegally may be referred for disciplinary action:
    • The Union Disciplinary Panel under the Students’ Union Byelaws 7
    • The University
    • Be reported to the police
70. Vacancies for Positions
71. As per Articles 38.1 and 38.2, there is a process in place should an Officer Trustee resign, be disqualified or removed from their role.
72. Should this happen prior to term commencing, the count will be re-run and the position offered to the next candidate with the highest number of voters.
73. Should this happen after term has commenced, the Union will consider organising a Bye-Election.
74. Conduct of Candidates
75. In addition to the election regulations all candidates in any election must also obey the Union Member Conduct and Disciplinary regulations as outlined in Byelaw 7.
76. By submitting a nomination, candidates agree that any views expressed, both current and historical, on any platform reflects their current views.
77. Slates and endorsements
78. A slate is defined as candidates identifying themselves as a single group.
79. Slates are forbidden within elections at the Union of Kingston Students, 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.
80. Candidates cannot be sponsored by an external company.

1. Byelaw 2.2 — Referenda Referenda
2. Referendum may be called on any issue by:
   • A resolution of the Trustees
   • A Secure Petition signed by 200 full members
   • A 75% majority of the Voting Representatives of a Student Council meeting
3. The Referendum will be publicised to all students via all available channels.
4. The Referendum will be hosted via the Union website or via paper ballot, for up to 10 working University days, where full members will be invited to cast their vote.
5. For a Referendum to pass, the vote requires a minimum of a 3%-member turnout and a simple majority of voters to vote in favour.
6. Returning Officer
7. 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.
8. The RO shall not be an employee of Kingston University (KU) or hold office within the Union.
9. 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.
10. Appointed deputies shall not be an employee of Kingston University (KU) or hold office within the Union.
11. Referendum Regulations and Guidelines
12. The RO and/ or any appointed deputies will produce campaign regulations that will be issued to all official campaign groups before the commencement of the vote for the referendum.
13. A notice (including the dates) of referendum shall be advertised at least 5 University days before the start of voting.
14. Campaigning
15. Only full members of KSU are eligible to campaign in the referendum and join an official campaign group.
16. Any full member of KSU 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.
17. Each official campaign group will appoint a lead campaigner who will act as their representative for speaking to RO/DRO.
18. No member who has opted out of membership of the Union may be appointed as a lead campaigner.
19. Information on joining official campaign groups will be made available before the start of voting.
20. 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.
21. Designated voting stations/ areas may be defined by the RO and any appointed deputies in the interest of preserving free and fair referendum.
22. Publicity
23. The Union shall produce a list of official campaign teams which shall be publicised within 2 days of the start of voting.
24. 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.
25. Official campaign teams may produce publicity in line with referendum regulations to utilise during the period they are campaigning.
26. Debates
27. A debate event may be held. The format, specification, location and timing will be determined by the RO and/ or any appointed deputies.
28. 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.
29. Voting Procedures
30. 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.
31. All members of the Union may vote upon completion of an appropriate identification process as decided by the RO and any appointed deputies.
32. 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.
33. 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.
34. 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.
35. 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.
36. 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.
37. Voting shall be by secret ballot.
38. The member must inform the RO or appointed deputy in writing that they wish to vote by post.
39. 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.
40. Counting and Declaring Votes
41. The RO or appointed deputy shall inform the official campaign teams of the time and date of the count and the declaring of votes.
42. The RO may be assisted in the count by a number of individuals appointed by them.
43. Once the votes (or the electronic data pertaining to the votes) have been counted they should be kept for a minimum period of six months in case of appeals against the result in line with data protection.
44. 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.
45. The RO or appointed deputy will also send notification of the results to the Union Trustee Board.
46. Complaints
47. 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
48. Complaints raised after this point will not be accepted, except in relation to the conduct of the count.
49. In the case of a paper ballot, 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
50. The RO and any appointed deputies shall be responsible for the investigation of any breaches of the referendum rules.
51. All complaints must be submitted via a published complaints form, to the RO/DRO.
52. Complaints will normally be heard within 2 working days. The RO/DRO will respond in writing and candidates and complaints will be informed of any action taken.
53. 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
54. 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.
55. The appeal must be submitted via a published appeals form to the Returning Officer within 24 hours of the Deputy Returning Officer’s decision.
56. Appeals will normally be on the grounds that the decision of the Deputy Returning Officer was:
    • Procedurally incorrect
    • Taken outside the scope of the powers of the Deputy Returning Officer as defined by these regulations
    • Disproportionate
57. The Returning Officer will normally rule on the appeal within three University days. Decisions of the RO are final with no further route for appeal.
58. Sanctions
59. Any student or campaign group found in breach of the regulations during any stage of the referendum may be penalised.
60. Both the Returning Officer and Deputy Returning Officers are empowered to investigate any matters related to the referenda, infringement of referenda rules or complaints regarding campaigners or campaign teams. If they find that there has been an infringement, they may:
    • Apply a minor sanction including:
      • Penalty to a campaign budget
      • Restrict attendance or participation in debates
      • Restrict campaigning in a given area and or specific amount of time (this includes Union website)
    • Apply a major sanction including:
      • A formal written warning, which will be published in locations deemed appropriate by the RO or DRO
    • Suspend referenda
    • Suspend a vote count
    • Disqualification from the referendum
    • Re-run vote
61. Any student found to be interfering with the smooth running of the referendum, acting fraudulently or otherwise illegally may be referred for disciplinary action:
    • The Union Disciplinary Panel under the Students’ Union Bye-laws 7
    • The University
    • Be reported to the police
62. Conduct of Official Campaign Teams
63. The RO shall approve referendum regulations to be obeyed by all candidates and may include:
    • Expenditure limits and availability of funding from the Union
    • Rules regarding conduct of official campaign teams
    • Designated voting areas
    • Restrictions on referendum campaigning
    • Social media rules
    • Any other rules deemed necessary for the proper and safe undertaking of any said referendum
64. 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 7.

1. Statuses and General
2. Student Officers are recognised as having up to four distinct statuses:
   • Student Status – covered by University General Regulations.
   • Officer Status – covered by Political Regulations in this Byelaw 3.1.
   • Trustee Status (if a Full Time Officer or Student Trustee) – covered by the Trustee disqualification procedure in Article 34 of the Constitution.
   • Employee Status (if an Employee) – covered by the officer disciplinary procedure in Byelaw 3.3.
3. These statuses operate in conjunction with each other, but failures in conduct in different areas are covered by different regulations within this Byelaw.
4. 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.
5. 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.
6. Officer Roles
7. The Officers do not have set portfolios.
8. The distribution of duties and functions between the Officers shall be agreed jointly by the Officers, with any disputes to be resolved by the Board, whose decision shall be final.
9. All Officers will be responsible for:
   • Representing students
   • Campaigning on issues affecting students.
   • Delivering on the priorities of Student Council
   • Attending Union, University and other meetings and activities as required.
10. All students will stand for the role of President, and the person with the most votes will be offered the role of President first. The posts of Vice President will be awarded to the candidates that received the second and third most votes. Any disputes relating to the allocation of roles shall be resolved by the Board, whose decision shall be final.

1. Byelaw 3.1 — Political Regulations Standard of Conduct
2. An elected Officer should:
   • Protect the independence of the Students’ Union and ensure that the student body has an independent voice.
   • Use all tools available to ensure there is effective communication between them and the student body.
   • Be prepared to respond to questions from the membership in a timely and honest manner via appropriate communication tools.
   • Uphold the Union’s core values of support, empower and enrich Kingston students.
   • Supply a report of the main issues and outcomes from meetings attended to Student Council and Union Meetings, and keep the student body informed of all issues impacting on them through all available media.
   • Conduct themselves in accordance with the Code of Conduct as outlined in Byelaw 3.2.
3. 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.
4. Removal of an Officer Trustee
5. If an Officer displays substandard performance, a full Member of the Union may pursue a process to remove an Officer from their post. There are two routes to removing an Officer from post:
   • Via Referendum
   • Via Student Council
6. 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.
7. The motion must state exactly which part of their job the Officer has failed to fulfil.
8. For motions intended for referenda, the motion shall follow Byelaw 2 with the vote requiring a 3% member turnout and a majority of voters to vote in favour of no confidence in order for the vote to stand.
9. For motions intended for Student Council, the Chair of Student Council shall call an Emergency Student Council Meeting.
10. The motion must be passed by a two thirds majority of the Student Council.
11. In the event the vote passes through either route, that Officer shall be removed from their post and the position shall be referred to the Union to consider a Bye-Election.

1. Byelaw 3.2 — Officer Code of Conduct
2. 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.
   • Treat each other courteously and respectfully.
   • Have respect for others privacy, space and possessions
   • Assist in creating an environment which encourages individuals to participate if they choose to do so.
   • Create and maintain an environment free of fear and harassment of any type of abuse whether it be emotional, physical, sexual, neglect or bullying.
   • Have a personal responsibility to be fair, honest and considerate to others.
   • Ensure personal or professional differences are dealt with in private and not publicly.
   • Be mindful of language and noise levels to discourage disruption or offence to others and to ensure that the Union and meetings remain accessible.
   • Ensure status or position is not used to attain benefits or preferential treatments.
   • Maintain a professional outlook when carrying out duties on behalf of the Union and accept responsibility for their actions.
   • Upholding the Nolan Principles for Public Life.
3. Failure to uphold this Code of Conduct may result in disciplinary action, as outlined in Byelaw 3.3.

1. Byelaw 3.3 — Officer Disciplinary Procedure
2. 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, conditions and rules regarding working time, the use of office premises and use of equipment.
   • Be bound by any Byelaw 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 Bye-laws.

1. General
2. There shall be student groups of the Union.
3. All student group constitutions must take the form of the template provided by the Union.
4. Sabbatical Officers must not hold any committee position on a student group.
5. Failure to abide by these regulations, any relevant student group constitution, or the Union Constitution may result in disciplinary action against the student group by the Union.
6. Disciplinary action may also be taken against an individual who fails to meet these requirements, as per Byelaw 7.

1. Setting up a Student Group
2. No student group may receive funds from the Union or use Union facilities without recognition by the Student Group Executive.
3. No student group will be recognised if its objectives conflict with those of the Union. This restriction shall not prevent the establishment of political, religious, or culturally based groups.
4. No student group will be recognised if its objectives conflict with or replicate those of an existing student group.
5. Any student group that wishes to be recognised by the Union shall present to the Student Group Executive a constitution following the template provided by the Membership Services team, including:
   • The name of the student group.
   • The aims and objects of the student group (which shall not conflict with those of the Union).
   • The proposed membership fee.
   • Provision for election of a core committee of at least four current students. As a minimum, the roles must include President, Secretary, and Treasurer. Optional roles may include Media Officer, Captain, Inclusion Officer, and Wellbeing Officer.
   • Provision for the Union statement on equal opportunities.
   • A list of signatures of at least 10 proposed members.

1. Student Group Committee
2. A student group must be led by a core committee of at least four current students, drawn from roles such as:
   • President
   • Treasurer
   • Secretary
   • Media Officer
   • Captain
   • Inclusion Officer
   • Wellbeing Officer
3. A core committee position may not be held by a member who already holds a core committee position in another student group.
4. A committee member’s term runs from 1 August to 31 July.
5. The committee is responsible for ensuring the group’s activities do not replicate or conflict with those of another group.

1. Student Group Finance
2. The Union’s Trustee Board shall allocate a sum in the Membership Services budget for grant aid of recognised student groups.
3. Funds will be allocated based on the grant application procedure outlined by the Membership Services team. The Union can allocate funds only to affiliated student groups with 10 or more members.
4. The Student Group Executive and an elected Officer will oversee allocation of funds to student groups. This fund supports growth and may assist the creation of new groups.
5. Societies shall be awarded an approved total by the Societies Working Group and the Activities and Development Officer. Any expenditure must remain within the awarded budget.
6. Student groups must adhere to the Union’s financial procedures at all times.
7. Student groups shall not hold their own bank accounts; all finance will be administered through the Union.
8. No member of a student group may commit the student group or the Union to any expenditure without prior authorisation through the Union’s financial procedures and the relevant Union staff member.
9. A student group must not allow its account to become overdrawn nor overspend allocated funding.
10. If a student group ceases to exist (defined as no financial activity for two years), remaining membership funds will be released from restricted funds and redistributed to a Student Group Access Fund.

1. Responsibilities of Student Groups
2. Promote the group during Freshers/induction and throughout the year to encourage membership.
3. The President is responsible for the day-to-day running of the group and its activities.
4. The Secretary is responsible for publicising meetings, coordinating elections, maintaining up-to-date membership lists, and handling correspondence.
5. The Treasurer is responsible for ensuring the group does not exceed its funding allocation or available balance, maintaining an accurate equipment list and providing it to the relevant staff member, and ensuring all grant-funded equipment is returned to the Union at the end of the academic year.

1. Protected Societies
2. Protected societies operate as student groups but are given protected status and are protected from dormancy through staff support in the absence of a student committee.
3. Protected societies do not require a full committee to be a recognised student group.
4. The list of protected societies is reviewed annually in line with the Union’s commitment to EDI.
5. Protected societies are subject to student group financial procedures.
6. Protected societies are subject to student group disciplinary procedures.
7. Protected society committees are eligible to attend Student Council meetings and the Student Group Executive.
8. Protected societies are eligible for additional funding to support EDI initiatives, events, and campaigns as outlined by the Union.
9. Protected societies are also bound by Section 1 of this Byelaw.

1. Student Group Executive
2. There will be a Student Group Executive.
3. Membership is limited to current student group committee members.
4. The Executive will be formed of:
   • Five society committee members,
   • Five sport committee members, and
   • Five protected society committee members.
5. If a member ceases to be a committee member of a student group, they also lose membership of the Executive.
6. The Executive will meet monthly. Business includes, but is not limited to:
   • Providing representation and consultation on student group matters within the Union,
   • Consultation on allocation of student group funding,
   • Ratification of new student groups,
   • Supporting allocation of reward and recognition for student groups.
7. Executive members will attend Student Council.
8. An elected Officer will chair the Executive.
9. The group will be clerked by a suitable member of Union staff.

1. Student Group Disciplinary Procedure
2. Grounds:
   • Breach of these regulations,
   • Breach of the Union Constitution,
   • Conduct bringing the Union into disrepute,
   • A complaint from a member of the group,
   • A complaint from a student, member of the University community, or third party (e.g., BUCS),
   • Breach of the relevant student group constitution.
3. A relevant staff member shall investigate the alleged breach with the student group, notify the group of the alleged breach, and establish the facts.
4. Following investigation, the investigator will:
   • Take no further action; or
   • Require remedial action within an appropriate timeframe; or
   • Refer the matter to a Student Group Disciplinary Hearing.

1. Student Group Disciplinary Hearings
2. Where a referral is made, an Officer shall convene a hearing panel.
3. The panel shall consist of:
   • An Officer or their nominee (Chair), not previously involved in the investigation,
   • A Student Group Executive member (or nominee) not involved in the investigation,
   • A Union Manager or their nominee.

1. Hearing Procedure
2. The relevant staff member will ensure the Committee and parties have access to all paperwork at least five University working days prior to the hearing.
3. The panel shall nominate a clerk, who shall be a suitable member of Union staff, or arrange transcript support in advance.
4. The investigator shall present the case to the panel.
5. No fewer than two members of the student group committee shall represent the group.
6. The hearing shall proceed as follows:
   • The investigator presents the allegation and any statements; witnesses may be called where appropriate.
   • The panel may question witnesses.
   • The student group representatives respond to the allegation; witnesses may be called where appropriate.
   • The panel may question witnesses.
   • The panel considers the evidence and makes a decision based on the evidence heard.

1. Decisions
2. The panel may apply:
   • No action;
   • A written apology from the student group;
   • A verbal warning, recorded for the remainder of the academic year;
   • A final written warning, recorded for the remainder of the academic year;
   • Suspension of group activities for a defined period not greater than one academic year;
   • Suspension or dismissal of a member or members of the student group committee;
   • A fine from membership funds to recover costs where applicable;
   • Dissolution of the group;
   • Further investigation.
3. The Chair of the panel shall write to the President of the student group informing them of the decision within a reasonable timeframe.

1. Appeals
2. Where the President (or nominee) of the student group is unsatisfied with the Hearing decision, they may appeal to the CEO on one or more of the following grounds:
   • Procedural error,
   • Subsequent new evidence,
   • Sanction not appropriate to the misconduct.
3. The President (or nominee) must notify the CEO within 10 University working days that they wish to appeal and state the grounds.

1. Appeal Decisions
2. The CEO may:
   • Overturn the original decision,
   • Uphold the original decision,
   • Amend any penalty imposed by the Hearing within their powers.
3. The CEO shall inform the President of the student group of the appeal decision within a relevant timeframe.
4. There is no further appeal from the decision of the CEO.

1. General
2. The Union shall have a Student Council responsible for Officer accountability, student representation, and agreeing Union policy.

1. Byelaw 5.1 — Membership
2. The voting composition of Student Council consists of four caucuses, each holding 25% of the total vote, regardless of the number of representatives in each:
   • Campus Representatives
   • Protected Societies Representatives
   • Societies and Sports Representatives
   • Academic Representatives
3. The process for appointing representatives from each caucus shall be agreed annually by the Board of Trustees and made available to students.
4. The following may attend with speaking rights but no vote:
   • Full Time Officers
   • Student Trustees
   • Full Members of the Students’ Union
   • Students’ Union Staff

1. Positions
2. A Chair of Student Council shall be elected from within Student Council at the start of the academic year.
3. A Vice Chair of Student Council shall be elected from the Protected Societies within Student Council at the start of the academic year.
4. A relevant Union staff member shall act as Clerk to Student Council, facilitate voting mechanisms, and take minutes.

1. Roles & Responsibilities
2. Campus Representatives attend Student Council, represent students from their campus, and provide insight to the Union.
3. There shall be one Campus Representative from each campus:
   • Kingston Hill
   • Knights Park
   • Penrhyn Road
   • Roehampton Vale
4. Academic Representatives are Faculty Reps, with three per Faculty. Responsibilities are defined in the Academic Representation Partnership Agreement.
5. There shall be one Faculty Rep for each cohort:
   • Undergraduate
   • Postgraduate Taught
   • Postgraduate Research
6. Protected Societies are represented by one committee member from each Protected Society. See Byelaw 4.
7. Societies and Sports are represented by the Student Group Executive on behalf of Societies and Sport. See Byelaw 4.

1. Byelaw 5.2 — Activities of Student Council Powers
2. Student Council may:
   • Propose, debate, and approve Union policy via motions.
   • Refer policy to a referendum from a quorate meeting.
   • Receive Full Time Officer reports and hold them to account.
   • Receive reports, when appropriate, from the Board of Trustees.
   • Propose and debate byelaw amendments at a quorate meeting, subject to Board ratification.
   • Hear a vote of no confidence in a Full Time Officer per Byelaw 3.
3. Meetings
4. Student Council shall convene no less than once per term.
5. A meeting is any pre-arranged formal gathering of Council members, in-person or online.
6. Quorum is 50%+1 of Voting Members, with at least 50%+1 of each caucus present.
7. All full members shall be notified of meetings with appropriate notice.
8. Motions require a proposer and a seconder, both full members.
9. Motions must be submitted to the Chair of Student Council at least 10 University working days before the meeting.
10. Emergency motions may be submitted at the start of a meeting under Any Other Business or the Motions section if accompanied by an explanation for late submission and will only be accepted if:
    • The Chair deems the motion significantly important,
    • There was no delay in notifying the Chair, and
    • There is time for due consideration by Council.
11. Motions may also arise from the Student Ideas platform if:
    • The idea has at least 5 more upvotes than downvotes,
    • No similar live Union policy exists, and
    • The idea does not contravene the Union’s charitable objectives.
12. Standing agenda items:
    • Welcome and Apologies
    • Minutes from Last Meeting
    • Actions
    • Conflicts of Interest
    • Officer Reports
    • Motions
    • Any Other Business
13. Annually, Student Council shall receive from the Board: audited accounts and the Annual Report.
14. Additional agenda items may be added by joint agreement of the Chair and Vice Chair.
15. Motions may be debated at a meeting but will be voted on via an online platform to enable full participation.
16. The Chair of Student Council shall chair meetings. If conflicted or absent, the Vice Chair chairs relevant sections.
17. If both Chair and Vice Chair are unavailable or conflicted, Council shall elect a chair for that meeting or item.
18. If all Council members have a conflict of interest, a sabbatical officer shall be invited to chair the item.
19. Minutes shall be made available to students.
20. Procedures
21. Policy motions require a simple majority of a quorate meeting to pass.
22. Policy types:
    • Time-limited Policy: relates to a specific event/time and expires once the event passes; cannot be amended once passed.
    • Fixed Policy: a general stance of the Union; does not expire and may be amended.
23. For both policy types, students may submit a motion to remove the policy, following the standard motion process.
24. Issues solely concerning Protected Societies shall be voted on only by Protected Societies.
25. The Chair decides speaking priority and discussion length.
26. A member may speak at any time on a point of order.
27. Points of information may be made at the discretion of the member speaking.
28. Procedural motions may be proposed at any time and are voted on immediately; each may only be proposed once per item at the Chair’s discretion. Unless stated otherwise, a simple majority passes. Procedural motions include:
    • That a vote be taken.
    • That the matter be deferred to the next meeting.
    • That the matter be referred to referendum (requires at least 75% of Student Council to pass).
    • That the meeting be temporarily adjourned.
    • A motion of no confidence in the Chair (requires >2/3 majority).

1. Byelaw 5.3 — Code of Conduct
2. Members of Student Council should:
   • Attend all meetings for their duration and represent their caucus.
   • Adhere to the Constitution and Byelaws and be bound by Board and Council mandates.
   • Protect the Students’ Union’s independence and ensure an independent student voice.
   • Use all tools available for effective communication with the student body.
   • Respond to member questions in a timely and honest manner via appropriate tools.
   • Uphold the Union’s core values: support, empower, enrich.
   • Champion the Union’s Equal Opportunities Policy.
   • Be Ambassadors for the Union and portray a positive image of services and activities.
   • Treat each other courteously and respectfully.
   • Respect others’ privacy, space, and possessions.
   • Encourage inclusive participation.
   • Maintain an environment free from fear and harassment or abuse.
   • Be fair, honest, and considerate.
   • Handle personal or professional differences in private, not publicly.
   • Be mindful of language and noise to avoid disruption or offence and to keep meetings accessible.
   • Not use status or position for benefits or preferential treatment.
   • Maintain professionalism and accept responsibility for actions.
   • Uphold the Nolan Principles for Public Life.

1. Removal of a Member
2. A full Member of the Union may seek to remove a Student Council member via:
   • Referendum; or
   • Student Council.
3. A Motion of No Confidence requires at least one proposer and 199 seconders, hosted on the Union’s Your Ideas platform. The proposal must indicate the chosen route.
4. The motion must state exactly which part of their role the member failed to fulfil.
5. Referendum route: follows Byelaw 2, requiring 3% turnout and a simple majority in favour for the vote to stand.
6. Student Council route: the Chair of Student Council shall call an Emergency Student Council Meeting.
7. The motion must pass by a two-thirds majority of Student Council, with at least three of the four caucuses reaching the threshold, one of which must be the member’s caucus.
8. Any Student Council member may also move to remove another member via the standard motion process in Byelaw 5.2.
9. Members may be removed if they miss two consecutive meetings without apologies.
10. If the vote passes by any route, the student is removed from Student Council and the Union will arrange a suitable replacement process.
11. If a Campus Representative is removed from Student Council, they are also removed from the Campus Representative role.
12. Other members may lose Student Council membership if removed from the position entitling them to attend; see the respective Byelaws for removal processes.

1. Composition
2. In accordance with the Articles, the Union shall have a Board of Trustees which shall include:
   • Not more than three Officer Trustees, elected in accordance with Article 29.1 of the Constitution.
   • Not more than three Student Trustees, appointed in accordance with Articles 29.2 and 31.1.
   • Not more than four External Trustees, appointed in accordance with Article 29.3 and this Byelaw.
   • One University Trustee, appointed in accordance with Article 33 and this Byelaw.
3. The Officer Trustees shall include:
   • President (one)
   • Vice President (two)

1. Responsibilities of the Board
2. In accordance with Article 39 of the Constitution, the Trustees are responsible for the management and administration of the Union, ensuring the Union remains legally compliant and solvent.
3. The Trustees have overall responsibility for the day-to-day management of the Union.
4. The Trustees are directors of the Union under company law and charity trustees under charity law.

1. Conflicts of Interest
2. Trustees’ conflicts of interest, as defined by Article 54, must be avoided where possible or otherwise identified and managed as provided for in the Articles.

1. Officer Trustees
2. Officer Trustees shall be elected by secret ballot of the Full Members in accordance with Article 30 and Byelaw 2.
3. Dates and terms of office may vary annually to coincide with changes in the University calendar. For Officer Trustees elected at a Bye-Election, the term commences immediately on announcement of the result and ends on the same date as the other Officer Trustees of that academic year.
4. Officer Trustees may serve a maximum of two terms, consecutive or non-consecutive.
5. On commencing office as a Trustee, Officer Trustees must enter into a written contract of employment with the Union for their term of office.
6. Day-to-day duties are set out in each Officer Trustee’s job description, which is made available to members and provided with their contract.
7. Officer Trustees must abide by the Union’s Staff Handbook and any staff codes, procedures, and rules. Breaches may result in disciplinary action.
8. If an Officer Trustee ceases to be a Trustee by virtue of Articles 34–35, they may also be subject to staff disciplinary procedures.

1. External Trustees
2. External Trustees are appointed in accordance with this Byelaw and the Articles by the Appointments Committee.
3. Recruitment and appointment are conducted by the Appointments Committee and approved by a simple majority of the Trustee Board.
4. The term of office commences on appointment and lasts up to four years. At the end of the first term, External Trustees may be reappointed by simple majority for a further term of up to four years. No further reappointment is permitted after a total of eight years’ service.
5. As per Article 51.1, the Chair of the Trustees shall be an External Trustee elected by the Board.

1. University Trustee
2. A University Trustee may be appointed by Kingston University by serving notice in writing on the Union.
3. University Trustees serve a term of up to four years and may serve a maximum of two terms, consecutive or non-consecutive.

1. Student Trustees
2. Student Trustees are appointed in accordance with this Byelaw and the Articles by the Appointments Committee.
3. Recruitment is conducted by the Appointments Committee and approved by a simple majority of the Trustee Board.
4. Each Student Trustee must be a student at the time of appointment and for the duration of their term.
5. Terms commence in line with Officer Trustees and last up to one year. On a transitional basis, terms may be shorter or longer to align with year-end changes.
6. Student Trustees may serve a maximum of two terms.

1. Disqualification, Resignation and Removal
2. The circumstances under which Trustees may be disqualified, may resign, or be removed are set out in Article 34 of the Constitution.

1. Appeals Against Removal by the Board
2. A Trustee may be removed from office in accordance with Articles 34–35.
3. A Trustee removed under Articles 34 or 35 may appeal to an Appeals Panel within 14 days of the resolution. The Trustee appealing is the “Appellant.”
4. The Appellant must lodge the appeal in writing with the Chief Executive Officer within 14 days of receiving written notice of the decision, stating the grounds and the facts relied upon.
5. If lodged in time, the decision to dismiss is stayed until the final determination of the appeal.
6. The Appellant shall receive at least five University working days’ written notice of the hearing time and place.
7. At least four days before the hearing, the Appellant shall:
   • Confirm attendance and, if applicable, the name of any representative or companion; and
   • Submit any new evidence they wish to rely upon.
8. At least two days before the hearing, the Union shall provide any further evidence it wishes to rely upon.
9. No party may rely on statements or documents other than those identified above without the consent of the other party or the permission of the Appeals Panel.
10. The Appeals Panel shall comprise:
    • A nominee of the University, who will chair the meeting;
    • One independent person;
    • A Chief Executive Officer of another students’ union; and
    • An officer of another students’ union or NUS; and
    • A member of the Trustee Board.
11. Each panel member must be independent and have had no substantive involvement in the matter. Selection of members and procedures are the responsibility of the Chair.
12. The Appellant may be accompanied or represented by one person of their choosing, unless the Chair considers that person conflicted.
13. The President of the Students’ Union shall act for the Union as Respondent and may instruct a representative. If the President is the Appellant, an alternative officer will be sought.
14. Order of proceedings, unless the Chair directs otherwise:
    • Submissions by or on behalf of the Appellant;
    • Submissions by or on behalf of the Respondent;
    • Consideration of the evidence by the Appeals Panel;
    • Closing submissions by or on behalf of the Appellant;
    • Closing submissions by or on behalf of the Respondent.
15. If the Appellant is not present or represented, the Panel may proceed if satisfied proper notice was served.
16. Possible outcomes:
    • Uphold the appeal; or
    • Reject the appeal.
17. Within seven days of the decision, the Chief Executive Officer will notify the Appellant in writing of the outcome.

1. Trustee Committees
2. In accordance with the Articles, the Board of Trustees shall include sub-committees, including but not limited to:
   • People & Culture Committee
   • Finance, Audit & Risk Committee
   • Appointments Committee
   • Organisational Development Committee
3. The Terms of Reference for each committee shall be agreed by the Board annually.

1. General
2. This code applies to all Standard Members, Associate Members, honorary life members, and their guests. It covers actions on Union or University premises or whilst representing the Union. Complaints about behaviour elsewhere are addressed under the University Code of Student Behaviour.
3. Any student may raise a complaint. Complaints may also be raised collectively.
4. This code does not cover the behaviour of Full Time Officers, which is dealt with under Byelaw 3.
5. Behaviour which may result in investigation includes, but is not limited to:
   • Anti-social conduct contrary to Union or University policies, including Equal Opportunities.
   • Threatening, bullying, harassment, or inappropriate behaviour toward students or staff (verbal or physical).
   • Inappropriate behaviour, including due to intoxication.
   • Vandalism or damage to University or Union property, including graffiti.
   • Theft.
   • Assault on students or staff.
   • Use, possession, or distribution of illegal or controlled substances.
   • Breach of the Union’s Constitution or Byelaws.
   • Incapacity whilst on Union activities or duties.
   • Breaches of law impacting the efficient running of the Union.
   • Fraud.
   • Bringing malicious complaints as part of this process.

1. Investigation of a Complaint
2. Complaints should be made in writing to the Union. A relevant staff member will be assigned to investigate and establish the facts.
3. Where a complaint alleges a contravention of University policies, or concerns Kingston University staff, it will be referred to the University complaints procedure.
4. Following investigation, the investigator will:
   • Take no further action; or
   • Resolve the complaint informally, including mediation or remedial action; or
   • Refer the complaint to a Disciplinary Hearing.
5. During the period of investigation, the student will be suspended from Students’ Union activities and premises. The investigator will communicate this.

1. Disciplinary Hearing
2. Where a referral is made, an Officer will convene a panel and notify the individual of the investigation outcome.
3. The panel shall consist of:
   • An Officer or their nominee (Chair), not previously involved in the investigation;
   • A Manager or their nominee.
4. The panel shall nominate a clerk, who shall be a suitable member of Union staff or arrange transcript support in advance.

1. Procedure
2. The relevant staff member will ensure the panel and parties have access to all paperwork at least five University working days prior to the hearing.
3. The respondent may bring a representative to ensure the process is fair and the respondent can respond to the accusation.
4. The hearing will proceed as follows:
   • The investigator presents the complaint and any statements; witnesses may be called where appropriate.
   • The panel may question witnesses.
   • The complainant and/or investigator leave the meeting.
   • The respondent responds to the complaint; witnesses may be called where appropriate.
   • The panel may question witnesses.
   • The respondent leaves the meeting.
   • The panel considers the evidence and makes a decision based on the evidence presented.
5. Attendance by the respondent is not mandatory. The hearing may proceed in their absence unless there is good reason for non-attendance.
6. All issues raised are confidential. The Committee reports to each Board of Trustees meeting without identifying parties.

1. Decisions
2. The Disciplinary Committee may apply:
   • No action;
   • Suspension from Union activities;
   • Fine to the value of damage or to meet losses;
   • Action against a malicious complainant where a complaint is deemed malicious;
   • Request for a written apology;
   • Verbal warning (on record for one academic year);
   • Written or final written warning (on record for the duration of study);
   • Dismissal from post if a volunteer role is held within the Union (e.g., Council member, committee member, academic rep);
   • Revocation of membership;
   • Further investigation.

1. Police Investigations
2. If Police are investigating the incident, Union disciplinary action is suspended until Police action concludes or any court outcome is known. The respondent will be barred from Union premises and activities until conclusion and must inform the Union when Police action has concluded.
3. Where action is taken, the Disciplinary Hearing Panel will pass information to the University.
4. All decisions will be communicated in writing to the respondent and the complainant.

1. Appeals
2. Appeals must be made in writing to the CEO within five working days of receipt of the hearing decision and must state the grounds.
3. Grounds for appeal:
   • Procedural error;
   • Subsequent new evidence;
   • Sanction not appropriate to the misconduct.
4. Appeals will be heard by an Appeals Committee consisting of:
   • The CEO; and
   • An Elected Officer.
   If any named have been involved previously, 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 may:
   • Overturn the original decision;
   • Uphold the original decision;
   • Amend any penalty within its powers.
7. The only further appeal is to the University Secretary, who will appoint an independent person to hear the appeal in accordance with the Education Act 1994.

The Service Level Agreement, or SLA, 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. 

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. 

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. 

Check out our Privacy Policy here

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. 

View the full Complaints Procedure here.

View our External Speakers Policy here.