KeeleSU Union General Meeting. held on Monday 7 th December 2015 Ballroom, KeeleSU. UGM5 Union General Meeting Document 5. Motions

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1 07/12/2015 UGM5 - Motions KeeleSU Union General Meeting held on Monday 7 th December 2015 Ballroom, KeeleSU UGM5 Union General Meeting Document 5 Motions Zero Tolerance Policy to Sexual Harassment and Assault Proposer: Natalie Jordan Seconder: Sarah Brennan and Megan Sarah Hayman Tansley 1. That Sexual Harassment and Sexual Assault is a sector led problem at FE and HE institutions 2. That 1in7 women will suffer some form of Sexual Assault or Violence during their time at University 3. That 1in4 women will suffer some form of Sexual Harassment during their time at university 4. That KeeleSU does not currently have a policy to deal with Sexual Harassment or Assault 1. That KeeleSU should have a zero tolerance policy in place to deal with Sexual Harassment or Assault 2. That we are behind the university with regards to regulation in this area 3. That students should not have to suffer as a result of Sexual Harassment or Assault 4. That KeeleSU does not condone Sexual Assault or Violence and that is will not be accepted here 5. That women should be free to dress as they like and not suffer comments or actions as a result of this 6. That works needs to be done around slut shaming to raise awareness and ensure this does not happen in the venue by students or staff" 1. That KeeleSU adopt a Zero Tolerance Policy towards Sexual Harassment, Sexual Assault or Sexual Violence 2. That the police will be involved (where this is permitted) should allegations of Sexual Harassment, Assault or Violence take place at KeeleSU 3. That all Steward and Security Staff be trained in this area 4. That the KeeleSU disciplinary policy be reviewed with this motion in mind 5. That effective reporting systems be pursued in this area 6. That effective signposting to services be ensured

2 Part-Time Officer Engagement Proposer: Ela Hollies Seconder: Emily Horsfall 1. Current democratic engagement at Keele is inadequate. 2. All elected officers have a duty to promote and encourage the wider student body to participate in KeeleSU s democratic procedures. 3. The Democratic Review recommendations make significant changes to the democratic structure and practices within KeeleSU. 4. The Democratic Review will affect the nature of part-time officer roles at KeeleSU. 1. It is undemocratic to pass such significant changes without reasonable representation of the student body. 2. Part-time officers are elected to represent the student body. Therefore it is justifiable to presume that their opinions reflect those of the voting student populous. 3. Part-time officers should be aware of the changes to their roles to ensure effective handover to the new officers. 1. Part-time officers, including Societies Executive and AU Committee, should be required to attend ALL UGMs to represent the views of the voters. 2. Where these part-time officers are unable to attend, apologies should be sent. Apologies will be minuted as with any other meeting that they are expected to attend.

3 Supplementary Activity Grant Policy Proposer: Ela Hollies Seconder: Jo Lea 1. There is currently no standardised policy to inform decisions made about the allocation of Supplementary Activity Grants. 2. By comparison, other Students' Unions around the country request a lot more detail from student groups applying for funding from them. 3. The Vice President Finance & Activities is currently reviewing how all funding is distributed to societies. 1. A comprehensive policy for Supplementary Activity Grants would streamline this process and benefit societies through clarity. 2. A formal policy would complement the revised Supplementary Activity Grant form. 1. To enforce attached Supplementary Activity Grant Policy, applying to Finance & General Purposes this year and Societies' Executive next year.

4 Supplementary Activities Grant Policy Grants for affiliated societies 1.1. Funding for societies will be granted by the Societies Executive for requests that strengthen and enhance the operation of the groups and benefit their membership The following conditions must be met for an application to be considered: The group is affiliated to KeeleSU The application is made by the Committee of the society The funds will benefit the society, or societies, as a whole not individual members The application supports KeeleSU s strategic aims The application is in line with KeeleSU s Financial Regulations The application is not submitted retrospectively The funding will be distributed to provide the greatest value for money for KeeleSU This funding policy may be amended at any time by proposing changes to the Societies Executive. A simple majority vote at the Societies Executive will approve any changes. Societies Funding Allocation 2.1. The Societies Executive welcomes funding applications for most purposes The Vice President Finance & Activities may choose to divide the total society budget at the beginning of the year into portions for specific types of activity. This may be changed at any time by the Societies Executive The Societies Executive will grant funding on the merits of each application It is expected that societies will generate funds and a contribution will be made to support any application Societies Executive will cease to grant funding when there are no funds left to allocate The following exceptions to Supplementary Activity Grant allocations exist: Any application that is Ultra Vires or against KeeleSU s Financial Regulations Any application that is submitted retrospectively Repairs to equipment, necessary due to neglect Food and drink Accommodation for society members on social trips Travel costs outside of the UK for social trips Personal clothing Additional insurance costs Fines Legal fees Anything for the sole benefit of non-members of the society. Grant Allocation Process 3.1. Applications can be made at any time and will be circulated for the next available meeting of the Societies Executive. The dates of which must be clearly advertised or signposted to on the application form Applications for the following Academic year may be made from May It is expected that funding requests will be discussed with the Vice President Finance & Activities or a member of the Activities Department prior to submission Requests for Supplementary Activity Grants will be made to the Societies Executive by submitting the online application form and an annual budget by Where there is a more relevant and accessible fund available, a society will be signposted to this fund by the Societies Executive The Vice President Finance & Activities and Societies Executive are responsible for checking applications to ensure they meet the above eligibility criteria. Eligible applications will be passed to the Societies Executive usually no less than 24 hours before they meet. Any rejected applications will be communicated by the Societies Executive All grant applications will be considered at the next quorate meeting of Societies Executive All applications must be treated without prejudice Where an application has been made by a society which has a member on the Societies Executive or a member of Societies Executive has a vested interest in it, the member must declare an interest and will not vote on this application.

5 3.10. Applications will be accepted or declined by a simple majority vote All successful grant applications will have a deadline for use of the funds; this will be considered as part of the applications process on a case by case basis. Any funds not used by this deadline will be reclaimed The Vice President Finance & Activities will notify societies with successful applications and the KeeleSU Finance Office within 7 days of a decision Societies that are successful in their application will be required to submit a brief summary of the impact their grant had for their activity All successful applications will be posted to the KeeleSU Website All funding must be claimed within the financial year (by 31st July) in which it is allocated.

6 Full Inclusion of Membership in Student Opportunities' Groups Proposer: Ela Hollies Seconder: Nick Reeves 1. Keele University has, and is proud of, it's diverse student body. 2. Many student opportunities groups have issues with ensuring all of their members feel included. 3. Various student opportunities groups have implemented initiatives with the aim of improving outreach and inclusion of their membership." 1. More could be done to improve outreach and inclusion in student opportunities groups. 2. It is the responsibility of KeeleSU to ensure that its entire membership feels able to engage in all co-curricular activities." 1. To mandate the Elected Sabbatical Officers responsible for student opportunities groups (VP Finance & Activities and VP AU & Sport) to research in to initiatives these groups have used to make their group seem more inclusive. 2. These officers will be responsible for producing a collated report of their findings and communicating them to all relevant student groups. 3. These officers will be required to ensure all student opportunities groups are implementing one of the recommended initiatives for inclusion and outreach, or their own successful one."

7 Motion to Support the Junior Doctors Strike Proposer: Jacob Baker Seconder: Jonathan Sherlock 1. Junior doctors are all doctors within the NHS working at below consultant grade. 2. The new junior doctors contract which the Secretary of State for Health Jeremy Hunt wishes to introduce is in effect a pay cut for the vast majority of junior doctors 3. The new junior doctors contract is widely opposed by junior doctors and many medical organisations within the UK and the NHS. 4. A junior doctors' strike has been arranged for the following dates: a. Emergency care only from 8am, Tuesday 1 December to 8am Wednesday 2 December b. Full withdrawal of junior doctors' labour from 8am to 5pm, Tuesday 8 December c. Full withdrawal of junior doctors' labour from 8am to 5pm, Wednesday 16 December. 1. Junior doctors are one of the main corner stones of the NHS and are already overworked and undervalued. 2. The new contract is not only unfair on Junior doctors but also puts patient safety at risk. 3. The junior doctors are correct to stike in the face of the inflexibility of Jeremy Hunt and the new contract." 1. KeeleSU will issue a statement condemning the attitude Jeremy Hunt has taken towards Junior doctors and their representing bodies and condemning the pay cut the contract includes. 2. KeeleSU will announce its support for the junior doctors' strike action. 3. KeeleSU will support any legal effort to support the junior doctors' strike made by Keele medical students. "

8 Election Regulations Proposer: Jo Lea Seconder: Craig Heath 1. That the current Bye Laws regarding election regulations are unnecessarily convoluted 2. That the current Bye Laws have simply been added to over time making them extremely long winded 3. That the current Bye Laws have been held up as an example of bad practice by the National Union of Students. 1. That election bye laws should be easy to understand 2. That election bye laws should outline restrictions and expectations placed on nominations, candidates and voting 3. That the proposed election bye laws make the rules easier to understand 4. That the proposed election bye laws do not reduce the type of rules that need to be adhered to, only the number of bye laws 1. To have a more understandable set of election bye laws 2. To approve the proposed election bye laws (appendix 1)

9 CHAPTER 13 ELECTION GUIDANCE AND REGULATIONS Elections Guidance KeeleSU 1. KeeleSU will arrange free and fair elections to elect all democratic positions within KeeleSU. All elections shall be conducted by secret ballot, the procedure and arrangements and guidance set out in this chapter fully taking into consideration for accessibility of any such elections to all members, regardless of orientation, origin or disability. 2. Elections Bodies and Responsible Officers a. Returning Officer i. The trustees shall appoint an impartial Returning Officer, on an annual basis, who shall not be a sabbatical officer or employee of the Union. b. Duties of the Returning Officer i. The Returning Officer shall be responsible for the observation of these regulations and shall have the power either to suspend the election or declare a nomination invalid should these regulations be contravened. ii. The Returning Officer shall have the power to suspend or disqualify a candidate or group of candidates from an Election or declare an Election void. iii. The Returning Officer will appoint a Deputy Returning Officer and other officials to ensure the good administration and promotion of the Election in agreement with the Board of Trustees. The Deputy Returning Officer and Election officials shall be instructed by the Returning Officer on their duties and shall perform these in an impartial manner. Any of the actions in this Chapter applicable to the Returning Officer may be carried out by the appointed Deputy Returning Officer. Wherever possible, the Deputy Returning Officer and Elections Officials should not be members of KeeleSU. iv. The ruling of the Returning Officer on the conduct of the campaign and execution of the Election and/or Referenda shall be final. v. The Electoral Forum may review the decision of a Returning Officer and may (in exceptional circumstances) overturn their decision by a formal vote achieving a majority of all voting members of the Electoral Forum if the consequence of any decision of the Returning Officer is deemed to fall outside of the scope and authority of these regulations. 1. Electoral Forum shall consist of 2 Union Council Members and 1 Member of the Constitutional Affairs Committee vi. The Returning Officer shall publish any additional rules that are not provided for within these regulations in the candidate information pack which must be made available to candidates. 3. Election Timetable a. Elections shall be held at times which are intended to enable the largest possible number of members to fully participate in all aspects of the electoral cycle. b. Elections shall be held at time to the greatest benefit to the membership. 4. Nominations a. An Election Information Pack must be available before nominations open. The pack shall contain a copy of the description of the role of each position available in the election, an election timetable, a copy of the election rules and regulations and information on the facilities and support the Union will make available to each candidate.

10 5. Voting 6. The count b. Full members of the Union, as defined in the KeeleSU constitution, can stand for Election and shall be considered for nomination providing a nomination is submitted on the KeeleSU website before the close of nominations. c. Cohort voting will be permitted for a number of positions within KeeleSU. The Returning Officer has responsibility for ensuring that the correct requirements are in place to ensure accurate and fair cohort voting. d. Candidates may not stand for more than one post in any single election cycle, with the singular exception that candidates may be simultaneously elected to KeeleSU office and elected as a NUS Delegate. e. In all elections there will always be one further candidate, namely Re-Open Nominations. Thus in the event of there being only one candidate for one of these posts, the election shall continue as normal with the candidate running against Re-Open Nominations. f. In the event of no nominations being received for any position, the election for that position shall be postponed and re-scheduled at the earliest convenience. Elections postponed in this way shall be conducted according to the by-election rules. a. Voting shall be by the Single Transferable Vote scheme (STV) as prescribed for in the Electoral Reform Society guidelines. i. Exception to the guidelines is outlined in 14. Resignations b. No elector shall vote more than once and no elector shall be allowed to vote in proxy for another elector. a. The count shall be supervised by the Returning Officer. b. Subject to good order, the count shall be open to all members of KeeleSU. c. Any candidate, independent observer, or Returning Officer may request a recount within twenty-four hours of the close of the count. d. The Returning Officer shall retain all available count information for a period of three months from the last date of polling. e. In elections where more than one candidate can be elected, if at any stage of the count re-open nominations candidate gains the required number of votes to be elected, it shall be deemed to have been elected. No further candidates can be elected after this point. 7. Poll Review Meeting a. The Electoral Forum will meet after the close of poll but before the count. b. This meeting will consider any outstanding complaints and appeals under these regulations. If the Forum decides that any problem has affected the election then the following resolutions will be open to it: i. Allow the count to begin unhindered. ii. Disqualify one or more candidates for breach of the Election Bye- Laws. In this case the count shall proceed normally; all votes for disqualified candidates will be transferred to the electors next preferences according to the counting rules. iii. In extreme circumstances, where the result of the poll could be adversely affected, declare the election invalid and reschedule it according to these regulations. In this case, the Forum must either: 1. Restart the election from the opening of polls, with the exclusion of one or more disqualified candidates. Or;

11 2. Restart the election from the opening of nominations, with one or more disqualified former candidates prohibited from nomination. 8. The declaration a. Election results shall be declared by the Returning Officer or his/her nominees within reasonable time after the count has been completed. b. Should Re-Open Nominations win, nominations shall be re-opened for election to be held as soon as possible at a time to be determined by the Returning Officer. 9. Appeal Meetings a. The Electoral Forum will meet upon receipt of an appeal against a decision of the Returning Officer at any time from the open of nominations until the close of polling. b. The Forum has the power to overturn decisions made by the Returning Officer. 10. Extraordinary Meetings a. The Returning Officer may at any time summon the Electoral Forum for the purpose of consultation. b. The Electoral Forum may call an extraordinary meeting at any time during an election from the open of nominations to the close of polls for the purpose of conducting business he or she considers too urgent to wait until the next scheduled meeting. 11. Election Discipline, Complaints and Appeals a. The Returning Officer has discretionary power to apply any reasonable penalty to candidates breaking these election regulations, except where regulations stipulate automatic disqualification. b. Any full member of KeeleSU can complain in writing about the conduct of the election or the conduct of any of the candidates or their campaign team and should address these complaints to the Returning Officer. c. If a complainant or any other full member of KeeleSU is dissatisfied with the Returning Officer s actions or decisions: i. in response to a complaint made under 11b ii. in the exercise of his/her powers as Returning Officer then the complainant shall have right of appeal to the Electoral Forum. Appeals may be made in writing to any member of the Forum, who must then notify the Chair, who will convene an appellate meeting of the Forum at the earliest opportunity. 12. By-elections a. By-elections shall be conducted under the election regulations insofar as they apply. b. In the event of a By-Election, the following timetable rules shall apply. The Returning Officer shall determine the actual dates. i. Polling dates and hours must be published in advance of the opening of nominations. c. On receiving notice of the resignation or removal of an Elected Officer of KeeleSU, the Returning Officer shall, within a reasonable period, declare a byelection for the post, pending approval from the Trustee board.

12 13. Statute of Limitations a. A Statute of Limitations shall exist for 14 working days following the close of polls. Candidates shall be subject to punitive action from the Returning Officer and Elections Forum during this period. 14. Resignations a. Where a Full-Time Officer resigns following election, the Returning Officer shall, in accordance with 12c, be permitted to return to the original ballot and elect the candidate with the highest votes once the full-time officers votes who has resigned had been re-distributed, following the single transferable vote protocol. i. This shall only be permitted for full-time officer elections and shall only be permitted once. This must be conducted before the designated start of office. ii. If candidate with the highest votes (following re-distribution) no longer wishes to hold the full-time officer position a by-election shall be held. iii. If candidate with the highest votes (following re-distribution) does not reach quota a by-election should be held. b. Where a part-time officer resigns, the Returning Officer shall not be permitted to return to the original ballot. A by-election will be held. Elections Guidance Candidate Regulations 1. Candidacy a. All candidates shall be required to produce a manifesto and will be expected to upload these by a deadline determined by the Returning Officer. 2. Campaigning a. Negative campaigning shall not be allowed. b. It is prohibited for any person to publicise a Re-Open Nominations campaign in order to stand should the nominations actually re-open. Such an action will lead to the disqualification by the Returning Officer of that person from the following election. c. Candidates must observe the University Statutes, Ordinances and Regulations. d. The Returning Officer, in agreement with the trustees, shall determine the publicity budget for candidates in the election. The candidate s budget will be provided by KeeleSU and candidates are prohibited from spending any of their own, or donated money on their election campaign e. Candidates must not exceed their budget limits. f. KeeleSU will provide candidates with a Campaign Shopping list which candidates can select items from (including the option of printed materials). These items will be provided by KeeleSU and the sum of this shopping list will be deducted from a candidates budget. g. Candidates wishing to purchase additional materials, not provided by KeeleSU, must provide receipts of all campaign expenditure before the close of poll. h. Publicity materials must not be obtained through special relationships with suppliers. i. Items freely and readily available to all candidates can be used without itemisation. j. Candidates may enlist assistants, or a campaign team, for campaigning purposes.

13 k. Any person enlisted by a candidate to assist them in distributing publicity or canvassing shall be bound by these regulations as if they were the candidate himself/herself. Candidates will be held entirely responsible for the action of any helper or assistant. It is the absolute responsibility of candidates to ensure that helpers are aware of, and abide by, election regulations. l. Candidates must not undertake campaign activity which others could not reasonably do. m. Candidates and their campaigners must not alter, move or remove the campaign material of any other candidate. n. Campaigners and candidates must allow voters to cast their ballot freely and must not communicate with voters in any way once they have begun to complete their ballot. o. Clubs and Societies affiliated to KeeleSU may not declare public support for a candidate unless a majority decision is made at a Club or Society meeting, open to all members. If a club or society declares public support for a candidate, the Returning Officer shall request the minutes of the meeting where the support was agreed.

14 International Officer Motion Proposer: Jo Lea Seconder: Ela Hollies 1. That when this house passed motions from the democratic review we, in error, did not mention the current role of International Representative 2. That there is to be a new full time officer role of Welfare and Internationalisation 3. That representation of international students is of great importance to KeeleSU This House Believes 1. That there is a distinctive difference between internationalisation and international students 2. That there should be a part time officer with the portfolio to cover International students 3. That the International representative should become the International Officer This House Resolves 1. To, as part of the on-going democratic review, change the current International Representative to International Officer in 2016/17

15 Redevelopment of 1st Floor of SU Proposer: Dhanesh Mahmood Seconder: Michelle Ann Mosot 1. Keele University has admitted more than student this academic year than ever before due to lifting of the student cap 2. The University has a policy of increasing student numbers over the next 5 years. 1. The SU will be running at over capacity over the next 5 years if redevelopment to the 1 st floor isn t carried out. 2. Capacity at the SU needs to be increased to meet the demands of increasing student numbers. 3. Student experience may suffer if redevelopment work isn t carried out by the university. 4. The current situation on the 1 st floor is not sustainable in the long term. 1. That Keele SU should make students aware of redevelopment plans for the 1 st floor and run a petition that is accessible to the student population at Keele for gathering support for such plans. 2. Keele SU should bring forward a case to the university about the possibility and viability of such proposed redevelopment to the 1 st floor of the SU and how it can be achieved. 3. Keele SU should consider how such redevelopment plans can be sustainable in the long term and have the option of splitting the redevelopment plan into stages if necessary.

16 Sports Facilities On-Campus Proposer: Dhanesh Mahmood Seconder: Michelle Ann Mosot 1. That sports facilities are used extensively by students and there is demand for it with the growing of students becoming involved in sports. 2. Sports facilities are undergoing redevelopment at the present time to include more basketball courts, a volleyball court and a 3G pitch being built. 1. That Sport is a key part of student life and one of the key drivers of student experience. 2. That sport participation should be encouraged for a healthy lifestyle. 3. That there should be a range of sports available with good sports facilities to cater for these sports. 1. That there should be a review carried out of the sports facilities available on campus. 2. Student feedback should be gathered about sports facilities available to them. 3. The possibility of new or improved sports facilities being available to students should be considered, taking into account the suggestion of a swimming pool on campus as well as an indoor climbing wall as a replacement of the bouldering wall. 4. Campaigns to encourage sports participation should be run to encourage sports participation and the benefits of being involved in sports and general exercise should be emphasised to students.

17 Non-Drinking Events Proposer: Dhanesh Mahmood Seconder: Michelle Ann Mosot 1. There is section of the student population that do not drink alcohol or drink limited amounts of alcohol. 1. Some students aren t comfortable attending events with emphasis on drinking and events should be inclusive of all students. 1. KeeleSU explores the options of more inclusive events, non-drinking events and nights out that cater to non-drinking students, in consultation with students. 2. KeeleSU makes students aware of the dangers of binge drinking or drinking excessive amounts of alcohol.

18 Price of Food Available On-Campus Proposer: Dhanesh Mahmood Seconder: Michelle Ann Mosot 1. Curly Fries are a popular choice with students. 2. Students do make use of catering outlets on campus. 1. The price of food available on campus such as munch, ST5 and the refractory are not value for money for students and can be unaffordable to some students. 1. Keele SU reviews pricing of food available on campus. 2. Keele SU gathers student feedback on the price and quality of food available. 3. Keele SU looks into the viability and possibility of fairer pricing of food that offers value for money to students and doesn t price out students with low incomes. 4. Keele SU has food available on campus outlets that caters for all students with different dietary needs and religious needs.