RGU Elections 2010 - Candidate Pack by RGU:Union

Contents Can I be an elected officer?

Election Timetable

Executive Board and its Duties

Executive Officer Responsibilities - What does the President do? - What does the Vice President (Union & Societies) do? - What does the Vice President (Sport) do? - What does the Undergraduate Officer do? - What does the Entertainments Officer do? - What does the Sports Officer do?

9 11 13 15 16 17

Officer Responsibilities - What does the Societies Officer do? - What does the Communications Officer do? - What does the International Students Officer do? - What does the LGBT Officer do? - What does the Mature Studentsâ&#x20AC;&#x2122; Officer do? - What does the Disabilities Officer do? - What does the Health Officer do? - What does the Volunteering Officer do? - What does the Web Development Officer do?

18 19 20 21 22 23 24 25 26

University Board of Governors Positions

Election Rules and Regulations

Publicity Guidelines

The Role of the Returning Officer

Election Complaints

What Next?

You will also find in this pack: â&#x20AC;˘

Nomination Form and Declaration Form

You must submit the Nomination Form by Wednesday 10th March at 2pm to Audrey Bainbridge – Elections Administrator, 3rd Floor, RGU:Union, Schoolhill.

Can I be an elected officer? Experience You do not need to have prior experience, however it would be helpful if you were a good communicator, work well in a team and have some knowledge of the Students' Association. Basic meeting and organisational skills would be a great asset, and it may help if you've had past experience / involvement in any of the Students’ Association committees but this is by no means essential. All that is required is that you are an ordinary member of The Robert Gordon University Students’ Association (i.e. a matriculated RGU student or a current sabbatical officer) and that you will be a student for the next academic year (for part time Officers) or are able to work full time from August for 12 months (for Sabbatical Officers). The rest is explained below! Activities As an Officer of the Students’ Association you will have a number of responsibilities. Each Officer will have different responsibilities depending on their position – some officers will have more than others. This is particularly true for the Sabbatical Officers and the other three Officers who sit on the Executive Board. The activities you take part in are usually up to you, as it is up to the Officers to show initiative and tackle the things they think are most important for their year in office. This can include any number of things from going on road trips and visiting other Unions and Universities, to organising social events or awareness campaigns, or simply working with students and the University on improving life at RGU. The three Sabbatical Officers as well as the Entertainments, Undergraduate and Sports Officers create the Executive Board – the highest decision making body of the Students’ Association. These Officers become a member of a team who are collectively responsible for the running of the entire organisation. This includes making short-term decisions and devising and promoting long term plans for the whole Association. In practice this will include depending on others to deliver, but also you'll become involved in discussions and projects which are not always relevant to your specific work area. The extra responsibility is credited through the experience and opportunities you get through being an Executive Board Member. All Executive Board members will take part in representing the views of students and are expected to oversee Students’ Association budgets.

Reporting You will be accountable to your colleagues and the Executive Board and ultimately to all students. You will also be expected to keep the student body up to date with your work by feeding into relevant committees and informing students through other media (website, student magazine, weekly email etc). Time Commitment Sabbatical Officers will be given terms and conditions that include working 39 hours a week but they can expect to do more depending upon the time of year, projects and campaigns that you may be involved in. Sometimes it will feel that you will need to work 24 hours a day, 7 days a week to get everything done. And even then you will find something else that needs to be done. However, everything you do will give you experience and personal development rarely achieved at this stage in your life.The current salary for sabbatical officers is £14,210 as well as your council tax and phone bill paid and a free RGU:Sport gym membership! Non-sabbatical officers will have to balance their University work and Students’ Association responsibilities. These are voluntary positions and again can vary depending on what you may be involved in. You can expect to be working a minimum of 5 hours a month but it’s always important to put your studies first. Again, the personal development in these roles is invaluable and a great asset to your CV. Executive Officers have a greater responsibility as they are Trustee’s of the organisation. This is a brilliant opportunity, but it may require a little extra time compared to part-time Officers.

Support and Training All Full Time Officers will receive an induction programme in the form of a two week handover organised by the outgoing Full Time Officers and relevant staff members. All Officers will receive an induction pack and in the first couple of months will attend Training that covers their relevant responsibilities and how to get the most out of being an Officer. All Executive Board members will be sent on relevant NUS training programmes. You will receive much of your support from the Students’ Association staff team. They are employed to run the operational activities of the Students’ Association and to help you, as elected officials, to achieve the objectives of the Association.

Future Employability and Career Prospects Being a Student Officer will give you some fantastic personal development and will provide you with opportunities to develop a wide range of transferable skills and improve your CV. This will include skills that relate to the overall management of an organisation. Specific skills include: financial management, presentation skills, negotiation skills, initiative, assertiveness, leadership, networking, lobbying, chairing meetings, dealing with conflict and developing a broad understanding of the diversity of issues affecting students. As representatives of the Association you will deal with Senior University Staff and meet a variety of interesting individuals. The opportunity is once in a lifetime so make sure you take full advantage of it!

Remember! Any individual standing for either a part-time Officer or the University Board of Governors positions must be a student of the University and if, at any time during their time in office, they cease to be a student they will also will also cease being a Student Officer/Governor.

Campus Map Once you start campaigning it is important to make ALL of the students aware of the elections. Here you will find a map of both campuses, to help you find your way around the areas you are not familiar with.

Election Timetable Wednesday 24th February

Elections Announced and Nominations Open. Nominations are available and nomination forms can be downloaded from www.rguunion.co.uk or hard copies will be available in the Students’ Association and Info Zones.

Wednesday 10th March

Nominations Close at 2pm. Hard copies of forms need to be returned to the Students’ Association for the attention of Audrey Bainbridge –Election Administrator and Returning Officers Nominee. Candidates may start campaigning after the close of nominations. Candidates must adhere to the campaigning rules.

Wednesday 10th March

Candidates Meeting Come to the RGU:Union for 2-3pm. All Candidates MUST attend.

Tuesday 23rd March

Question Time at the RGU:Union at 8pm. All Candidates MUST attend.

Wednesday 24th March

Online Polling Opens at 9am.Vote at www.rgu.ac.uk/vote. Candidate information will be promoted at www.rguunion.co.uk

Friday 31st March

Online Polling closes (closes at 2pm)

Friday 31st March

Count begins at 8.00pm at the RGU:Union. Each Candidate may nominate a person to witness the count. Candidates should remove all election materials from around campus by this time. Results will be announced and election party will be held in the RGU:Union

Executive Board and Executive Board Officers The Executive Board is responsible for the day to day management and control of all of the affairs and property of the Association. It is the highest governing committee of the Association and may exercise powers as it thinks fit, provided they are in accordance with the Constitution and the Regulations of the Studentsâ&#x20AC;&#x2122; Association. The Executive Board consists of: The President The Vice President (Union & Societies) The Vice President (Sport) The Undergraduate Officer The Entertainment Officer The Sports Officer The Honorary Treasurer The General Manager (ex officio membership) Each Executive Committee position will undertake the following roles in addition to their specific remit: i) Attend the Fortnightly Executive Board Meetings ii) Represent the student members of the Association to the university, to The National Union of Students (NUS) and NUS Scotland or appoint a suitable nominee when necessary. iii) Attend the organised induction and training events and to ensure familiarity with rules and regulations. iv) Report any student issues and relevant information to the Executive Board. v) Carry out duties in accordance with Association policy, procedures and all responsibilities appropriate to their position. vi) Ensure adherence to the Education Act 2004 and current charity law (training given). vii) Oversee the implementation of Equal Opportunities throughout the Association. viii) Ensure regular reports are received from the commercial services manager on how the commercial services are being operated and that they are being run effectively. ix) Comply with Association Financial Regulations and ensure that Association funds are used for the purpose for which they are intended.

What does the Student President do? The Student President is the figurehead of the Association. They have the responsibility for making sure that the Executive Committee is carrying out its duties and that agreed policies are acted upon. The President is also responsible for ensuring the Association acts in the best interests of its student membership. The Student President is the main link between the Executive Board and the Association staff and also University staff. Responsibilities: i)

Will automatically become a Trustee and Office Bearer of The Robert Gordon University Students’ Association from the 1st of August for 12 months and will work no less than 39 hours per week.

ii)

To be a top level representative of the RGU Students’ Association and to always act in accordance with the organisation’s Constitution and Regulations as well as the best interests of the organisation.

iii)

Is a full member and Chair of the Executive Board.

iv)

Is Chair to the Student Affairs Committee and the Annual General Meeting and must report back to the Executive Board on matters pertaining to these committees.

Is Chair to the Appeals phase of the Discipline Committee except where the Executive Board is satisfied there is a conflict of interest.

vi)

To carry out all Officer duties as well as duties required of an Executive Board member.

vii)

Within the Association is an ordinary member with voting rights of all Constitutional Committees.

viii)

Is the figurehead and spokesperson for the Robert Gordon University Students’ Association both internally and externally.

ix)

Will oversee the smooth running and management of the Association and its elected Officers.

Has the ultimate responsibility for the implementation of the decisions and policies of the Executive Board and the Annual General Meeting.

xi)

Is to represent (or appoint a suitable student nominee to represent) the Association’s members on University Committees as and when required.

xii)

Attend, or where not possible, appoint a Sabbatical Officer to attend, the Academic Appeals Committees.

xiii)

Is responsible for ensuring, through the Executive Board, that annual budgets are created in an efficient and timely fashion and that the financial regulations are adhered to regarding any expenditure.

xiv)

Is a member of the ‘Reform’ Magazine Editorial Team

xv)

Is responsible for overseeing the content of all publications produced specifically by the Association.

xvi)

Responsible for ensuring that all environmental and equality issues are addressed by the Executive Board.

xvii)

Liaises with the appropriate members of University staff, and other persons, student issues.

xviii)

Represents the concerns of students to the National Union of Students Scotland (NUS) and ensures that information from NUS is distributed as appropriate and that regular contact is maintained

xix)

Is responsible for supporting the advice department in matters which involve extraordinary circumstances.

xx)

Organises sufficient and suitable induction and training for the incoming Officers with a specific and in depth hand over for the incoming President.

regarding

• Must be a Matriculated Student who will be able to take a year out of their studies or start immediately after they finish studies in this academic year. Full time work begins from this coming August for 12 months.

What does the Vice President (Union & Societies) do? The Vice President (Union & Societies) is responsible for overseeing and developing societies and student activities. Activities include events such as student campaigns run by the Association, entertainments within and out with the Union and Freshers Week amongst other things. They also act as a Vice Chair to the Executive Board and are one of the three top level Student Officers of the Association. Remit: i)

Will automatically become a Trustee and Office Bearer of The Robert Gordon University Students’ Association Students’ from the 1st of August for 12 months carrying out no less than 39 hours of work each week.

ii)

To be a top level representative of the RGU Students’ Association and to always act in accordance with the organisations Constitution and Regulations as well as the best interests of the organisation.

iii)

Is a full member and Vice Chair of the Executive Board.

iv)

Is to Chair the Union and Societies Committee, the Entertainments Committee and the Student Achievement Awards Committee and report back to the Executive Board on these matters.

Where the Executive Board is satisfied there is no conflict of interest, to Chair the Discipline Committee and report back to the Executive Board.

vi)

To carry out all Officer duties as well as duties required of an Executive Board member.

vi)

Within the Association is an ordinary member with voting rights of all Constitutional Committees.

vii)

Work alongside the Societies Officer to oversee the smooth management of the Associations affiliated Societies

viii)

Promote and develop societies in accordance with the needs of RGU students with the aim of encouraging a high level of quality participation.

ix)

Ensure that each society committee receives sufficient and correct training, information and support to run efficiently

Ensure that societies adhere to the general rules and regulations pertaining to them including the Education Act 2004

xi)

Prepare and oversee the budgets for societies in consultation with the Union & Societies Committee. Ensure the budget is used appropriately and report back to the Executive committee

xii)

Act as the primary representative responsible for overseeing and co-ordinating student focused campaigns

xiii)

Prepare a training plan for elected officers in order to facilitate them in student based campaigns.

xiv)

Represent the Association and all students on University Committees as and when required.

xv)

Organise an in depth and specific handover for the incoming Vice President (Union and Societies)

â&#x20AC;˘

Must be a Matriculated Student who will be able to take a year out of their studies or start immediately after they finish studies in this academic year. Full time work begins from this coming August for 12 months.

What does the Vice President (Sport) do? The Vice President Support and Advice provides a policy lead in all areas concerning student welfare, Nightline, as well as general support and advice. Remit:

ii)

iii)

Is a full member and Vice Chair of the Executive Board.

iv)

Is to Chair the Sports Forum and report back to the Executive Board on these matters.

Where the Executive Board is satisfied there is no conflict of interest, to Chair the Discipline Committee and report back to the Executive Board.

vi)

To carry out all Officer duties as well as duties required of an Executive Board member.

vii)

Within the Association is an ordinary member with voting rights of all Constitutional Committees.

viii)

Work alongside the Sports Officer to oversee the smooth management of the Associations affiliated Sports Clubs.

ix)

Promote the profile of sport and sports clubs amongst the student body at RGU with the aim to encourage participation in sport and the sports clubs throughout the University.

Liaise with the Director of Sport to contribute to the strategic development of RGU sports clubs.

xi)

Promote general physical activity in the university and report all student views to both the Director and Staff of RGU: SPORT.

xii)

Be responsible for overseeing matters regarding the Studentsâ&#x20AC;&#x2122; Associations affiliated sports clubs in areas pertaining to sporting bodies, transport, accommodation and insurances during club activities. These matters refer only to activities related to competing for the University and not out with that.

xiii)

Ensure that Sports Club Committees receive the correct support and training to run their club, including an annual induction for all Sports Club Committees.

xiv)

Ensure that sports clubs adhere to the general rules and regulations pertaining to them including the Education Act 2004.

xv)

Prepare and oversee the budgets for Sports Clubs in consultation with the Director of Sport.

xvi)

Support the development of the sports officer and their duties during the year.

xvii)

Organise a Sports Awards Ball for the recognition of the sporting talent in RGU with the Director of Sport and an intra-mural league of various sports to be made available to the entire RGU student body.

xviii)

Represent the Association and all students on University Committees as and when required.

xix)

Organise an in depth and specific handover for the incoming Vice President (Sport)

â&#x20AC;˘

What does the Undergraduate Officer do? The Undergraduate Officer represents the student body through University level committees specifically regarding the academic part of student life. This is done in consultation with the Student Affairs Committee and in particular, the President. Remit: i)

Will automatically become a Trustee of The Robert Gordon University Students’ Association from the 1st of August for 12 months.

ii)

iii)

To carry out all Officer duties as well as duties required of an Executive Board member.

iv)

Is responsible for attending and representing students of the University on University Committees as required, including Academic Council.

Is responsible for recruiting student membership for certain University Committee’s which seek student involvement.

vi)

Is responsible for engaging with class representatives through the class reps forum on Moodle and feeding matters into the Executive Board.

vii)

Responsible for arranging and organising the Student Affairs Committee and, in the absence of the President, is responsible for chairing the committee.

viii)

To ensure appropriate hand over and training information is passed on to the incoming Undergraduate Officer.

•

Must be a Matriculated Student up until May of next year.

What does the Entertainments Officer do? The Entertainments Officer is responsible for organising an informed entertainment programme for the RGU students. This is to be done in consultation with the Entertainments Committee and in particular, the Vice-President (Union & Societies). Remit: i)

Will automatically become a Trustee of The Robert Gordon University Students’ Association Students’ from the 1st of August for 12 months.

ii)

iii)

To carry out all Officer duties as well as duties required of an Executive Board member.

iv)

To work alongside the Vice-President (Union & Societies) in ensuring the appropriate use of the entertainment budget and reporting back to the Executive Board on these matters.

To work alongside the Vice-President (Union & Societies) and other relevant persons, organising Fresher’s Week.

vi)

Responsible for arranging and organising the Entertainments Committee and, in the absence of the Vice-President (Union & Societies), is responsible for chairing the committee.

vii)

To liaise with Officers, student clubs and societies as well as other non-involved students and feeding this into the Entertainments Committee, ensuring a wide variety of entertainment for students.

viii)

To ensure appropriate hand over and training information is passed on to the incoming Entertainments Officer. •

Must be a Matriculated Student up until May of next year.

What does the Sports Officer do? The Sports Officer has responsibility for supporting the Vice-President (Sport) with the aim of continually developing sport and sports clubs at RGU. They are also responsible for co-ordinating with sports teams and supporting them with fund raisers and feeding sporting matters into the Executive Board. Remit:

Will automatically become a Trustee of The Robert Gordon University Students’ Association Students’ from the 1st of August for 12 months.

ii)

iii)

To carry out all Officer duties as well as duties required of an Executive Board member.

iv)

To work alongside the Vice-President (Sport) in ensuring the appropriate use of the sports budget and reporting back to the Executive Board on these matters.

Organise a group of students to help them and the Vice President (Sport) to fulfil their roles during the year (to be known as the “VP-TEAM” which shall also act as the Sports Awards Committee).

vi)

Organise an event that will raise funds for all sports in RGU (i.e. the fashion show).

vii)

Aid the Vice President (Sport) in the organisation of the main events of the year (Sports Awards Ball, Boat Race and the Granite City Challenge)

viii)

Responsible for arranging and organising the Sports Forum and, in the absence of the VicePresident (Sport), is responsible for chairing the committee.

ix)

To ensure appropriate hand over and training information is passed on to the incoming Sports Officer. •

Must be a Matriculated Student up until May of next year.

What does the Societies Officer do? The Societies Officer has responsibility for supporting the Vice-President (Union & Societies) with the aim of continually developing societies at RGU. They are also responsible for supporting them with fund raisers and feeding issues faced by Societies into the Union and Societies Committee. Remit:

To be a visible representative of the RGU Studentsâ&#x20AC;&#x2122; Association and to always act in accordance with the organisationâ&#x20AC;&#x2122;s Constitution and Regulations as well as the best interests of the organisation.

ii)

Acts as the primary point of communication for societies and reports back to the Vice President (Union & Societies) on society related matters.

iii)

Help promote and develop societies aiming to encourage a high level of quality participation.

iv)

To work alongside the Vice-President (Union & Societies) in ensuring the appropriate allocation of the Societies budget and reporting back to the Union and Societies Committee on these matters.

Responsible for arranging and organising the Union & Societies Committee and, in the absence of the Vice-President (Union & Societies), is responsible for chairing the committee.

vi)

Responsible for arranging and organising the Student Achievement Awards Committee and, in the absence of the Vice-President (Union & Societies), is responsible for chairing the committee.

vii)

Ensure that societies hold an Annual General Meeting in line with their Constitution.

viii)

To ensure appropriate hand over and training information is passed on to the incoming Entertainments Officer. â&#x20AC;˘

Must be a Matriculated Student up until May of next year.

What does the Communications Officer do? The Communications Officer is responsible for overseeing external and internal communications, ensuring that effective communications are maintained within the Association. Remit: i)

Liaises with relevant student officers to ensure adequate publicity is produced for all Students’ Association events and activities and feeds any matters into the Executive Board.

ii)

To be a visible representative of the RGU Students’ Association and to always act in accordance with the organisation’s Constitution and Regulations as well as the best interests of the organisation.

iii)

Is a member of the Students’ Association Student Media Editorial Team.

iv)

Liaises with the Web Development Officer to ensure that the content of the Students’ Association’s website is regularly updated and monitored.

Works in conjunction with the Returning Officer or their nominee to ensure that all elections as well as general and committee meetings are adequately publicised.

vi)

Liaises with the University Communications Department and ensures they are informed of necessary student news and supports the University in sending pertinent student communications.

vii)

Liaises with external organisations such as NUS Scotland and Aberdeen Students’ Forum to promote student issues.

viii)

Regularly engages with the university’s Class Rep Team Work area on Moodle.

ix)

To ensure appropriate hand over and training information is passed on to the incoming Undergraduate Officer.

•

Must be a Matriculated Student up until May of next year.

What does the International Students’ Officer do? The International Students’ Officer is required to ensure that International Students are represented within the Association, The University and externally. There are many different aspects to International students including European and Non-European students and the International Officer should be able to help represent all these backgrounds. Remit: i.

The International Students’ Officer is responsible for presenting the views of international students to the Executive Board, the University and appropriate external bodies.

ii.

iii.

Liaises with the NUS International Students’ Officer with regards to updating and implementing of RGU SA policy.

iv.

Liaises with the International Office and other appropriate members of University staff regarding issues which affect international students.

Ensures that awareness of campaigns and relevant topics affecting International Students is of a high priority and promoted throughout the Association.

vi.

Organises and supports an International Students’ group to discuss issues affecting international students and feedback discussions to the Executive Committee.

vii.

Liaises with the various International Student Societies affiliated to the Students’ Association about their activities and events.

viii.

Encourages participation in the Students’ Association by International Students and promotes a positive image of the Students’ Association to International Students.

ix.

To ensure appropriate hand over and training information is passed on to the incoming International Officer.

•

Must be a student who has arrived at the Robert Gordon University from outwith the United Kingdom.

What does the Lesbian Gay Bisexual and Trans (LGBT) Officer do? The LGBT Officer is required to ensure that LGBT students are represented within the Association and externally. Remit: i)

Responsible for presenting the views of lesbian, gay, bisexual and trans students to the University and the Executive Board.

ii)

iii)

Liaises with the NUS Scotland LGBT Officer with regards to updating and implementation of RGU SA Policy.

iv)

Ensures that awareness of campaigns and relevant topics affecting LGBT students is of a high priority and promoted throughout the Students Association.

Organises and supports an LGBT group to discuss issues affecting LGBT students and feeds back discussions to the Executive Board.

vi)

Establishes an LGBT Society to allow LGBT Students to engage with one another and build a community within RGU.

vii)

Encourages participation in the Students’ Association by LGBT students and promotes a positive image of the Students’ Association to LGBT students.

viii)

To ensure appropriate hand over and training information is passed on to the incoming LGBT Officer. •

Must be a Matriculated Student up until May of next year, self-defined as lesbian, gay, bisexual or trans.

What does the Mature Students’ Officer do? The Mature Students’ Officer is required to ensure that Mature Students are represented within the Association and externally. Remit: i.

Responsible for presenting the views of Mature Students (classified by NUS as student 25years old and above) to the Executive Board, the University and appropriate external bodies.

ii.

iii.

Liaises with the NUS Scotland Mature Students’ Officer with regards to updating and implementing of RGU SA policy.

iv.

Ensures that awareness of campaigns and relevant topics affecting mature students’is of a high priority and promoted throughout the Association.

Organises and supports a Mature Students’ Group to discuss issues affecting mature students and feeds back discussions to the Executive Board.

vi.

Encourages participation in the Students’ Association by mature students and promotes a positive image of the Students’ Association to mature students.

vii.

To ensure appropriate hand over and training information is passed on to the incoming Mature Students Officer.

•

Must be a full time matriculated student up until May of next year, 25 years or over.

What does the Disabilities Officer do? The Disabilities Officer is required to ensure that disabled students are represented within the Association and externally. Remit: i. The Disabilities Officer is responsible for regularly presenting the views of disabled students to the Executive Board, the University and appropriate external bodies. ii. To be a visible representative of the RGU Students’ Association and to always act in accordance with the organisation’s Constitution and Regulations as well as the best interests of the organisation. iii. Liaises with the NUS Scotland Disabilities Officer with regards to updating and implementing of RGU SA policy. iv. Liaises with the Disabilities Office and other appropriate members of University staff regarding issues which affect disabled students. v. Ensures that awareness of campaigns and relevant topics affecting disabled students is of a high priority and promoted throughout the Association. vi. Organises and supports a Disabled Students’ Group to discuss issues affecting disabled students and feeds back discussions to the Executive Board and appropriate University staff. vii. Encourages participation in the Students’ Association by disabled students and promotes a positive image of the Students’ Association to disabled students. viii. To ensure appropriate hand over and training information is passed on to the incoming Disabilities Officer.

•

Must be a Matriculated Student up until May of next year, who defines themself as disabled.

What does the Health Officer do? The Health Officer is required to ensure that all students are aware of health issues which may affect them and to represent these views within the Association and externally. Remit: i)

Responsible for presenting health and healthy living views to the University and the Executive Board.

ii)

iii) Liaises with the NUS Scotland Officers and staff with regards to updating and implementation of RGU SA Policy and health campaigns. iv) Works alongside the Officers to organise and co-ordinate health campaigns. v)

Ensures that awareness of campaigns and relevant health topics affecting students is of a high priority and promoted throughout the Students Association.

vi) Liaises with the appropriate staff and students within the Students’ Association and the University with the aim of indentifying and promoting health issues and solutions to the students. vii) To ensure appropriate hand over and training information is passed on to the incoming Health Officer.

•

Must be a Matriculated Student up until May of next year.

What does the Volunteering Officer do? The Volunteering Officer has responsibility for organising and co-ordinating volunteering opportunities and campaigns run by the Students’ Association. They should also work alongside the Volunteering and Student Development Co-ordinator. Remit: i)

Is responsible for ensuring that volunteering opportunities are well publicised within the Students’ Association and the University and reports any volunteering related issues back to the Executive Board.

ii)

Liaises with the Volunteering and Student Development Co-ordinator within the Students’ Association to ensure there are adequate volunteering opportunities available to RGU students.

iii)

Liaises with University staff to identify areas where student involvement is required which could transform into volunteering opportunities.

iv)

Supports and liaises with other student representatives and Association Staff in ensuring successful promotion of volunteering within RGU.

Liaises with members of the Aberdeen University Students’ Association, Aberdeen College Students’ Association and Scottish Agricultural College Students’ Association to promote and identify further volunteering opportunities.

vi)

To ensure appropriate hand over and training information is passed on to the incoming Volunteering Officer.

•

Must be a Matriculated Student up until May of next year.

What does the Web Development Officer do? The Web Development Officer has responsibility for working alongside Students’ Association Officers and staff in making sure the website is kept up to date and is well maintained. The majority of the Web Development Officers time will be spent working on the developing the RGU:Union website. The Web Development Officer should have some very basic experience in working with websites. Remit: i) Is responsible overseeing the website content and reporting issues back to the Executive Board. ii) To be a visible representative of the RGU Students’ Association and to always act in accordance with the organisation’s Constitution and Regulations as well as the best interests of the organisation. iii) Liaises with all officers, particularly the Communications Officer, to ensure the website is up to date with accurate information. iv) Identifies the best possible means of communicating with students via the web. v) Acts as the ‘point person’ for Officers to feed in news and information to publish to the website. vi) To ensure appropriate hand over and training information is passed on to the incoming Web Development Officer.

•

Must be a Matriculated Student up until May of next year.

Become a member of the University Board of Governors! First of all, it should be clear that although this is an elected position, it is an unpaid University position and not a Student Association position, although you are expected to work alongside the Studentsâ&#x20AC;&#x2122; Association in your capacity as a Student Governor. This is an exceptional position which is NOT available in the majority of Universities throughout the UK! Students can run for either: â&#x20AC;˘ Undergraduate Governor â&#x20AC;˘ Postgraduate Governor The position a student can run for as a member of the Board of Governors depends on whether they study an Undergraduate or Postgraduate course.

The Board of Governors is the governing body of the University and is comprised of a maximum of 22 Governors, which includes the Principal, members of staff and 2 student members. It is in overall control of both the strategic direction and management of the University and is supported in this role by a number of committees. The role of student members of the Board of Governors is to bring the full range of their knowledge and expertise. However, it is important to note that Student Governors are not in any formal sense student representatives. The qualities required by Student Governors are those which are required of any Governor, namely: - commitment to the University and to its objectives - a general understanding of universities and an appreciation of broad social and economic trends as they affect universities - the ability to discuss without being adversarial or losing respect and goodwill - acceptance of collective responsibility for Board decisions - common sense and an acknowledgement of the art of the possible - the capacity to question information and explanations supplied by officers of the University - honesty and integrity - respect for confidentiality. In terms of the level of commitment required, the Board meets at least 3 times per year and Student Governors will be expected to attend these meetings. In addition, there are likely to be other meetings which you may be invited to attend.

Election Rules & Regulations Candidates must not campaign in any way before they receive confirmation from the Returning Officer or the Returning Officers Nominee that his/her nomination form has been accepted. This is usually shortly after the close of nominations (2pm 10th March). The Returning Officer or their nominee will take appropriate action against any candidate found to be doing this. Candidates are allocated a set amount of campaign funds by the Executive Board which is allowed for campaigning materials to help your campaign. However, Candidates are also allowed to use up to an additional £20 of their own money on additional campaign resources. Expenses should be approved by the Returning Officer or Returning Officer’s Nominee before being spent. Candidates are free to distribute publicity on notice boards and other reasonable locations within the Students’ Association Building and University Buildings. Any publicity deemed to be in an inappropriate place shall be removed. You may set up a social networking site e.g. Facebook, Twitter etc, but candidates must adhere to the University IT regulations i.e. you cannot send student all emails. You must send the Returning Officer or Returning Officer Nominee a link to any social networking site created or used for the purpose of your campaign. No current elected member can use their office or Association resources (except those allocated for candidate campaigning purposes) for any campaigning purposes. Candidates will be held responsible for the actions of their campaign/team and as such should do everything to ensure that none of their supporters break any of the election rules. Candidates Meeting A Meeting off all candidates will be called by the Returning Officer or their nominee to disseminate information and answer any questions. This meeting will be held in the Training Room, top floor of the Student Union at 2pm, 10th March 2010. ALL CANDIDATES MUST ATTEND.

Question Time ‘Question Time’ will be at 8.00 PM in the second floor bar, Student Union on Tuesday 23 March. Each candidate will be given a chance to make a short campaign speech. The student audience will then be given the chance to ask questions of the candidates. This event will be chaired by the Returning Officer or nominee.

If you fail to turn up to Question Time without submitting apologies you shall be deemed to have withdrawn your nomination. Apologies must be submitted to the Returning Officer or their Nominee by 2pm on the day of Question Time(23rd March).

Voting System On-line voting will open at 9AM on 24 March until 2.00 PM on 31 March. Lap tops will also be placed throughout both campuses acting as ‘polling booths’. All voting is through a secure online system where you will need to type in your 8 digit matriculation number and university password. You will have the option to vote for opposing candidates in order of whom you prefer. There will be the option of ‘RON’ (Re-Open Nominations) in all the elections. If ‘RON’ receives the most votes in any given election then none of the candidates for that position are elected and nominations are re-opened. Election Count The election count will take place in private in the RGU:Union. Candidates may nominate a person to witness the count on their behalf. The results of the elections will be announced as soon as possible by the Returning Officer. Full Election Regulations can be found at www.rguunion.co.uk/constitution

Publicity Guidelines Manifesto Guidelines Each candidate should provide a manifesto statement setting out their main objectives for the year. The manifesto is a document which says who the candidate is, why they are standing for election and what they intend to do, should they be elected. It should be written around these principal headings. It must not be more than 400 words long and must be submitted to Audrey Bainbridge no later than 2.00 PM on Wednesday 10 March. The manifesto should be submitted as a Microsoft Word A4 document in electronic format and may include images. The Student Association reserves the right to edit any manifesto that exceeds the word limit. Late manifestos will not be accepted. Campaigning Posters and Flyers Any coverage of the Elections by the Association shall be fair and balanced providing equal exposure to all candidates, as far as practicable. No offensive or derogatory election material may be produced during the campaign. The Returning Officer reserves the right to refuse to publish any material which he/she deems offensive. Candidates already in office shall be given the same privileges and restrictions as the other candidates in the election.

Videos All candidates are invited to produce a promotional video. Candidates should make arrangements with Audrey Bainbridge in borrowing equipment for the purpose of making a manifesto video.

Please Note: • • •

Candidates may use the computers in the Officers’ Office on the third floor of the Students’ Association. The Returning Officer reserves the right to refuse to publish any material which he/she deems offensive. Each candidate is responsible for ensuring that all publicity is removed by 6pm on the day of the election results.

The role of the Returning Officer THE RETURNING OFFICER (Mike Day, General Manager, NUS Scotland – Nominee: Audrey Bainbridge, RGU Students’ Association Elections Administrator) The Returning Officer shall not be member of the RGU Students’ Association and is responsible for ensuring the efficient organisation and conduct of such internal elections as are required by the Constitution in accordance with Elections Rules and Regulations which have been agreed by RGU SA Executive Board. The Returning Officer or Nominee is responsible for: a) b) c) d) e) f) g) h) i) j) k) l) m)

The preparation and display of the Notice of Elections. The preparation, issue and receipt of Nomination Forms. The announcement of Election Results. Other duties as may be allocated by the Executive Board. Making sure that all elections are run in accordance with the Election Rules and Regulations as in the Constitution and the Election Regulations. Ensuring that proper notification is given of all elections and that publicity encouraging people to stand and to vote has been distributed widely. The preparation and checking of all Nomination Forms as they are submitted; Approving all publicity produced by candidates. Ensuring an election booklet is produced and distributed widely around the campus to promote the elections. The arbitration of disputes involving election procedures and dealing with any complaints. Chairing the "Question Time" meeting for candidates. Supervising the counting of votes. The election results declaration.

COMPLAINTS Any challenge or complaint concerning the administration and good conduct of the election will be heard and determined by the Returning Officer. Any complaint against the conduct or administration of the election should be received by the Returning Officer before the start of the count.

No one involved in a candidateâ&#x20AC;&#x2122;s campaign shall be involved in the appeals procedure and only complaints by a candidate or one of his nominees shall be considered. The Returning Officer shall investigate any complaint and report the findings to the Executive Board who shall decide what action shall be taken including the disqualification of any candidate concerned or the annulment of the election.

So, What Next?! Once you have made the decision to stand for election, you have to go out and convince your fellow students to vote for you! Each year candidates [who want to be elected as a Studentsâ&#x20AC;&#x2122; Association Officer] campaign to get elected by putting up posters, making videos, creating social networking pages and, most importantly, talking to students! In order to help candidates, the Students' Association allows an allocation of money which will be your campaign budget. You can print posters and flyers or film a short video for the Students' Association website which will be displayed alongside your manifesto. Candidates may also use social networks like Facebook to promote their campaign, speak to groups of students at the start of lectures and go around campus to convince individual students to vote for them. Candidates are also allowed to spend ÂŁ20 of their own money on other promotional materials for their campaign. Candidates must also attend QUESTION TIME, an event where students will ask them questions about what they would do if they were elected.

NOMINATION FORM RGU STUDENT ASSOCIATION ELECTIONS 24th â&#x20AC;&#x201C; 31st MARCH 2010 (This form must be returned to the SA Office, RGU:Union 3rd Floor at Schoolhill by 2.00 PM on Wednesday 10th March 2010)

NAME:

_______________________________________________________

COURSE:

_______________________________________________________

MATRIC. NUMBER:

_____________________________

SIGNATURE:

_______________________________________________________

TELEPHONE NO.:

____________________________________

We, the undersigned nominate the person named above to the position of:

Please note: 30 signatures are required for all posts. No member may sign the nomination form of more than one candidate for any particular post.

NAME (please print)

COURSE

MATRIC. NO.

SIGNATURE

NAME (please print)

COURSE

MATRIC. NO.

SIGNATURE

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NAME (please print)

COURSE

MATRIC. NO.

SIGNATURE

20. 21. 22.

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30. Office Use Only Nomination Received: Date:________________ Time:___________ Check List: Nominatorsâ&#x20AC;&#x2122; names checked: _________ Manifesto received: _________ Photograph received: _________ Signature: ___________________________ Date:________________ (Returning Officer/SA Administrator)

Officer Declaration Robert Gordon University Studentsâ&#x20AC;&#x2122; Association is a Charity (SCO 16639) with exempt status. There is a substantial body of government legislation and case law concerned with our activities and with the conduct of the Executive Board, who are our trustees. It is a criminal offence for anyone to be involved in the management or control of a Scottish charity who: 1. has been convicted of an offence including dishonesty; 2. is an undischarged bankrupt; 3. has been removed by a court under the provisions of the Law Reform (Miscellaneous Provisions) (Scotland) Act 1990 from being concerned in the management or control of any body; or 4. is subject to a disqualification order or disqualification undertaking under the Company Directors Disqualification Act 1986. A conviction for dishonesty may be spent in terms of the Rehabilitation of Offenders Act. Any such person acting in contravention of the law is liable to prosecution and upon conviction to a maximum of imprisonment for two years. Scottish Ministers may grant a waiver of disqualification, but waivers will only be granted in exceptional circumstances. If you are in doubt about your eligibility to act as an officer you should seek your own legal advice or contact the Office of the Scottish Charity Regulator. By signing this form, you not only accept that you are eligible to become an officer in the event of being elected, but you also confirm that as an officer you will always act in the best interests of the Robert Gordon University Studentsâ&#x20AC;&#x2122; Association while acting in accordance with the Constitution and Regulations (these can be found at www.rguunion.co.uk/constitution) All assets of the Association must also be used in accordance with the above stipulations. I have read and understood the criteria (above) for being an officer and confirm that I am eligible to become a trustee in the event that I am elected. Name: Date of Birth: Address:

Position standing for: Signature: