TABLE OF CONTENTS


Section I – General.................................................................................................................... 
4


I. Definitions ..................................................................................................................... 
4


II. Membership of the Union .............................................................................................. 
4


III. Statement of Equal Opportunities.................................................................................. 
4


IV. Definition Of Harassment .............................................................................................. 
5


V. Quorum.........................................................................................................................
5


VI. Union Policy .................................................................................................................. 
5


VII. Affiliations..................................................................................................................... 
5


VIII. Reporting To The Membership......................................................................................
5


IX. Freedom of Speech....................................................................................................... 
6


X. Honorary President ....................................................................................................... 
6


XI. Amendments.................................................................................................................
6


Section 2 – Referenda .............................................................................................................. 
7


I. General ......................................................................................................................... 
7


II. Proposals, Motions and Amendments ........................................................................... 
7


Section 3 – Union Council........................................................................................................ 
8


I. Membership of Council.................................................................................................. 
8


II. General Rules for Meetings Of Union Council ............................................................... 
8


III. Chair ............................................................................................................................. 
9


IV. Standing Committees....................................................................................................
9


V. Working Parties............................................................................................................. 
9


VI. Meeting Procedure......................................................................................................10


VII. Motions, Amendments and Lapsed Policy................................................................... 10


VIII. Debating Procedure .................................................................................................... 11


IX. Voting......................................................................................................................... 11


X. Points of Order............................................................................................................11


XI. Procedural Motions ..................................................................................................... 12


XII. Points of Information ................................................................................................... 12


Section 4 – The Executive...................................................................................................... 13


I. Membership ................................................................................................................ 13


II. General Rules ............................................................................................................. 13


III. Role of the Executive .................................................................................................. 13


IV. Meetings of the Sabbatical Officers with the General Manager ................................... 14


Section 5 – Standing Committees of Union Council ............................................................ 15


I. General Rules ............................................................................................................. 15


II. Working Parties........................................................................................................... 15


III. The Chair, Secretary and Assessor.............................................................................15


IV. Constitution and Terms of Reference .......................................................................... 16


Section 6 – Job Descriptions ................................................................................................. 33


I. Executive Officers: General Duties.............................................................................. 33


II. Sabbatical Officers: General Duties............................................................................. 33


III. Education and Welfare Officer..................................................................................... 33


IV. Media & Communications Officer ................................................................................ 34


V. Clubs, Societies & Student Development Officer......................................................... 35


VI. Services & Events Officer............................................................................................ 36


VII. Finance & Administration Officer ................................................................................. 37


VIII. Medical Students’ & Sites Officer ................................................................................ 39


IX. Non-Sabbatical Officers : General Duties....................................................................40


X. Acting Sabbatical Officers ........................................................................................... 40


XI. Academic Affairs Officer..............................................................................................40


XII. Activities Officer .......................................................................................................... 41


XIII. Campaigns and Equal Opportunities Officer................................................................ 41


XIV. Environment and Ethics Officer...................................................................................41


XV. General Secretary.......................................................................................................42


XVI. Clinical President ........................................................................................................ 42


XVII. Pre-Clinical President.................................................................................................. 42


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XVIII. Postgraduate Association President............................................................................ 43


XIX. Promotions and Entertainments Officer.......................................................................43


XX. SSEES Site President.................................................................................................44


XXI. Non-Executive Officers: General ................................................................................. 44


XXII. Anti-Racism Officer ..................................................................................................... 44


XXIII. Arts Officer..................................................................................................................44


XXIV. International Students' Officer ..................................................................................... 44


XXV. Lesbian, Gay, Bisexual and Trans Students' Officer....................................................45


XXVI. Mature Students' Officer.............................................................................................. 45


XXVII. Part-Time Students’ Officer ......................................................................................... 45


XXVIII. Societies Officer..........................................................................................................45


XXIX. Sports Officer .............................................................................................................. 45


XXX. Students with Disabilities Officer ................................................................................. 46


XXXI. Women's Officer.......................................................................................................... 46


XXXII. Council Members: General Duties............................................................................... 46


XXXIII. Faculty Reps ............................................................................................................... 46


XXXIV. Postgraduate Faculty Reps ......................................................................................... 46


XXXV. Hall Reps .................................................................................................................... 46


Section 7 – Elections.............................................................................................................. 48


I. Administration ............................................................................................................. 48


II. Types of Election......................................................................................................... 48


III. Constituency Allocations ............................................................................................. 48


IV. Term of Office ............................................................................................................. 49


V. Nominations ................................................................................................................ 49


VI. Publicity...................................................................................................................... 50


VII. Campaign Costs.......................................................................................................... 50


VIII. Voting in Elections....................................................................................................... 51


IX. The Count ................................................................................................................... 51


X. Discipline..................................................................................................................... 51


XI. By Elections ................................................................................................................ 51


XII. Resignation.................................................................................................................51


Section 8 – Contracts & No Confidence Motions ................................................................. 52


I. Contract For Sabbatical Officers.................................................................................. 52


II. No Confidence Procedure For Sabbatical Officers ...................................................... 53


III. Nominations Contract.................................................................................................. 54


IV. No Confidence Procedure for Non-Sabbatical Officers of Council ............................... 54


V. Motions of Censure ..................................................................................................... 55


Section 9 – General Meetings ................................................................................................ 56


I. General ....................................................................................................................... 56


II. Timing and Notice ....................................................................................................... 56


III. Minutes ....................................................................................................................... 56


IV. The Order of Business ................................................................................................ 56


V. Chair ........................................................................................................................... 57


VI. Members of the Floor .................................................................................................. 57


VII. Debating Procedure and Voting .................................................................................. 58


VIII. Motions, Amendments and Lapsing Policy..................................................................58


Section 10 – Financial Regulations ....................................................................................... 59


I. General ....................................................................................................................... 59


II. Accounts And Audit.....................................................................................................59


III. Banking Arrangements................................................................................................ 60


IV. Ordering of Goods and Services and Payment of Accounts ........................................ 60


V. Payment Of Salaries And Wages ................................................................................ 60


VI. Petty Cash Accounts...................................................................................................60


VII. Contracts..................................................................................................................... 60


VIII. Income ........................................................................................................................ 61


IX. Stocks And Stores....................................................................................................... 61


X. Insurance .................................................................................................................... 61


XI. Investments................................................................................................................. 61


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XII. First and Revised Estimates........................................................................................ 61


Section 11 – Staffing............................................................................................................... 63


I. General ....................................................................................................................... 63


Section 12 – NUS Conferences..............................................................................................64


I. General ....................................................................................................................... 64


II. Delegation Leader.......................................................................................................64


III. NUS Conference Delegates ........................................................................................ 64


IV. Motions to NUS Conferences......................................................................................64


V. Voting......................................................................................................................... 65


VI. NUS National Executive Committee Elections............................................................. 65


Section 13 – Complaints Procedures .................................................................................... 66


I. Internal Procedures.....................................................................................................66


II. External Procedure ..................................................................................................... 66


Section 14 – Disciplinary Procedures ................................................................................... 67


I. Initiation of the Process...............................................................................................67


II. Summary Hearing Procedure......................................................................................67


III. Disciplinary Panel Procedure ...................................................................................... 67


IV. Penalties ..................................................................................................................... 68


V. Appeals Procedure...................................................................................................... 68


VI. Interpretation...............................................................................................................69


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Section I – General 

I. Definitions 
A. 
The following definitions apply throughout these standing orders: 
1. 
Member refers to an ordinary student member of the Union as outlined in the Constitution 
and in section II below; 
2. 
GM refers to a General Meeting; 
3. 
EGM refers to an Extraordinary General Meeting; 
4. 
AGM refers to an Annual General Meeting; 
5. 
WGM refers to a Welcoming General Meeting; 
6. 
E&W Officer refers to the Education and Welfare Officer; 
7. 
M&C Officer refers to the Media and Communication Officer; 
8. 
CS&SD Officer refers to the Clubs, Societies and Student Development Officer; 
9. 
MS&S Officer refers to Medical Students’ and Sites Officer, 
10. F&A Officer refers to the Finance and Administration Officer; 
11. S&E Officer refers to the Services and Events Officer; 
12. NUS refers to the National Union of Students; 
13. the Union refers to the University College London Union; 
14. UCL or College refers to University College London; 
15. SSEES refers to the School of Slavonic and East European Studies; 
16. RUMS refers to the Royal Free and UCL Medical Students; 
17. ULU refers to the University of London Union. 
II. Membership of the Union 
A. 
The regulations for Union membership shall be as given in the Constitution. 
B. 
Membership fees for associated and visiting memberships shall be set by Council. 
C. 
All registered UCL students are automatically members of UCL Union. Any student has the 
right not to be a member of the Union. The procedures for exercising that right are as follows: 
1. 
Each year, a membership period, which shall normally be the third and fourth weeks of 
the Autumn Term, will be publicised on the official Union noticeboard and in any other 
way the Executive may specify from time to time. 
2. 
Any student wishing to declare non-membership may do so only during that period, using 
the appropriate forms. The declaration remains in effect until the end of that academic 
session; 
3. 
A list of non-members will be maintained by the F & A Officer of UCL Union. 
D. 
Students who have exercised their right to opt out under paragraph C above have the 
following rights of access to services and activities: 
1. 
Access to all non-grant aided facilities managed by the Union (currently bars, catering 
outlets, shops, hairdressers, and games machines, and the Bloomsbury Fitness Centre) 
provided the appropriate fee or charge for the service has been paid, which shall not be 
higher than that charged to Union members; 
2. 
Ability to join any Union society or club, provided the appropriate membership fee has 
been paid, which shall not be higher than that charged to Union members, however 
restrictions as to elected positions apply; 
3. 
Access to advice provision at the grant-aided Rights and Advice service; 
4. 
Access to the grant-aided sports grounds, which are owned by UCL or are held in trust for 
UCL students, provided the appropriate fee or charge for the service has been paid, 
which shall not be higher than that charged to Union members. 
E. 
Students who have exercised their right to opt out under paragraph C above may not 
participate in the democratic processes of the Union as outlined below nor may they be 
involved in any position where they would be in a decision making role involving the Union's 
funds, policies, procedures, or services. These students: 
1. 
may not hold elective or appointed office in the Students' Union: including sabbatical or 
non-sabbatical officer, Councillor, or Union committee member. 
2. 
are not eligible to vote in the Union's general or sectional elections or in Union General 
Meetings. 
3. 
may not serve as an officer of any Union society or sports club. 
4. 
may not vote in any election or general meeting of any Union society or sports club. 
5. 
may not serve as Union representatives on committees which are part of the governance 
structure of UCL or its departments. 
III. Statement of Equal Opportunities 
A. UCL Union embraces a diverse society, welcomes all people and values their differences. 
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B. 
UCL Union recognises that discrimination occurs at all levels in our society. UCL Union is an 
equal opportunities organisation. No person that comes into contact with the Union should 
receive less favourable treatment, be disadvantaged or disadvantage others on the grounds 
of their ethnic group, nationality, sex, gender, sexual orientation or identity, age, disability, 
marital status, family commitments, political or religious beliefs, spent or irrelevant criminal 
convictions, trade union activity, or HIV status. UCL Union regards such discrimination as 
unacceptable and promotes equal opportunities both as an employer and a provider of 
services. 
IV. Definition Of Harassment 
A. 
Harassment may be defined as behaviour in contravention of UCL Union's equal opportunities 
policy. In particular it is when : 
1. 
The behaviour interferes with another person's work or social life or creates an 
intimidating or hostile environment; 
2. 
Submission to this conduct is made either explicitly or implicitly a term or condition of a 
person's employment or right to enjoy the Union's facilities; 
B. 
All complaints about harassment within Union facilities or during a Union activity will be 
addressed in a manner as outlined by the Standing Orders on complaints procedures. 
C. 
Harassment constitutes a disciplinary offence. 
V. Quorum 
A. 
For purposes of determining quorum for General Meetings and Referenda and the numbers 
required to call an EGM or petition for a referendum or ballot on affiliation, the F&A Officer 
shall ascertain as accurately as possible the number of students registered at UCL at the start 
of every academic year. From this number shall be subtracted the students who have 
declared that they are not Union members in that year. This number shall be the basis of 
quorum calculation, and shall apply throughout the year. 
B. 
Until this figure can be calculated, the previous year’s figure shall apply. 
VI. Union Policy 
A. 
Policy adopted on any matter at a GM, Council or Referendum shall be binding on the Union 
for the next six terms including the term in which it is adopted, except in the case of election 
to Honorary Life Membership or where the motion specifies a shorter term. 
B. 
In the sixth term, the policy may be renewed for a further six academic terms at the last 
normal Council of the term. 
VII. Affiliations 
A. 
The Union may affiliate to external organisations which assist it in providing services, 
provided that such affiliation is not outside the Union's objects as defined in the Constitution. 
B. 
The Union shall annually publish on the Official Union Notice Board and in its annual report a 
list of current affiliations, the cost of each affiliation, and the relationship of each affiliation to 
the service provision. 
C. 
Any new affiliations decided during the year shall be posted on the Official Union Notice 
Board. 
D. 
Unless a request is received for a ballot on any particular affiliation as outlined below, the 
affiliations shall be deemed to be approved by the membership for the next year. 
E. 
The question of continued affiliation to any particular organisation can be decided by a secret 
ballot in which all Union members are eligible to vote, provided that a request is received from 
at least 5% of the current membership. 
F. 
Other aspects of ballots on affiliations shall be handled as for referenda. 
VIII. Reporting To The Membership 
A. 
The Union shall publish an annual report for submission at a Union Council, which shall then 
be submitted to the College Council at or before its last normal meeting of each session. 
B. 
The report shall contain a statement that the Union operates in a fair and democratic manner 
and that it has properly accounted for its finances. 
C. 
It shall contain a report on the Union's finances including procedures for allocations to clubs 
and societies, the outcome of general Union elections, a report of any collections, and a 
report of current affiliations. 
D. 
Enough copies should be printed such that the report will be available to anyone who wishes 
to read it: one copy for each department within college, two copies to be held at each UCL 
Library and one copy to be held at Union reception. 
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IX. Freedom of Speech 
A. 
The Union is required to observe the UCL 'Arrangements and Code of Practice for the 
Operational Management of Meetings and Other Functions Held on College Premises' in 
relation to Freedom of Speech as required by Section 43 of the Education (No. 2) Act of 1986. 
X. Honorary President 
A. 
An Honorary President may be elected by a General Meeting for the following academic year. 
B. 
The Honorary President shall not use the name of the Union or of UCL for political or other 
sectarian purposes. 
C. 
The Honorary President according to their particular qualifications shall further the aims of the 
Union. 
D. 
The proposer of a candidate for the office of Honorary President shall be responsible for 
bringing these standing orders to the notice of the candidate before the election. 
XI. Amendments 
A. 
Standing Orders may be amended by Special Resolution. 
B. 
The Special Resolution must be passed by a two thirds majority at two consecutive Council 
meetings, two consecutive General Meetings or by a two thirds majority in a referendum. 
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Section 2 – Referenda 

I. General 
A. 
Any issue decided by a referendum shall overrule any decision made at a GM, Council, 
Executive, or Committee level except in the case of Establishment committee. 
B. 
A referendum may be called by any of the following: 
1. 
a two thirds majority vote at an Executive Meeting; 
2. 
a two-thirds majority vote at Council; 
3. 
by petition of 4% of the members of the Union - the petition must list the names, 
departments and signatures of the members and be handed to the F&A Officer; 
4. 
acceptance by simple majority of a motion to a General Meeting. 
C. 
The Governance Committee will be charged with organising the referendum with the 
assistance of Elections Committee. 
D. 
The referendum will be held on a date not more than four term weeks after receiving the 
request. 
E. 
The Governance Committee shall determine the financial regulations for referenda subject to 
the approval of the Finance Committee with the proviso that all referenda within the same 
academic year receive the same funding. 
F. 
Quorum for a referendum shall be 10% of the members of the Union. When the quorum is not 
met, the matter shall be decided by a GM called specially to consider the matter. 
G. 
The referendum shall be conducted by means of a cross-campus ballot. 
H. 
Polling shall be on at least one day for at least six hours in the Union building at 25 Gordon 
Street and at the Hampstead and Whittington sites, as well as in other areas of the College as 
Governance Committee sees fit. 
I. 
At least three Open Meetings must be arranged prior to the referendum to debate the 
proposal. One of these meetings must be held on the day before the referendum is to be held. 
J. 
These Open Meetings shall: 
1. 
be publicised at least five working days in advance; 
2. 
be open to all members of the Union; 
3. 
be chaired by the General Secretary who shall endeavour to make sure equal numbers of 
speeches are heard for each side; in the absence of the General Secretary, a sabbatical 
officer shall chair the meeting; 
4. 
When the Chair feels the debate has reached its conclusion, he or she may ask for one 
final speaker against the proposal and then the proposer of the proposal may summate. 
II. Proposals, Motions and Amendments 
A. 
Any GM or Council motion or petition requesting a referendum must include the text of the 
proposal to be put to the membership. It must also include the names of two members of the 
Union who are prepared to act as proposer and seconder of the proposal. It may not include a 
date for the referendum - this must be decided by the Governance Committee. 
B. 
The proposal to be considered by the referendum must be displayed by the F & A Officer 
within one working day of receipt on the Official Union Notice board. 
C. 
Amendments to a referendum proposal may be made only if agreed by a two thirds vote of 
the originating body e.g. the Executive or the Council, or by a General Meeting in the case of 
a petition. 
D. 
Once submitted, a proposal can only be withdrawn by its proposer. 
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Section 3 – Union Council 

I. Membership of Council 
A. 
The following shall be members of Union Council: 
1. 
E & W Officer; 
2. 
M & C Officer; 
3. 
CS & SD Officer; 
4. 
S & E Officer; 
5. 
F & A Officer; 
6. 
MS & S Officer; 
7. 
Acting Sabbatical Officers 
8. 
General Secretary; 
9. 
Academic Affairs; Activities; Campaigns & Equal Opportunities; Environment & Ethics; 
Promotions & Entertainments Officers; 
10. Anti-Racism; Arts; Students with Disabilities; Lesbian, Gay, Bisexual & Trans Students’; 
Mature Students’; Overseas Students’; Part-time Students’; Societies; Sports; Women’s 
Officers; 
11. Postgraduate Association President 
12. SSEES Site President 
13. Pre-Clinical President 
14. Clinical President 
15. Vice President (Clinical) (Bloomsbury) 
16. Vice President (Clinical) (Hampstead) 
17. Vice President (Pre-Clinical) 
18. Vice President (Archway) 
19. Thirty Six Faculty Representatives 
20. One Hall Representative from each UCL Hall. 
21. Four Senior Treasurers who shall be non-voting members; 
22. Co-opted between April 1 and July 31 each year, the sabbatical officers-elect. 
B. 
All members of Union Council shall be elected or appointed to Union Council in accordance 
with the standing orders for Elections. 
C. 
The E&W Officer, M&C Officer, MS&S Officer, CS&SD Officer, F&A Officer, and S&E Officer 
shall be sabbatical members of Council. 
D. 
All members of Union Council, save the Senior Treasurers, shall have voting rights. 
II. General Rules for Meetings Of Union Council 
A. 
The quorum shall be one third of the whole number of elected student members of Union 
Council or 30 (whichever is greater). 
B. 
The General Manager shall be the assessor to Union Council. 
C. 
Any member of Council, except the Senior Treasurers, who is absent from two consecutive 
meetings of Council or any of the college committees they sit on (as outlined by their job 
descriptions or that they have been elected to by council), shall be deemed to have resigned 
at the discretion of the Elections Committee. Those so dismissed may appeal to the next 
meeting of Council after being dismissed. Council may then overturn such a decision of 
Elections Committee by a two-thirds majority vote. 
D. 
Union Council shall elect Union members to the College committees and shall ratify all 
elections to College committees by standing committees. 
E. 
If a standing committee fails to appoint members to College Committees when required Union 
Council shall take responsibility for these elections. 
F. 
The dates of all planned meetings of the Executive, Union Council and its standing 
committees for each academic year shall be recommended to the last statutory meeting of 
Council in the Summer Term. 
G. 
Council shall meet at least once every three weeks during term time, except in the first term, 
where the first meeting shall be in the fifth or sixth week and then at least every three weeks 
thereafter. This shall include at least three meetings in the first term and at least four 
meetings in the second term. 
H. 
Additional meetings may take place at the discretion of the Executive, Union Council, or a 
General Meeting. 
I. 
The agenda shall be prepared and circulated at least three full working days prior to the 
meeting by the F&A Officer. The agenda shall include all necessary papers to complete the 
business. 
J. 
The M&C Officer shall, before each meeting of Council, include a summary of business to be 
discussed in at least one issue of any regular Union news sheet. 
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K. 
The M&C Officer shall ensure all decisions made at Council are conveyed to the membership 
adequately by: 
1. 
including a summary of the business of each Council in at least one issue of any regular 
Union news sheet; 
2. 
submitting details for publication to the editors of the student paper. 
L. 
The F&A and M&C Officers shall also ensure the decisions of Council are conveyed to the 
membership by any other means outlined by Council from time to time. 
M. 
The F&A Officer shall post a copy of the draft minutes of the meetings of Union Council and 
any motions passed on the official notice board within seven days of each meeting. 
N. 
Minutes shall be taken by the General Manager or their appointee. 
III. Chair 
A. 
The Chair of Council shall be the General Secretary. Where the General Secretary is unable 
to chair a meeting, a member of the Executive shall open the meeting and the meeting shall 
elect a Chair. 
B. 
The duties of the Chair shall be as follows: 
1. 
to keep the meeting in order; 
2. 
to interpret and make rulings on the Constitution and Standing Orders; 
3. 
to rule on points of order; 
4. 
to see that remarks are relevant to the business at hand; 
5. 
to provide information relevant to the business or procedure of the meeting; 
6. 
to ensure the general smooth running of the meeting; 
7. 
to have the casting vote should Council be equally divided. Other than this the Chair may 
not vote in any debate. 
C. 
The Chair: 
1. 
shall be heard in silence; 
2. 
may expel any member from the meeting if that person refuses to obey the chair; 
3. 
may not participate in any debate; 
4. 
may vacate the chair in order to participate in the debate; 
5. 
shall announce at the beginning of each meeting at what time the meeting will be 
adjourned if there is still business to be discussed. 
IV. Standing Committees 
A. 
The Standing Committees of Council are those outlined in the Standing Orders. 
B. 
In the third week of term one and following the election of Councillors a special meeting of 
council shall be held. This meeting will be for the purpose of electing members on to the 
relevant standing committees as outlined in the standing orders relating to standing 
committees of Union Council and the to College Committees Councillors sit on. 
C. 
Council shall receive, via the chairs of each committee, the written summaries of any 
decisions made by all Standing Committees for information and to resolve any disputes 
between committees. 
D. 
A two-thirds majority shall be required to overturn the decision of a Standing Committee or to 
instruct such a committee on a matter for which it is responsible. This shall not apply in the 
case of decisions made at Establishment, Finance, Elections, or Governance Committee. 
E. 
Decisions of Establishment Committee may be referred back only by a two-thirds majority of a 
closed session of Council. 
F. 
Decisions made at Finance, Elections, or Governance Committee may be referred back by a 
two-thirds majority vote of council. Save for those relating to resignations which may be 
overturned by a two thirds majority vote. 
G. 
Standing Committees shall adhere to all rulings and regulations laid down by Establishment 
Committee with regard to the employment of staff, full time or part time. 
V. Working Parties 
A. 
Union Council may set up a working party that will examine a particular issue within a 
predetermined period of time and then submit a report thereon to Council or a specified 
Standing Committee. The working party shall then be disbanded. 
B. 
Reports of the working party must be presented to Council or the specified Standing 
Committee, and through them to Council. 
C. 
The quorum of a working party shall be at least 1/4 of the whole number or 3 members, 
whichever is greater. 
D. 
Council shall specify the Chair, Secretary and membership of the working party. 
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VI. Meeting Procedure 
A. 
Non-Council members may speak if they have proposed a motion. Otherwise non-members 
may only speak on other matters at the Chair's discretion with agreement from the meeting. 
B. 
The order of business shall be: 
1. 
Announcements; 
2. 
Minutes of the previous meeting. Corrections may be made and the minutes accepted by 
a simple majority before moving onto the next item of business; 
3. 
Matters arising; 
4. 
Acceptance of the Agenda; 
5. 
Minutes of the Executive; 
6. 
Officer Reports to include all members of the Executive in any order; 
7. 
Committee Reports 
8. 
Council Member's motions; 
9. 
Ordinary motions; 
10. Special resolutions; 
11. Guest speakers; 
12. Any other business which should preferably be submitted to the F&A Officer at least five 
days in advance of the meeting. Any other business that is tabled at the meeting must be 
of a trivial nature. The Chair shall rule on whether the item is trivial. 
VII. Motions, Amendments and Lapsed Policy 
A. 
Ordinary Motions 
1. 
Motions to be discussed must be given to the F&A Officer in writing, signed by a proposer 
and signed by at least ten seconders all of who must be members of the Union, at least 7 
days before the meeting at which it is to be discussed (unless it is an emergency motion). 
2. 
The proposers and seconders must include their department and years. 
B. 
Emergency Motions 
1. 
Only motions whose matter deals with events that occurred after the deadline for 
submission or whose matter can not reasonably be postponed until the next Council, will 
be called emergency motions. 
2. 
Emergency motions may be entered onto the order paper under Any Other Business 
unless the meeting agrees that it is not an emergency at the acceptance of the agenda 
stage. 
3. 
An emergency motion must be given to the F&A Officer at least 3 hours before the 
meeting at which it is to be discussed. 
C. 
Special Resolutions 
1. 
Special Resolutions must be used to amend the Standing Orders of the Union. 
2. 
Fourteen days notice is required for special resolutions. 
3. 
Special Resolutions to amend the standing orders must be passed by a two thirds 
majority at each of two consecutive meetings of Council, two consecutive General 
Meetings or by a two thirds majority in a referendum. 
D. 
Amendments 
1. 
Amendments to ordinary motions, lapsing policy and special resolutions must be signed 
by a proposer and at least ten seconders all of who must be members of the Union. The 
proposer and seconders must include their departments and years 
2. 
Amendments to ordinary motions and lapsing policy must be given to the F&A Officer at 
least three hours before the meeting at which the motion is to be discussed. 
3. 
Amendments to special resolutions must be given to the F&A Officer at least four days 
before the meeting at which the motion is to be discussed. 
4. 
Amendments to emergency motions can be made at the meeting in question. 
5. 
Drafting amendments, which do not alter the substance of a motion or lapsing policy, can 
be made at the meeting provided that they are accepted by a simple majority. 
6. 
An amendment must be relevant to the main motion or lapsing policy. 
E. 
Display of Motions 
1. 
Copies of motions shall be displayed on the official notice board before the meeting at 
which they are to be discussed at the following times: 
a. 
special resolutions 
at least 13 days 
b. 
ordinary motions & lapsing policy 
at least 3 days 
c. 
amendments to special resolutions 
at least 3 days 
d. amendments to ordinary motions or lapsing policy at least 1 hour 
e. 
emergency motions 
at least 1 hour 
F. 
General 
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1. 
If a motion has not finished being debated by the end of the end of a meeting, the 
proposer can indicate in writing to the F & A Officer within five days of the close of the 
meeting that they wish the motion be put to the next meeting. 
2. 
Motions and amendments may be withdrawn by the proposer of the motion or the 
amendment at the meeting. 
VIII. Debating Procedure 
A. 
Only one motion or amendment shall be debated at any one time. 
B. 
The Chair may set a time limit for the discussion of a motion subject to the consent of the 
meeting. If the time limit is reached the Chair shall ensure the debate is balanced and call the 
proposer of the substantive to summate. The meeting shall then move straight to the vote. 
C. 
The debating procedure shall be as follows: 
1. 
when a motion has been presented to the meeting the Chair shall first call the proposer to 
propose the motion. Should the proposer not be available, any member of Union Council 
may propose the motion; 
2. 
the Chair shall then call for any amendments. No opposition to the motion may be put 
until amendments have been voted on; 
3. 
if the proposer of a motion accepts any amendment in its entirety, then the motion as 
amended shall become the main motion with the same proposer and seconders; 
4. 
if the proposer of the motion does not accept the amendment, then the amendment shall 
be debated and voted upon. If the amendment is carried, the motion as amended shall 
become the main motion with the proposer and seconders of the amendment becoming 
the proposer and seconders of the main motion; 
5. 
further amendments may be moved in turn. The proposer of the last successful 
amendment then becomes the proposer of the substantive; 
6. 
each motion and amendment shall have an equal number of speakers for and against as 
long as there are people willing to speak; 
7. 
the Chair shall then call for a speaker in opposition to the motion as amended; 
8. 
if there is opposition, there may be further rounds of speeches as the meeting feels 
necessary; 
9. 
the chair shall then invite discussion of the motion from the floor. Any member may ask 
for clarification from the proposer, the opposition speaker or the chair; 
10. the proposer of the substantive shall be given the opportunity to sum up immediately 
before the vote is taken; 
11. at least one speaker may be called for abstentions at the discretion of the Chair; 
12. the substantive shall then be put to the vote and the result announced to the meeting. 
D. 
If the final motion is carried it shall become a resolution of the meeting. 
E. 
New facts or arguments, not already raised in the debate, may not be raised in the summing 
up speech. 
F. 
No motion, except a procedural motion, may be raised more than once at the same meeting. 
G. 
When a member is called to speak for or against a motion they may do so formally without 
any further comment. 
IX. Voting 
A. 
All voting shall be by a show of hands or by a show of voting cards unless a secret ballot is 
called for. 
B. 
A re-count may be taken immediately after the vote at the Chair's discretion or in a response 
to a call for a re-count. 
C. 
When the meeting moves to a vote, no-one may leave or enter the room. 
D. 
Voting begins when the Chair asks for all those in favour of a motion to raise their hands. 
E. 
A simple majority vote shall be sufficient for all motions except special resolutions or where 
otherwise specified in these Standing Orders. 
F. 
A simple majority shall mean a majority of those members present and voting. 
G. 
In matters of discipline against a named individual a secret ballot shall be used. 
X. Points of Order 
A. 
Members of the floor may raise points of order by shouting "Point of Order". 
B. 
Points of order shall have precedence over all other business. A request for a quorum count 
shall have precedence over any other point of order. 
C. 
Points of order may not be raised during voting unless they relate to the act of voting - asking 
for a quorum count or taking parts does not relate to the procedure of the vote, asking for a 
secret ballot does. 
D. 
Points of order must relate specifically to the meeting and/or current debate. 
E. 
Points of order may be raised under any of the following: 
11



1. 
a procedural motion (see below); 
2. 
a request for a quorum count; 
a. 
The meeting shall be quorate unless declared inquorate. If after a count the meeting 
is found to be inquorate, it will close. 
b. 
Decisions taken at the meeting prior to the meeting being declared inquorate remain 
valid. 
c. 
If declared inquorate, the meeting may be reconvened at a time specified by the 
Chair as long as 24 hours notice is given on the Official Notice board. 
3. 
a request for a chair's ruling; 
4. 
a request for a recount immediately after a vote - must be supported by at least 15 
members of the floor; 
5. 
a request to suspend standing orders - there shall be a speech for and a speech against. 
The meeting shall then move to the vote; 
6. 
a request to propose a drafting amendment; 
7. 
a request for a secret ballot, which must be supported by at least 15 members of the floor. 
XI. Procedural Motions 
A. Procedural motions relate to the procedure of the meeting and may be raised at anytime 
unless otherwise stated. A simple majority is sufficient for all unless otherwise stated: 
1. 
Challenge the Chair - any challenge must be made immediately after the ruling to be 
challenged. If the challenge is supported by at least 15 members of the floor, the Chair 
must vacate the chair. The challenger may then speak and the Chair may reply. The 
meeting shall then move straight to the vote.; 
2. 
No Confidence in the Chair - if a call of no confidence is supported by at least 15 
members of the floor, the Chair must vacate the chair. There shall be at least two 
speakers for and against. The meeting shall then move straight to the vote. If passed, the 
temporary Chair shall continue for the duration of the meeting, otherwise the original 
Chair shall re-occupy the Chair; 
3. 
Temporary Adjournment - a motion for a temporary adjournment of no longer than 10 
minutes may be moved. There shall be one speech for and one against. The meeting 
shall then move straight to the vote.; 
4. 
Move straight to the vote - a simple majority is required to move straight to the vote. This 
may only be moved if there has been equal numbers of speeches for and against the 
motion or amendment; 
5. 
Refer the Matter back - a matter may be referred back to the relevant committee or 
Council. There will be one speech for and one speech against then the meeting will move 
straight to the vote. A simple majority shall be sufficient except as otherwise provided for 
in these standing orders; 
6. 
Parts - parts may be taken of any motion or amendment. The proposer of this procedural 
motion must specify which parts are to be taken. There will then be a speech in favour 
and a speech against. The meeting will then move straight to the vote to decide whether 
those parts are passed. If the parts which are passed are part of an amendment, they 
shall become part of the substantive; if they are part of the substantive, they shall simply 
be retained as part of the substantive.; 
7. 
The Motion Be Not Put - there will be one speech for and one against then the meeting 
shall move to a vote. If passed, the motion in question may not be discussed for the 
remainder of the meeting; 
8. 
Private Session - Union Council may resolve itself into private session to consider any 
business of Establishment Committee. There shall be one speech for and a speech 
against. If passed, Union Council shall temporarily exclude all except members of Union 
Council and the General Manager. 
XII. Points of Information 
A. 
Points of information may be raised to request clarification by shouting "Point of Information". 
B. 
Points of information must be put as a question to the Chair or speaker. 
C. 
No points of information may be raised during the summing up. 
D. 
A point of information may contain no argument. 
E. 
If a Point of Information is be raised during a speech, the speaker may choose to take the 
Point of Information or not. 
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Section 4 – The Executive 

I. Membership 
A. 
The Executive shall be composed of 
1. 
E & W Officer; 
2. 
M & C Officer; 
3. 
CS & SD Officer; 
4. 
MS & S Officer 
5. 
F & A Officer 
6. 
S & E Officer; 
7. 
Academic Affairs Officer; 
8. 
Activities Officer; 
9. 
Campaigns and Equal Opportunities Officer; 
10. Environment and Ethics Officer; 
11. General Secretary; 
12. Pre-Clinical President; 
13. Clinical President; 
14. Postgraduate Association President; 
15. Promotions and Entertainments Officer; 
16. SSEES Site President; 
17. Acting Sabbatical Officers. 
II. General Rules 
A. 
The Executive shall have the authority to act on behalf of Council between Council Meetings. 
B. 
The Executive shall meet weekly during term time. 
C. 
The quorum for all meetings of the Executive shall be three sabbatical officers and five non-
sabbatical officers. 
D. 
The time, date, and place of all Executive meetings and the agenda for the meeting must be 
circulated to all members of the Executive at least two working days in advance by the F&A 
Officer. 
E. 
Any standing orders not provided for in this section, and needed for the efficient running of the 
Executive shall, where appropriate, be provided by the standing orders for meetings of Union 
Council. 
F. 
An emergency meeting of the Executive may be called by any five members of the Executive. 
An emergency Executive meeting shall only discuss the business for which it has been called, 
unless a majority of the members of the Executive present decide otherwise. 
G. 
The chair of the Executive shall be the General Secretary. In the absence of the General 
Secretary, a member of the Executive shall open the meeting, and the meeting shall elect a 
chair. 
H. 
The Executive shall be responsible for overseeing the day to day activity of the Union, 
ensuring that motions of the Council, General Meeting, or referenda are implemented, and 
undertaking any project work as may be seen necessary. 
I. 
The Executive may set up working parties that will examine a particular issue within a 
predetermined time period in accordance for the standing orders for working parties set up by 
Council and submit a report thereon to the Executive. The working party shall then be 
disbanded. 
J. 
The Executive shall receive reports of the administrative meetings of the Sabbatical Officers 
with the General Manager. 
K. 
The General Manager shall be the assessor to the Union Executive. 
III. Role of the Executive 
A. 
The Executive shall have various roles as follows: The Executive: 
1. 
shall be responsible for overseeing the day to day activity of the Union. In this respect it 
shall be aware of all Committee decisions. 
2. 
shall be responsible for ensuring that policy formed at Council, General Meetings and in 
referenda is implemented. 
3. 
shall hold its members accountable for their actions and decisions between meetings of 
Council. 
4. 
shall be responsible for the strategic decision of the Union, through communication with 
the Strategic Planning Committee. 
5. 
shall receive regular reports on the running of the Constituted Student Specific Societies. 
13



6. shall receive written reports from its members during periods when the Union Council is 
not in session. 

7. 
shall receive and discuss reports of the meetings of the Sabbatical Officers with the 
General Manager. 
8. 
shall make itself aware of decisions made at College Council. It shall also receive 
agenda of College Council and shall advise the Union delegates. 
9. 
shall receive the minutes of the Provost’s meetings with the Sabbatical Officers, and will 
assist in the writing of the Provost meeting agenda, and advise the Sabbaticals on all 
items. 
IV. Meetings of the Sabbatical Officers with the General Manager 
A. 
There shall be regular meetings of the Sabbatical Officers with the General Manager. 
B. 
These meetings shall: 
1. 
be reported to the Executive and Council in clearly worded minutes. 
2. 
be used to discuss all aspects of the Union. 
3. 
where necessary, act as trustees meetings. 
4. 
not make any decisions that could be considered to be policy decisions. The Executive 
committee shall decide what is a policy decision. 
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Section 5 – Standing Committees of Union Council 

I. General Rules 
A. 
Only members of each committee may vote in any committee meeting with the exception of 
the chair who may only vote if a casting vote is required. 
B. 
The Secretary of each standing committee shall ensure that each meeting is properly minuted 
and submitted for central filing. 
C. 
The Chair shall report the decisions of each meeting and any other relevant business of each 
meeting to Union Council except in the case of Finance Committee and Strategic Planning 
Committee where the Chair shall report the business to Council. 
D. 
Any Society wishing to be attached to a Standing Committee and thus receiving assistance 
from that Committee must be an Associated Society of the Union. No Associated Society may 
receive financial assistance from more than one standing committee. 
E. 
Union Council may overrule any decision made by a Standing Committee or instruct any 
Standing Committee (except for Finance, Elections, Governance and Establishment 
committees - see relevant sections below) by a two-thirds majority vote. 
F. 
Meetings of all standing committees except the Establishment Committee shall be open to all 
members of the Union. 
G. 
Any ordinary member of any standing committee who is absent from three consecutive 
meetings shall be deemed to have resigned subject to ratification by the committee. A 
member may appeal this removal to the Governance Committee. 
H. 
A minimum of twenty-four hours notice must be given of all meetings. 
I. 
A committee must have 1/4 of the whole number of elected non sabbatical members present 
or 4 elected non sabbatical members, whichever is the greater, to be quorate. This shall not 
be the case for the Establishment Committee where quorum shall be 1/4 of the whole number 
of elected members or 4, whichever is the greater. 
J. 
No student member of Union Council, except sabbatical officers, and those elected from 
council shall be members of Finance Committee. 
K. 
No student member of Union Council, except the F&A Officer and the General Secretary shall 
be members of Governance Committee. 
L. 
All standing committees shall abide by the Standing Orders. 
M. 
Standing Committees shall adhere to all rulings and regulations laid down by Establishment 
Committee with regard to the employment of staff, full time or part time. 
N. 
Standing Committees must make any requests regarding the staff employed within its area of 
responsibility or wishes to employ to the Establishment Committee and no changes may be 
effected until the request has been approved by Establishment Committee. 
O. 
Committees meetings may be conducted on an informal basis as long as decisions taken are 
clear to the entire membership of the committee. A committee may adopt the rules of debate 
as outlined for Council if they wish. 
P. 
All elected members of Standing Committees shall be elected in accordance with the standing 
orders for elections 
Q. 
All standing committees shall be responsible for submitting to the F&A Officer proposals for 
the yearly allocation of funds, from a sum granted by the Union, to all budgets falling into their 
area. These proposals shall then be considered by the F&A Officer in preparing the first 
estimates. 
II. Working Parties 
A. 
Any Standing Committee may set up a working party that will examine a particular issue 
within a predetermined period of time and then submit a report thereon to the Standing 
Committee. The working party shall then be disbanded. 
B. 
The Secretary of the Standing Committee shall normally act as the chair of the working party. 
C. 
Reports of the working party must be presented to the Standing Committee by whom it was 
appointed and through them to Council. 
D. 
The Chair of any Standing Committee shall be a member of all its working parties. 
E. 
The quorum of a working party shall be at least 1/4 of the whole number or 3 members, 
whichever is greater. 
III. The Chair, Secretary and Assessor 
A. 
The Chair of each committee shall: 
1. 
Produce the agenda for meetings of the committee; 
2. 
keep the meeting in order; 
3. 
see that remarks are relevant to the business in hand; 
4. 
ensure the general smooth running of the meeting; 
15



5. 
submit, in the case of Finance Committee and Strategic Planning Committee, written 
reports of the relevant business of the committee and any decisions taken to Union 
Council 
B. 
The Secretary to each committee shall: 
1. 
Assist in the drafting of the agenda for meetings of the committee; 
2. 
ensure that the meetings are properly minuted and submitted for central filing; 
3. 
submit written reports of the relevant business of the committee and any decisions taken 
to Union Council or the relevant committee, except in the case of the Finance Committee 
or Strategic Planning Committee; 
4. 
take responsibility, with the Chair, for the continuity and co-ordination of the area 
pertaining to the committee’s remit in between meetings. 
C. 
The Assessor to each committee shall: 
1. 
be in attendance at the meetings of each committee; 
2. 
advise the committee on technical matters. 
IV. Constitution and Terms of Reference 
A. Activities Board 
Membership 

Chair 
CS&SD Officer 

Secretary 
Activities Officer
F&A Officer
M&C Officer
S&E Officer
MS&S Officer
Arts Officer
Promotions and Entertainments Officer
Societies Officer
Sports Officer
RUMS Sports & Societies Officer
3 representatives elected by Sports Board
3 representatives elected by Societies Board
2 representatives elected by Arts Board


In attendance Union staff as required by the agenda
Assessor General Manager


Subject to any general or particular direction that may be given from time to time by Council, 
Activities Board is charged to: 

1. 
Governance 
a. 
Coordinate the work of Arts Board, Societies Board and Sports Board and to ensure 
that these boards fulfil their constitutional mandates and in this context to receive 
minutes of the meetings of these Boards. 
b. 
Ensure that Clubs/Societies operate within the Union Constitution and Standing 
Orders, Club and Society Regulations and Procedures and Good Practice Guidelines 
and in this context to receive minutes from Club/Society General Meetings and the 
results of Club and Society elections. 
c. 
Review Club/Society constitutions to ensure that the objects are consistent with those 
of the Union and do not duplicate the objects of pre-existing clubs or societies. 
d. 
Where appropriate ratify the minutes of Club/Society General Meetings and of Club 
Society elections that have not achieved quorum. 
e. 
Consider and report to Council changes to the Club Society Regulations. 
2. 
Affiliations 
a. 
Coordinate recommendations from Arts Board, Societies Board and Sports Board on 
the affiliation of new Clubs and Societies. 
3. 
Discipline & Appeals 
a. 
Consider and where appropriate effect disciplinary action against Clubs/Societies: 
i. 
In breach of the Union Constitution or Standing Orders, and/or the Club and 
Society Regulations and/or Procedures; 
ii. 
Failing to meet the requirements for ‘active’ Clubs/Societies as detailed in the 
Club and Society Regulations and Good Practice Guidelines. 
16 


b. 
Consider Clubs/Societies appeals against disciplinary action by Arts Board, Societies 
Board and Sports Board. 
4. 
Development 
a. 
Coordinate the provision of training and development programmes to Union 
Clubs/Societies and elected officers of those Clubs/Societies. 
b. 
Consider and report to Council on Club/Society safety and changes to the Good 
Practice Guidelines. 
5. 
Authority 
a. 
Activities Board will undertake its business in accordance with a timetable of key 
tasks approved by Union Council. 
b. 
Activities Board will report to Council by submission of the minutes of each meeting of 
the Board. 
B. Arts Board 
Membership 

Chair CS&SD Officer 
Secretary Arts Officer 

Activities Officer 

Garage Theatre Manager 

One representative from each Arts and Media Society 
In attendance Union staff as required by the agenda 
UCL Bloomsbury staff as required by the agenda 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Council, Arts 
Board is charged to: 

1. 
Governance 
a. 
Coordinate the activity of the Union’s Arts and Media Societies, including the annual 
Arts Festival. 
b. 
Arbitrate in any dispute between Arts/Media Societies or within individual Arts/ Media 
Societies. 
c. 
Consider reports and recommendations of Theatre Users Sub-Committee and make 
recommendations thereon to Activities Board. 
d. 
Consider appeals against decisions made by meetings of Theatre Users Sub-
Committee. 
e. 
Elect an Arts Officer in accordance with the Standing Orders for Elections. 
f. 
Elect two representatives to Activities Board and one to Social Colours Committee. 
2. 
General 
a. 
Make recommendations to Activities Board on the affiliation of new Arts/Media 
Societies. 
b. 
Provide a forum for the Arts and Media Societies to share information and to raise 
matters of concern. 
c. 
Direct the allocation of Arts and Media facilities available to Clubs and Societies. 
d. 
Make recommendations to Activities Board on matters pertaining to the Arts/Media 
Societies. 
e. 
Ensure the maintenance and ongoing development of the premises, equipment, 
furniture and fittings assigned to the Union’s designated Arts societies. 
f. 
Assist the Arts Officer in compiling and publicising a regular schedule of events and 
activities organised by the Societies. 
g. 
Receive reports from the Clubs, Societies and Student Development Officer and Arts 
Officer on matters pertaining to the Arts and Media Societies. 
3. 
Authority 
a. 
Arts Board will undertake its business in accordance with a timetable of key tasks 
approved by Union Council. 
b. 
Arts Board will report to Activities Board by submission of the minutes of each 
meeting of the Board. 
17



B.a. Theatre Users Sub-Committee 
Membership 

Chair Arts Officer 
Secretary CS&SD Officer 

Garage Theatre Manager 

Societies Officer 

A representative of each Society allocated time in either the 

Bloomsbury or Garage Theatres 
In attendance Union staff as required by the agenda 
UCL Bloomsbury staff as required by the agenda 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Arts Board, 
Theatre Users Sub-Committee is charged to: 

1. 
Governance 
a. 
Elect the Garage Theatre Manager in accordance with a procedure agreed by Arts 
Board. 
b. 
Elect two representatives to the Joint Committee for the UCL Bloomsbury. 
2. 
General 
a. 
Coordinate all matters relating to the allocation of the ‘Union Weeks’ in the UCL 
Bloomsbury and to maintain accurate schedules thereof. 
b. 
Coordinate all matters relating to the allocation of time in the Garage Theatre and to 
maintain accurate schedules thereof. 
c. 
Make recommendations to Arts Board regarding the use of the Theatre spaces 
available to Union Clubs and Societies. 
d. 
Ensure the maintenance and ongoing development of the premises, equipment, 
furniture and fittings assigned to Garage Theatre. 
3. 
Authority 
a. 
Theatre Users Sub-Committee will undertake its business in accordance with a 
timetable of key tasks approved by Union Council. 
i. 
Theatre Users Sub-Committee will report to Arts Board by submission of the 
minutes of each meeting of the Theatre Users Sub-Committee. 
C. 
Elections Committee 
Membership 

Chair F&A Officer 
Secretary General Secretary 

MS&S Officer 

5 elected members 

2 students elected by and from Union Council 
In attendance Other Sabbatical Officers as the agenda requires 
Senior Treasurer with responsibility for legal matters 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Council, 
Elections Committee is charged to: 

1. 
Coordinate elections to Union Office detailed in the Constitution and Standing Orders 
ensuring implementation of the Standing Orders relevant to Elections. 
2. 
Recommend to Governance Committee changes to the Constitution and Standing Orders 
of the Union in relating to Elections. 
3. 
Ensure that no member of Elections Committee stands for any post which requires a 
General Union Election. 
4. 
Authority 
a. 
Elections Committee will undertake its business in accordance with a timetable of key 
tasks approved by Union Council. 
18



b. 
Council may rescind resolutions of the Elections Committee relating to constituency 
allocations and elections disciplinary matters. Other resolutions of the Elections 
Committee may only be rescinded by another resolution of the Committee although 
Union Council may choose to refer back a decision for further consideration by the 
Committee. 
c. 
Elections Committee will report to Council by submission of the minutes of each 
meeting of the Committee. 
D. Establishment Committee 
Membership 

Chair F&A Officer 
Secretary General Manager 
Members All other Sabbatical Officers 

Four Senior Treasurers 
UCL HR Director or his/her Nominee 
Dean of Students or his/her Nominee 

The Establishment Committee shall have overall responsibility for the employment of Union staff 
and the terms on which staff are employed in line with the authority delegated to the Union by 
UCL. In this context the Committee shall: 

1. 
Conditions of Service 
a. 
Ensure the appointment of Union staff, (other than student staff), on UCL terms and 
conditions of employment. 
b. 
Ensure the appointment of Union staff on terms and conditions comparable to those 
elsewhere in the College. 
c. 
Ensure that staff have opportunity for review of their remuneration in line with the 
opportunities available to comparable staff elsewhere in the College. 
d. 
Determine the rate of student staff remuneration ensuring that this meets the 
requirements of the National Minimum Wage, (Adult rate). 
2. 
New Appointments, Redundancy & Dismissal 
a. 
Consider proposals for new staff appointments. Where such proposals result in an 
increase in staff costs the additional expenditure must be approved by the Finance 
Committee. 
b. 
Consider proposals for staff redundancy. 
c. 
Receive reports from the Chair & General Manager on staff dismissal. 
3. 
Authority 
a. 
Establishment Committee will undertake its business in accordance with a timetable 
of key tasks approved by Union Council. 
b. 
Establishment Committee will report its decisions to Council but shall not disclose 
matters relating to the responsibilities, conditions of employment, performance or 
conduct of individual members of staff. 
c. 
Decisions made by Establishment may not be discussed at a GM or Referendum. 
d. 
A resolution of Establishment Committee may only be rescinded by another 
resolution of the Committee although Union Council may choose to refer back a 
decision for the committee’s further consideration.. 
E. Finance Committee 
Membership 

Chair F&A Officer 
Secretary Finance Manager 
Members All other Sabbatical Officers 

6 elected students who must not be members of Union 
Council 
2 Lay-members appointed by Union Council 

In attendance Senior Treasurer with responsibility for Financial Matters 
Assessor General Manager 

19



Subject to any general or particular direction that may be given from time to time by Union 
Council, Finance Committee is charged to: 

1. 
Annual Budget, Income and Expenditure 
a. 
Consider and recommend to Union Council the Annual Income & Expenditure budget 
for the coming year, on advice from appropriate committees and senior managers. 
Consideration of the budget to include: 
i. 
Estimates and any subsequent revisions of the funding required from UCL in 
respect of the Union’s grant funded activity; 
ii. 
Estimates and any subsequent revisions detailing the income and expenditure of 
the Union’s designated trading services; 
iii. 
The level of funding required for the Union’s Long Term Maintenance reserve; 
iv. 
The level of funding required for the Union’s Trading Services Reserve. 
b. 
Consider and report thereon to Union Council, statements on actual Income and 
Expenditure throughout the year and projected outturn compared with Annual Budget. 
2. 
Annual Accounts 
a. 
Recommend to Union Council the adoption of statements on the annual Financial 
Statements for the preceding financial year. 
b. 
Engage the Union's auditors and to act upon their recommendations. 
3. 
Five Year or Other Long-term Forecasts 
a. 
Receive the Union’s long-term forecasts of Income and Expenditure, funded 
(Recurrent and Capital) and to report thereon to Union Council. 
b. 
Consider reports on proposals that may or will result in additional commitments for 
the Union and report thereon to Union Council. 
4. 
Capital Projects 
a. 
Consider reports from the Finance Manager on the financial implications of capital 
projects and report thereon to Council. 
5. 
Financial Management 
a. 
Consider and take action as appropriate on the following matters: 
i. 
The Union’s long and short term investments; 
ii. 
Policy relating to the Union’s Insurances; 
iii. 
Arrangements for short-term and long term borrowings for capital projects or 
other purposes; 
iv. 
Review and update the Union’s financial regulations and procedures. 
6. 
Supply and Financial Control 
a. 
Consider and take action as appropriate on the following matters: 
i. 
Grant funded expenditure, expenditure by the Union’s designated trading 
services and expenditure by the Union’s constituent clubs and societies; 
ii. 
Policy to the Union’s banking arrangements, including: 
. 
According to powers delegated to Finance Committee by Union Council, the 
appointment of Bankers and of any other officers or agents whom the 
Committee deems it expedient to appoint; 

. 
The Bank mandate and any overdraft facilities. 

7. 
Cash Flow 
a. 
Consider and take action as appropriate on the following matters: 
i. 
Writing of losses or deficiencies in money, stocks, irrecoverable debts, 
overpayments and disposal of obsolete equipment; 
ii. 
Risk management pertaining to financial matters; 
iii. 
Guarantees involving a financial liability. 
8. 
Loans and advances 
a. 
General 
i. 
Receive and respond where appropriate to reports from the following committees 
which report to Finance Committee: Services Committee, Finance Sub-
Committee; 
ii. 
Consider the reports recommendations and requests of General Meetings, Union 
Council and Standing Committees thereof and Associated Societies of the Union 
and make recommendations on the financial implications. No decisions made by 
20



any of the above bodies which have financial implications shall be binding until it 
has been decided by Finance Committee; 

iii. 
Receive and consider reports from the Union’s Auditors, UCL Internal Audit and 
to monitor the Union’s adherence to any regulatory requirements. 
b. 
Elect two members to Services Committee. 
9. 
Authority 
a. Finance Committee will undertake its business in accordance with a timetable of key 
tasks approved by Union Council. 
b. Finance Committee will report to UCL Union Council by submission of the minutes of 
each meeting of Finance Committee. 
c. A resolution of the Finance Committee may only be rescinded by another resolution 
of that Committee or by a motion to a General Meeting. 

E.a Finance Sub-Committee 
Membership 

Chair F&A Officer 
Secretary Finance Manager 
Members CS&SD Officer 

Activities Officer 
Arts Officer 
Societies Officer 
Sports Officer 

In attendance Student Activities & Development Coordinator 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Finance 
Committee, Finance Sub-Committee will undertake the following in accordance with a timetable of 
key tasks approved by Council: 

1. 
General 
a. 
Prepare and recommend to Finance Committee annual budgets for the Union’s 
constituent Clubs & Societies. 
b. 
Consider and approve to Finance Committee one-off budgets for the Union’s 
constituent Clubs & Societies. 
c. 
Consider and approve to Finance Committee applications for additional funding for 
the Union’s constituent Clubs & Societies. 
d. 
Review Club/Society expenditure against budget and make appropriate 
recommendations to Finance Committee. 
e. 
Make recommendations to Finance Committee on changes to the Financial 
Regulations and Procedures relating to Clubs/Societies. 
f. 
Receive reports from the Finance & Administration Officer on items of Chair’s Action 
between meetings. 
g. 
Report to the Finance Committee by submission of the minutes of each meeting of 
the Sub-Committee. meet at least once every three weeks in term time; 
2. 
Authority 
a. 
Finance Sub-Committee will undertake its business in accordance with a timetable of 
key tasks approved by Union Council. 
b. 
Finance Sub-Committee will report to Finance Committee by submission of the 
minutes of each meeting of the Committee. 
F. Governance Committee 
Membership 

Chair General Secretary 
Secretary F&A Officer 
Members 6 student who must not be members of Union Council 

Senior Treasurer with responsibility for legal matters 
Assessor General Manager 

21



Subject to any general or particular direction that may be given from time to time by Council the 
Governance Committee is charged to: 

1. 
Consider and report to Council, as the Committee deems necessary, on the following 
matters: 
a. 
Constitutional structure of the Union, changes to the Constitution constitutional 
instruments, Standing Orders and Regulations. 
b. 
Machinery of government, with particular reference to committee structure, 
constitutions, terms of reference, and delegation of powers. 
c. 
Annual review of membership of committees. 
d. 
Any related matters that may be referred to the Committee. 
2. 
Review Club/Society constitutions to ensure compliance with the Union Constitution and 
Standing Orders and to ensure that any changes to the same are effected in accordance 
with the Constitution and Standing Orders. 
3. 
Coordinate matters relating to the holding of General Meetings. 
4. 
Verify the factual accuracy, legality and consistency with regards the Constitution of all 
motions submitted for discussion at General Meetings, Union Council, and referenda. 
5. 
Review current Union policy to ensure that the Union is fulfilling its mandate. 
6. 
Review lapsing policy and report thereon to Union Council. 
7. 
Interpret the Union Constitution and/or Standing Orders on any matter that may be 
referred to the Committee. 
8. 
Consider issues of Union Governance arising from legislative or institutional 
requirements.
9. 
Authority 
a. 
For the purposes of the Constitution, Governance Committee shall also be known as 
Standing Orders Committee 
b. 
Governance Committee will undertake its business in accordance with a timetable of 
key tasks approved by Union Council. 
c. 
Governance Committee will report to Council by submission of the minutes of each 
meeting of the Committee. 
G. Media Management Committee 
Membership 

Chair M&C Officer 
Secretary Promotions and Entertainments Officer 
Members CSSD Officer 

One representative from each of the designated ‘Media 

Societies’. 

Film Studio Manager 

Medics’ Publicity Officer (Bloomsbury) 

Medics’ Publicity Officer (Hampstead) 

SSEES Publicity Officer 

Postgraduate Association Vice-President (Media) 
In attendance Promotions and Marketing Manager 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Council, 
Media Management Committee is charged to: 

1. 
Governance 
a. 
Coordinate the activities of the Union’s Media Societies. 
b. 
Utilise the media societies to promote the activities of the Union. 
c. 
Ensure the maintenance and ongoing development of the premises, equipment, 
furniture and fittings assigned to the Union’s designated media societies. 
22



d. 
Elect a Film Studio Manager in accordance with a procedure agreed by Media 
Management Committee. 
2. 
Authority 
a. 
Media Management Committee will undertake its business in accordance with a 
timetable of key tasks approved by Union Council. 
b. 
Media Management Committee will report to Activities Board by submission of the 
minutes of each meeting of the Committee. 
H. Postgraduate Association Executive Committee 
Membership 

Chair PGA President 
Secretary MS&S Officer 
Members PGA Vice-President (Education) 

PGA Vice-President (Events)
PGA Vice-President (Media)
PGA Vice-President (Welfare)
4 Postgraduate students elected by and from Council
SSEES Postgraduate Officer
Mature Students Officer


Assessor 
General Manager 

Subject to any general or particular direction that may be given from time to time by Council, the 
Postgraduate Association Executive Committee is charged to: 

1. 
General 
a. 
Coordinate academic, social, sporting, representation and welfare activities on behalf 
of postgraduate students. 
b. 
Provide a forum for issues relating to postgraduate students. 
c. 
Coordinate concerns relating to postgraduate students and ensure that these are 
raised at the relevant Union/College committees. 
d. 
Ensure that postgraduate students are aware of issues relevant to them. 
2. 
Authority 
a. 
The Postgraduate Association Executive Committee will undertake its business in 
accordance with a timetable of key tasks approved by Union Council. 
b. 
The Postgraduate Association Executive Committee will report to the Executive 
Committee by submission of the minutes of each meeting of the Committee. 
I. RUMS Executive Committee 
Membership 

Chair 
MS&S Officer 

Secretary 
RUMS Secretary 
Clinical President 
Pre-Clinical President 
Pre-Clinical Vice President 
Clinical Vice President (Archway) 
Clinical Vice President (Bloomsbury) 
Clinical Vice President (Hampstead) 
RUMS Sports & Societies Officer 

Assessor 
General Manager 

Subject to any general or particular direction that may be given from time to time by Council, the 
RUMS Executive Committee is charged to: 

1. 
General 
a. 
Coordinate academic, social, sporting, representation and welfare activities on behalf 
of medical students. 
b. 
Provide a forum for issues relating to medical students. 
23



c. 
Coordinate concerns relating to medical students and ensure that these are raised at 
the relevant Union/College committees. 
d. 
Ensure that medical students are aware of issues relevant to them. 
e. 
Promote good relations and integration between the sites on which medical students 
study. 
f. 
Consider minutes of the meetings of the Pre-Clinical and Clinical Sub-Committees. 
2. 
Authority 
a. 
The RUMS Executive Committee will undertake its business in accordance with a 
timetable of key tasks approved by Union Council. 
b. 
The RUMS Executive Committee will report to the Executive Committee by 
submission of the minutes of each meeting of the Committee. 
I.a Clinical Sub-Committee 
Membership 

Chair 
Clinical President 

Secretary 
A Clinical Vice-President 
All other Clinical Vice-Presidents 
Clinical Year Representatives 

Subject to any general or particular direction that may be given from time to time by the RUMS 
Executive Committee, the Clinical Sub-Committee is charged to: 

1. 
General 
a. 
Represent phase 2 & 3 medical students in matters relating to the Clinical curriculum. 
b. 
Represent phase 2 & 3 medical students in matters relating to student welfare. 
c. 
Represent phase 2 & 3 medical students in matters relating to the RUMS Union 
Society. 
2. 
Authority 
a. 
The Sub-Committee will undertake its business in accordance with a timetable of key 
tasks approved by Union Council. 
b. 
The Sub-Committee will report to RUMS Executive Committee by submission of the 
minutes of each meeting of the Committee. 
I.b Pre-Clinical Committee 
Membership 

Chair Pre-Clinical President 
Secretary Pre-Clinical Vice-President 
Pre-Clinical Year Representatives 

Subject to any general or particular direction that may be given from time to time by the 
RUMS Executive, the Pre-Clinical Sub-Committee is charged to: 

1. 
General 
a. 
Represent phase 1 medical students in matters relating to the Pre-Clinical curriculum. 
b. 
Represent phase 1 medical students in matters relating to student welfare. 
c. 
Represent phase 1 medical students in matters relating to the RUMS Union Society 
2. 
Authority 
a. 
Pre-Clinical Sub-Committee will undertake its business in accordance with a 
timetable of key tasks approved by Union Council 
b. 
Pre-Clinical Sub-Committee will report to RUMS Executive Committee by submission 
of the minutes of each meeting of the Committee 
J. Services Committee 
Membership 

Chair 
S&E Officer 

24



Secretary Finance Manager 
Members All other Sabbatical Officers 

Environment & Ethics Officer 

Promotions and Entertainments Officer 

4 elected student members of the Union 

2 students elected by and from Union Council 

2 students elected by and from Finance Committee 
In attendance Senior Treasurer with responsibility for Financial matters 
Promotions and Marketing Manager 
Services Manager (Bars and Shops) 
Services Manager (Catering & Coffee Bars) 
Internal Controller 
Entertainments Manager 
Other Union staff as determined by the agenda 

Assessor 
General Manager 

Subject to any general or particular direction that may be given from time to time by Union 
Council, Services Committee is charged by Council to: 

1. 
Finance 
a. 
Consider and recommend to Union Finance Committee the Annual Income & 
Expenditure budget for the coming year for the Union’s designated trading services 
on advice from appropriate committees and senior managers. 
b. 
Consider and recommend to Union Finance Committee the tariff for the coming year 
for the Union’s designated trading services. 
c. 
Consider and recommend to the Finance Committee the level of funding required for 
the Union’s Trading Services Reserve. 
d. 
Ensure that each of the Union’s designated trading services delivers the targeted 
financial contribution in accordance with budgets approved by the Finance 
Committee. 
e. 
Consider and report thereon to Union Finance Committee statements on actual 
Income and Expenditure throughout the year and projected outturn compared with 
Annual Budget. 
f. 
Recommend to Union Finance Committee the adoption of Financial Statements for 
the preceding financial year. 
g. 
Develop and recommend to Union Finance Committee long-term forecasts of Income 
and Expenditure in respect of the Union’s designated trading services. 
2. 
Service Delivery 
a. 
Ensure that each of the Union’s designated trading services delivers the targeted 
levels of customer satisfaction. 
b. 
Identify opportunities for the new/alternative services in line with changing customer 
profiles. 
c. 
Ensure effective co-ordination both between the Union’s designated trading services 
and with other Union activities. 
3. 
Statutory Requirements 
a. 
Ensure that the statutory requirements relating to the sale of goods/services and the 
provision of entertainments by the designated trading services are met. 
4. 
Assets 
a. 
Ensure the maintenance and ongoing development of the premises, equipment, 
furniture and fittings of the Union’s designated trading services within the context of 
the revenues generated by these services. 
b. 
Ensure in respect of the Union’s designated trading services that appropriate security 
arrangements are in place to safeguard the assets and premises. 
c. 
Ensure in respect of the Union’s designated trading services that appropriate security 
arrangements are in place to safeguard both patrons of Union services and the staff 
employed in those services. 
5. 
Marketing & Sponsorship 
a. 
Develop and implement a marketing plan for the Union’s designated trading services. 
25



b. 
Develop beneficial sponsorship for the Union and its constituent Clubs & Societies 
and in this context to consider sponsorship applications and make recommendations 
as appropriate to Finance Committee. 
6. 
Authority 
a. 
Services Committee will undertake its business in accordance with a timetable of key 
tasks approved by Union Council. 
b. 
Services Committee will report to UCL Union Finance Committee by submission of 
the minutes of each meeting of the Committee. 
c. 
Services Committee decisions with financial implications must be ratified by Finance 
Committee prior to implementation. 
K. Social Colours Committee 
Membership 

Chair S&E Officer 
Secretary CS&SD Officer 
Members All Executive Officers 

Arts Officer 

Societies Officer 

Sports Officer 

Anti-Racism Officer 

Students with Disabilities Officer 

International Students’ Officer 

Lesbian, Gay, Bisexual and Trans Officer 

Mature Students’ Officer 

Women’s Officer 

One student elected by and from Arts Board 

One student elected by and from Societies Board 

One student elected by and from Sports Board 

One student elected by and from Student Affairs Committee 

One student elected by and from Council 
In attendance Student Activity & Development Coordinator 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Union 
Council, Social Colours Committee is charged to: 

1. 
Governance 
a. 
Coordinate all matters relating to the awarding of Social Colours and other non-sports 
Awards. 
b. 
Consider the guidelines and procedures for the award of Social Colours. 
2. 
Authority 
a. 
Social Colours Committee will undertake its business in accordance with a timetable 
of key tasks approved by Union Council. 
b. 
Social Colours Committee will report to the Executive Committee by submission of 
the minutes of each meeting of the Committee. 
L. Societies Board 
Membership 

Chair CS&SD Officer 
Secretary Societies Officer 

Activities Officer 

RUMS Sports and Societies Officer 

One representative from each General Society 
In attendance Union staff as required by the agenda 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Council, 
Societies Board is charged to: 

26



1. 
Governance 
a. 
Coordinate the activity of the Union’s Societies. 
b. 
Arbitrate in any dispute between Societies or within individual Societies. 
c. 
Elect the Societies Officer in accordance with the Standing Orders for Elections. 
d. 
Elect three representatives to Activities Board and one to Social Colours Committee. 
2. 
General 
a. 
Make recommendations to Activities Board on the affiliation of new Societies. 
b. 
Provide a forum for the Societies to share information and to raise matters of 
concern. 
c. 
Make recommendations to Activities Board on matters pertaining to the Societies. 
d. 
Ensure the maintenance and ongoing development of the premises, equipment, 
furniture and fittings assigned to the Union’s designated societies. 
e. 
Assist the Societies Officer in compiling and publicising a regular schedule of events 
and activities organised by the Societies. 
f. 
Receive reports from the Clubs, Societies and Student Development Officer and 
Societies Officer on matters pertaining to Societies. 
3. 
Authority 
a. 
Societies Board will undertake its business in accordance with a timetable of key 
tasks approved by Union Council. 
b. 
Societies Board will report to Activities Board by submission of the minutes of each 
meeting of the Board. 
M. Sports Board 
Membership 

Chair CS&SD Officer 
Secretary Sports Officer 

Activities Officer 

RUMS Sports and Societies Officer 

One representative from each Sports Club 
In attendance Union staff as required by the agenda 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Council, 
Sports Board is charged to: 

1. 
Governance 
a. 
Coordinate the activity of the Union’s Sports Clubs. 
b. 
Arbitrate in any dispute between Clubs or within individual Clubs. 
c. 
Consider reports and recommendations of Sports Colours Committee and make 
recommendations thereon to Activities Board where appropriate. 
d. 
Consider appeals against decisions made by meetings of Sports Colours Committee. 
e. 
Elect the Sports Officer in accordance with the Standing Orders for Elections. 
f. 
Elect three representatives to Activities Board. 
g. 
Elect eight representatives to Sports Colours Committee, (two from Indoor Sports, 
two from Outdoor Sports, one from Martial Arts, one from a Men’s Club, one from a 
Women’s Club, one from a Mixed Club) 
h. 
Elect six representatives to the Sports Grounds Committee. 
2. 
General 
a. 
Make recommendations to Activities Board on the affiliation of new Sports Clubs. 
b. 
Provide a forum for the Sports Clubs to share information and to raise matters of 
concern. 
c. 
Make recommendations to Activities Board on matters pertaining to the Sports Clubs 
d. 
Direct the allocation of the indoor sports facilities available to Clubs and Societies and 
to make recommendations to Activities Board thereon. 
e. 
Ensure the maintenance and ongoing development of the premises, equipment, 
furniture and fittings assigned to the Union’s designated Sports Clubs. 
f. 
Assist the Sports Officer in compiling and publicising a regular schedule of events 
and activities organised by the Sports Clubs. 
27



g. 
Receive reports from the Clubs, Societies and Student Development Officer and 
Sports Officer on matters pertaining to Sports Clubs. 
3. 
Authority 
a. 
Sports Board will undertake its business in accordance with a timetable of key tasks 
approved by Union Council. 
b. 
Sports Board will report to Activities Board by submission of the minutes of each 
meeting of the Board. 
N. 
Sports Colours Sub-Committee 
Membership 

Chair CS&SD Officer 
Secretary Sports Officer 
Members S&E Officer 

Activities Officer 

8 representatives elected by and from Sports Board 

comprising: 

2 representatives of outdoor sports 

2 representatives of indoor sports 

1 representative of a Martial Arts Club 

1 representative of a Men’s Club 

1 representative of a Women’s Club 

1 representative of a Mixed Club 
In attendance Union staff as required by the agenda 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by the Executive 
Committee, the Sports Colours Committee is charged to: 

1. 
Governance 
a. 
Coordinate all matters relating to the awarding of Sports Colours and other Sports 
Awards. 
b. 
Consider the guidelines and procedures for the award of Sports Colours. 
c. 
Report as required to Sports Board. 
d. 
Make recommendations as appropriate to Social Colours Committee. 
2. 
Authority 
a. 
Sports Colours Committee will undertake its business in accordance with a timetable 
of key tasks approved by Union Council. 
b. 
Sports Colours Committee will report to the Executive Committee by submission of 
the minutes of each meeting of the Committee. 
O. Sports Grounds Committee 
Membership 

Chair F&A Officer 
Secretary Sports & Recreation Manager 

CSSD Officer 

MS&S Officer 

Sports Officer 

RUMS Sports & Societies Officer 

6 representatives elected by and from Sports Board 
In attendance 1 Senior Treasurer 
Chair of the Sports Grounds Development Committee 
1 representative from the Property Maintenance, Estates & 
Facilities, UCL Estates Surveyor, UCL 
One member appointed by College Council 
Shenley Grounds Manager 
Shenley Pavilion Manager 

Assessor 
General Manager 

28



Subject to any general or particular direction that may be given from time to time by Union 
Council, the Sports Grounds Committee is charged to: 

1. 
Finance 
a. 
Consider and recommend to Union Finance Committee the Annual Income & 
Expenditure budget for the coming year for the Grounds & Pavilion on advice from 
appropriate committees and senior managers. 
b. 
Consider and recommend to Union Finance Committee the tariff for the coming year 
for the Grounds & Pavilion. 
c. 
Consider and recommend to the Finance Committee the level of funding required for 
the Grounds & Pavilion Reserve. 
d. 
Ensure that the Grounds and Pavilion deliver the targeted financial contribution in 
accordance with budgets approved by the Finance Committee. 
e. 
Consider and report thereon to Union Finance Committee statements on actual 
Income and Expenditure throughout the year and projected outturn compared with 
Annual Budget. 
f. 
Recommend to Union Finance Committee the adoption of Financial Statements for 
the preceding financial year. 
g. 
Develop and recommend to Union Finance Committee long-term forecasts of Income 
and Expenditure in respect of the Grounds and Pavilion. 
2. 
Service Delivery 
a. 
Ensure that the Grounds and Pavilion deliver the targeted levels of customer 
satisfaction. 
b. 
Identify opportunities for the new/alternative services in line with changing customer 
profiles. 
c. 
Ensure effective co-ordination between Grounds and Pavilion activities. 
d. 
Ensure effective day today management of contracts to provide Grounds and/or 
Pavilion services. 
3. 
Statutory Requirements 
a. 
Ensure the statutory requirements relating to provision of the Grounds and Pavilion 
services are met. 
4. 
Assets 
a. 
Ensuring that appropriate security arrangements are in place to safeguard Grounds & 
Pavilion assets and premises. 
b. 
Ensure the maintenance and ongoing development of the playing and other surfaces, 
fences, premises, equipment, furniture and fittings of the Grounds and Pavilion in line 
with the division of responsibility between the Union and UCL Estates & Facilities. 
5. 
Authority 
a. 
Sports Grounds Committee will undertake its business in accordance with a timetable 
of key tasks approved by Union Council. 
b. 
Sports Grounds Committee will liaise with the UCL Sports Grounds Development 
Committee and refer matters for the consideration of the Committee as appropriate. 
c. 
Sports Grounds Committee will report to UCL Union Finance Committee by 
submission of the minutes of each meeting of the Committee. 
P. SSEES Site Committee 
Membership 

Chair SSEES Site President 
Secretary SSEES Secretary 

SSEES Vice - President 

SSEES Treasurer 

SSEES Welfare Officer 

SSEES Publicity Officer 

SSEES Mature & Postgraduate Students’ Officer 

SSEES Entertainments Officer 

SSEES Sports & Societies Officer 

MS&S Officer 
Assessor General Manager 

29



Subject to any general or particular direction that may be given from time to time by Council, the 
SSEES Site Committee is charged to: 

1. 
General 
a. 
Coordinate academic, social, sporting, representation and welfare activities on behalf 
of SSEES students. 
b. 
Provide a forum for issues relating to SSEES students. 
c. 
Coordinate concerns relating to SSEES students and ensure that these are raised at 
the relevant Union/College committees. 
d. 
Ensure that SSEES students are aware of issues relevant to them. 
e. 
Promote good relations and integration between the UCL & SSEES. 
2. 
Authority 
a. 
The SSEES Site Committee will undertake its business in accordance with a 
timetable of key tasks approved by Union Council. 
b. 
The SSEES Site Committee will report to the Executive Committee by submission of 
the minutes of each meeting of the Committee. 
Q. Strategic Planning Committee 
Membership 

Chair F&A Officer 
Secretary S&E Officer 
Members All other Sabbatical Officers 

All other Executive Officers 
3 students elected by and from Council 
In attendance Senior Treasurer with responsibility for legal matters 
1 Lay Member of Finance Committee 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Council, 
Strategic Planning Committee is charged to: 

1. 
Develop the Union’s Strategic Plan. 
2. 
Consider issues raised in any Union or College Committee that might impact the Union’s 
Strategic Plan. 
3. 
Communicate the Strategic Plan to the Standing Committees of the Union in order to 
direct the work of these committees. 
4. 
Monitor the implementation of the Strategic plan, in this context receiving reports as 
appropriate from Standing Committees of the Union and reporting matters of concern to 
Union Council. 
5. 
Authority 
a. 
Strategic Planning Committee will undertake its business in accordance with a 
timetable of key tasks approved by Union Council. 
b. 
Strategic Planning Committee will report to Council by submission of the minutes of 
each meeting of the Strategic Planning Committee. 
R. Student Affairs Committee 
Membership 

Chair E&W Officer 
Secretary Academic Affairs Officer 

30



All other Sabbatical Officers 

Activities Officer 

C&EO Officer 

E&E Officer 

Anti-Racism Officer 

SWD Officer 

LGBT Officer 

P&E Officer 

Clinical Vice-President (Archway) 

Clinical Vice-President (Bloomsbury) 

Clinical Vice-President (Hampstead) 

Clinical President 

Pre-Clinical President 

Pre-Clinical Vice-President 

Part-Time Students’ Officer 

Women’s Officer 

International Students’ Officer 

Mature Students’ Officer 

PGA President 

PGA VP Welfare 

PGA VP Education 

SSEES Site President 

6 members elected by and from Council 

In attendance Union staff as required by the agenda 

Assessor 
General Manager 

Subject to any general or particular direction that may be given from time to time by Council, 
Student Affairs Committee is charged to: 

1. 
Governance 
a. Elect students to the following College Committees: 
i. Committee for Equal Opportunities; 
ii. Committee for People with Disabilities; 
iii. Joint Staff Student Committee; 
iv. Academic Board; 
v. Discipline Committee; 
vi. Faculty Boards; 
vii. Quality Management Enhancement Committee; 
viii. Other relevant College Committees as determined by Union Council. 
b. Elect one student to Social Colours Committee. 
c. Consider the minutes of the Hall Reps Committee. 

2. 
General 
a. 
Provide a forum where issues relating to academic matters and matters relating to 
student welfare can be raised. 
b. 
Consider academic, academic support and student welfare issues raised at Union 
and/or College committees and make recommendations to Council as appropriate. 
c. 
Develop awareness of student welfare related issues and coordinate information and 
training as appropriate. 
d. 
Monitor the provision and usage of student welfare services within the College and 
make recommendations to Council as appropriate. 
e. 
Monitor the provision of academic support facilities and make recommendations to 
Council as appropriate. 
f. 
Monitor Union and College progress on equal opportunities and make 
recommendations to Council as appropriate. 
g. 
Monitor the Union’s ethical and environmental performance and make 
recommendations to Union Council and other standing committees. 
h. 
Coordinate the campaigning activity of the Union. 
3. 
Authority 
a. 
Student Affairs Committee will undertake its business in accordance with a timetable 
of key tasks approved by Union Council. 
b. 
Student Affairs Committee will report to Council by submission of the minutes of each 
meeting of the Committee. 
31 


T.b. Hall Reps Sub-Committee 
Membership 

Chair E&W Officer 
Secretary C&EO Officer 
Hall Reps 
Assessor General Manager 

Subject to any general or particular direction that may be given from time to time by Council, the 
Hall Reps Committee is charged to: 

1. 
Elect students to the following College Committees: 
a. 
Student Accommodation Committee; 
b. 
Student Accommodation Fees Sub-Committee. 
2. 
General 
a. 
Provide a forum for issues relating to student accommodation. 
b. 
Coordinate student concerns relating to student accommodation and ensure that 
these are raised at the relevant College committees. 
c. 
Report matters of concern to Student Affairs Committee. 
3. 
Authority 
a. 
The Committee will undertake its business in accordance with a timetable of key 
tasks approved by Union Council. 
b. 
The Committee will report to Student Affairs Committee by submission of the minutes 
of each meeting of the Committee. 
32



Section 6 – Job Descriptions 

I. Executive Officers: General Duties 
A. 
The Executive shall be collectively responsible for overseeing the day to day activity of the 
Union, ensuring that motions of the Council, General Meetings or referenda are implemented, 
and undertaking any project work as may be seen necessary. 
B. 
All Executive Officers shall: 
1. 
maintain and uphold the Constitution and Standing Orders of UCL Union; 
2. 
implement and adhere to all Union policy and mandates; 
3. 
attend: 
a. 
General Meetings; 
b. 
Union Council; 
c. 
Executive meetings; and 
d. 
all committees as stated in their job descriptions unless there is reasonable cause for 
absence. 
4. 
generally liaise with each other in the day-to-day running of the Union; 
5. 
be responsible for conducting the affairs of the Union in between meetings of the 
Executive, Union Council and any standing committees and shall report to those groups 
accordingly; 
6. 
make recommendations to Union Council or any standing committee should they wish to; 
7. 
maintain accurate papers for all committees they are on; 
8. 
be on duty in the Union when necessary as agreed by the Executive; and 
9. 
provide written material for the Annual Reports and Union Handbook. 
10. in the event of a sabbatical position becoming vacant, liaise with the rest of the executive 
to ensure that the duties of the relevant post are covered as far as possible. 
II. Sabbatical Officers: General Duties 
A. All Sabbatical Officers shall carry out the duties laid down for all Executive Officers and: 
1. 
attend all meetings with the Provost; 
2. 
act as cheque signatories for the Union; 
3. 
be generally available to students to answer queries or deal with problems that arise 
according to their areas of responsibility; 
4. 
meet at least weekly with the Union General Manager and generally liaise with each other 
in the day-to-day running of the Union. 
5. 
shall be the trustees of the Union 
B. 
Sabbatical Officers shall be jointly responsible for the following areas of Union activity, which 
encompass several or all of the portfolios. In each instance the officer with overall 
responsibility will be as specified below. 
1. 
Affiliations – Finance and Administration Officer 
2. 
Establishment – Finance & Administration Officer 
3. 
Strategic Planning – Finance & Administration Officer 
4. 
Mergers – Medical Students’ & Sites Officer 
5. 
Campaigns – Education & Welfare Officer 
6. 
Union Space – Finance & Administration Officer 
C. 
Sabbatical Officers shall be ex-officio ULU Council representatives and should attend 
meetings with UL Sabbatical Officers as they see fit. 
D. 
Sabbatical Officers may run for election as delegates to NUS Conference. 
III. Education and Welfare Officer 
A. 
The Aims of the officer are: 
1. 
To be the advocate for the provision of a safe, comfortable and sound academic 
experience for students. He/she will negotiate to ensure the academic and personal 
welfare of students both collectively and individually at UCL; liaising with the College and 
other organisations as appropriate. The officer will lead Union campaigns in order to both 
educate and stimulate UCL students. 
B. 
Committees 
1. 
To Chair the following Union committees: 
a. 
Hall Reps; 
b. 
Student Affairs Committee. 
2. 
To serve on the following Union committees: 
a. 
Establishment; 
33



b. 
Finance; 
c. 
Services; 
d. 
Social Colours; 
e. 
Strategic Planning. 
3. 
To serve on the following College committees: 
a. 
Academic; 
b. 
Academic Board; 
c. 
College Council; 
d. 
Committee for Equal Opportunities; 
e. 
Committee for People with Disabilities; 
f. 
Discipline Review Body; 
g. 
Fees; 
h. 
Joint Staff Student; 
i. 
Library; 
j. 
Quality Management and Enhancement; 
k. 
Student Accommodation; 
l. 
Student Awards and Hardship Funds; 
m. 
Student Welfare Co-ordination; 
n. 
any sub-committees of the above that may be convened from time to time. 
4. 
To serve on the following College sub-committees; 
a. 
Academic Advisory; 
b. 
Dyslexia; 
c. 
Quality Assurance and Standards Planning; 
d. 
Quality Audit and Subject Review . 
5. To be in attendance at the following College committee as a student observer: 
a. 
Safety Committee. 
C. 
Education and Academic Affairs 
1. 
To keep the College informed about student opinion on academic affairs. 
2. 
To oversee academic related projects co-ordinated by the Academic Affairs Officer with 
Student Affairs Committee, as appropriate. 
D. 
Welfare 
1. 
To initiate and co-ordinate welfare provisions as appropriate. 
2. 
To liaise with the College on issues of student welfare, support, and equal opportunity. 
3. 
To oversee student campaigns and awareness weeks initiated by Student Affairs 
Committee, Executive, Council, General Meetings or Referenda and co-ordinated by the 
Campaigns & Equal Opportunities Officer. 
4. 
To safeguard the interests and facilitate the development of designated welfare groups. 
5. 
To assist the Media and Communications Officer in the production of welfare publications. 
6. 
To represent the Union as one of the Fund Managers of the College Day Nursery Student 
Hardship Fund. 
7. 
To conduct the biennial accommodation survey in conjunction with College Student 
Residential Services. 
8. 
To conduct the annual hardship survey focusing on different parts of the student 
population in a way they see fit. 
E. 
External Representation 
1. 
To provide assistance in individual student representation to the College and the 
University. 
2. 
To attend ULU Education and Welfare Network or any equivalent bodies. 
3. 
To liaise with ULU, NUS and other external bodies on matters of general student concern. 
4. 
To serve as delegation leader for all delegations to NUS Conferences which they are 
entitled to attend. The E&W Officer may waive their right to attend minor conferences. 
5. 
To be the ‘reactive’ respondent to external media on matters relating to the Union. 
IV. Media & Communications Officer 
A. 
The Aims of the officer are: 
1. 
To be concerned with all forms of Union publicity ranging from posters to web pages. The 
consistent quality of these resources is of paramount importance to the officer. He/she will 
strive to perpetuate wide spread understanding of the Union’s activities, developments 
and achievements. To this end s/he is required to provide Union media groups with the 
time, governance and means to foster constant improvement, to challenge their 
contemporaries and to achieve their potential. 
B. 
Committees 
1. 
To Chair the following Union Committees: 
34



a. 
Media Management. 
2. 
To serve on the following Union Committees: 
a. 
Activities Board; 
b. 
Establishment; 
c. 
Finance; 
d. 
Services; 
e. 
Strategic Planning; 
f. 
Social Colours; 
g. 
Student Affairs. 
3. 
To serve on the following College Committees: 
a. 
Information Strategy. 
C. 
Annual Publications 
1. 
To be ultimately responsible for the production of an annual students handbook for 
incoming undergraduates and postgraduates, including overseas students. 
2. 
To be ultimately responsible for the production of an annual report, a sports review and a 
Sabbatical Elections manifesto booklet. 
D. 
Media Societies 
1. 
To be responsible for the Union’s Media Societies and to represent those societies at all 
relevant Union and College committees. 
2. 
To assist Union media societies with production, distribution and procurement of 
advertising. 
3. 
To be the Sabbatical Editor of UCL Union’s primary student publication, (Pi magazine or 
any future equivalent), in partnership with the Student Editor. 
4. 
To ensure that material used or produced by any of the UCL Union media societies does 
not contravene Union Policy, Regulations, Standing Orders, or Clubs and Societies 
Regulations. 
5. 
To be legal publisher/manager of all Union publications/broadcasts. 
E. 
Communications 
1. 
To ensure that students are informed of decisions made at relevant College and Union 
committees. 
2. 
To liaise with external media and to use the same to promote an understanding and 
appreciation of the Unions activities and those of individual students. 
3. 
To encourage recognition of UCL Union media societies at a national level through the 
NUS award schemes and other similar events. 
4. 
To promote the Union’s services, societies and achievements to the UCL Development 
Office and alumni as well as to the student body in general. 
5. 
To be the first point of contact with the NUS, ULU and other external bodies. 
F. 
Publicity 
1. 
To ensure that publicity produced by UCL Union clubs and societies conforms to the UCL 
Union Constitution, Standing Orders, Financial Regulations, UCL Union policy and Clubs 
& Societies regulations. 
2. 
To review and amend Union publicity strategies in order to maximise UCL Union 
recognition and optimise the use of available publicity. 
G. 
Internet 
1. 
To hold overall editorial control over any copy that appears on the Union Web site. 
2. 
To ensure a consistency in style and quality, whilst leaving authorship to the relevant 
student(s) or staff. 
V. Clubs, Societies & Student Development Officer 
A. 
The Aims of the officer are: 
1. 
To be primarily concerned with the non-academic development of students at UCL. 
Safeguarding the interests of the Union’s clubs & societies is an integral part of this role. 
This officer will also develop programmes to prepare students for the years ahead, such 
as voluntary work and career development. Through training, this officer will be able to 
give elected representatives the skills they require to work efficiently and effectively within 
the Union. 
B. 
Committees 
1. 
To Chair the following Union committees: 
a. 
Activities Board; 
b. 
Arts Board; 
c. 
Societies Board; 
d. 
Sports Board; 
e. 
Sports Colours. 
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2. 
To serve as secretary to the following Union committees: 
a. 
Social Colours. 
3. 
To serve as secretary to the following Union sub-committees: 
a. 
Theatre Users; 
4. 
To serve on the following Union committees: 
a. 
Establishment; 
b. 
Finance; 
c. 
Media Management; 
d. 
Services; 
e. 
Sports Ground; 
f. 
Strategic Planning; 
g. 
Student Affairs. 
5. 
To serve on the following Union sub-committees: 
a. 
Finance. 
6. 
To serve on the following College committees: 
a. 
Career Advisory; 
b. 
Sports Ground Development; 
c. 
Joint Committee for the Bloomsbury Theatre; 
d. 
Lunch hour lecture; 
e. 
Expeditions & Travel. 
7. 
To serve on the following College sub-committee: 
a. 
Widening Participation. 
C. 
Clubs and Societies 
1. 
To ensure the effective administration of all Clubs and Societies (C/S’s) and to be first 
point of contact for C/S’s within UCL Union. 
2. 
To represent the C/S requirements to the relevant officer 
3. 
To ensure that the relevant duties, regulations and procedures are explained to C/S 
officers by co-ordinating handbooks and organising training sessions and events. 
4. 
To co-ordinate both the Freshers and Re-freshers fayre. 
5. 
To represent the C/S to external bodies. 
6. 
To oversee the allocation of C/S space. 
7. 
To initiate and co-ordinate other C/S related services for members of UCL Union as may 
be appropriate. 
8. 
To ensure that C/S achievements are acknowledged both internally and externally. 
D. 
Health and Safety 
1. 
To ensure that the Union’s Health and Safety policy is reviewed on an annual basis. 
2. 
To ensure that C/S follow good practice guidelines. 
E. 
Student Development 
1. 
To co-ordinate extra-curricular activities including “key skill” activities. 
2. 
To work with the Careers Department and UCL Union staff to co-ordinate a strong career 
development programme. 
3. 
To co-ordinate both internal & external volunteer programmes and develop these 
programmes as a core activity. 
4. 
To co-ordinate accreditation systems that reward students for their achievements and 
efforts. 
F. 
Training 
1. 
To co-ordinate officer training within the union, including C/S training and Union office-
holders’ training. 
2. 
To develop a comprehensive training programme for the officers in conjunction with the 
training manager. 
3. 
To work closely with departments in the College such as CALT and the Careers 
Department. 
G. 
External Bodies 
1. 
To represent and develop the future of student sport at UCL Union to external bodies 
including BUSA and ULU. 
2. 
To attend BUSA London Division meetings and ULU Intercollegiate Sports Committee. 
VI. Services & Events Officer 
A. 
The Aims of the officer are: 
1. 
To be concerned with the provision of high level customer satisfaction for UCL Union’s 
commercial and non-commercial services. He/she will use student feedback as the basis 
for recommendations to initiate, develop and optimise service provision. They will co36



ordinate the full range of core events so as to create a varied and vibrant experience for 
UCL students. 

B. 
Committees 
1. 
To chair the following Union Committees: 
a. 
Services; 
b. 
Social Colours. 
2. 
To serve as Secretary to the following Union Committees: 
a. 
Strategic Planning. 
3. 
To serve on the following Union Committees: 
a. 
Activities Board; 
b. 
Finance; 
c. 
Establishment; 
d. 
Sports Colours; 
e. 
Student Affairs. 
4. 
To serve on the following College sub-committee: 
a. 
Facilities. 
C. 
Services 
1. 
To ensure provision of an appropriate level of service where there is a student-staff 
interface (bars, shops, catering outlets, A Fine Cut, Bloomsbury Fitness, Workstation, 
Rights and Advice, CSC, sports grounds and facilities, reception, cashier-accounts, print 
shop). 
2. 
To ensure non-grant aided services run smoothly, and in line with Union policy. 
3. 
To oversee the promotion of Union services to members. 
4. 
Review efficiency, effectiveness and economy of Union service provision at least once a 
year. 
5. 
To ensure environmental soundness of services with the Environment & Ethics Officer. 
6. 
To monitor complaints with regard to Union services. 
7. 
To ensure the development and adaptation of the Union’s service provision as 
determined by Services Committee. 
8. 
To be legal chair of the Union Bar Club. 
D. 
Entertainment and Events 
1. 
To co ordinate an entertainments policy. 
2. 
To co-ordinate all Union events and produce annual and termly events schedules 
including General Meetings, Freshers’ Fayre, Social and Sports Colours events, 
awareness weeks and all other events. 
3. 
To endorse all Entertainment publicity. 
4. 
To give help and advice to Societies’ events. 
5. 
To oversee venue bookings. 
6. 
To conduct an ongoing review of the Entertainment programme. 
7. 
To be responsible for Union event security and door policy. 
E. 
Sponsorship 
1. 
To be responsible for the Union’s acquisition of sponsorship revenue. 
2. 
To co-ordinate all applications for sponsorship. 
VII. Finance & Administration Officer 
A. 
The Aims of the officer are: 
1. 
To ensure the smooth running of the assets and infrastructure of the Union. This includes 
the Union’s financial, technological, human and physical resources. He/she is also 
responsible for the democratic infrastructure of the Union, including elections, the 
constitution and the standing orders. This broad overview allows the officer to negotiate 
for the development of the resources available to the Union. 
B. 
Committees 
1. 
To Chair the following Union committees: 
a. 
Elections; 
b. 
Establishment; 
c. 
Finance; 
d. 
Sports Grounds; 
e. 
Strategic Planning. 
2. 
To chair the following Union sub-committee: 
a. 
Finance. 
3. 
To serve as secretary to the following Union committees: 
a. 
Governance. 
4. 
To serve on the following Union committees: 
37



a. 
Activities Board; 
b. 
Services; 
c. 
Social Colours; 
d. 
Student Affairs. 
5. 
To serve on the following College committees: 
a. 
College Council; 
b. 
Governance; 
c. 
Joint committee for the Bloomsbury Theatre; 
d. 
Sports Ground Development; 
e. 
Honorary Degrees Committee. 
6. 
To be in attendance at the following college committees as a student observer: 
a. 
College Finance; 
b. 
Safety Committee. 
7. 
To serve as a member of: 
a. 
Council of the Friends’ Trust. 
8. 
To be a director of Somers Town Community Sports Centre Ltd. 
C. 
Establishment 
1. 
To ensure that adequate arrangements are made for the appointment of Union staff. 
2. 
To ensure that the interests of staff employed by the union are well looked after. 
3. 
To participate in conjunction with the General Manager, in any disciplinary matters 
involving members of Union staff. 
D. 
Finance 
1. 
To prepare first and revised estimates allocating the Union’s block grant to various areas 
of the Union based on submissions made by the Standing committees and Clubs and 
Societies. 
2. 
To ensure that expenditure is in accordance with the estimates. 
3. 
To ensure that financial regulations, as outlined in the Standing Orders are adhered to. 
4. 
To ensure that the Union’s accounts are audited annually, in accordance with the 
Financial Regulations. 
5. 
To negotiate the Union grant and the subsequent payment thereof. 
6. 
To authorise Union expenditure, including order forms, petty cash forms and any other 
forms relating to finance. 
7. 
To review policy relating to Finance and Financial regulations. 
8. 
To ensure the maintenance of a schedule for the allocation of reserves for equipment 
repair and replacement. 
9. 
To negotiate the fees of external affiliations. 
10. To ensure adequate presentation of financial information to students and Standing 
Committees. 
11. To monitor the Union’s insurance policy. 
12. To monitor the Union’s investments. 
13. To co-ordinate Union applications for external grants. 
14. To help and advise students with budget applications. 
15. To ensure that grant funds, available to various Union groups, are appropriately 
publicised.
16. To supervise the accounting arrangements for grant funded expenditure. 
E. 
Infrastructure 
1. 
To co-ordinate the development of the Union’s physical, financial and technological 
infrastructure. 
2. 
To ensure that there are adequate security arrangements in Union buildings. 
3. 
To co-ordinate future physical developments in accordance with the strategic plan. 
4. 
To assess the Union’s space requirements and to negotiate future Union space. 
5. 
To ensure that the use of the space available to the Union is maximised. 
F. 
Administration 
1. 
To co-ordinate the issue of NUS and ULU membership cards to all eligible students. 
2. 
To be responsible for the administration of General Meetings, Union Council and the 
Union Executive, including the preparation and distribution of agendas and minutes. 
3. 
To ensure that the minutes and agendas of General Meetings are posted on the official 
Union notice board in accordance with the Standing Orders. 
G. 
Internal Representation 
1. 
To co-ordinate in conjunction with Elections Committee the conduct of Union elections. 
2. 
To co-ordinate the activities of Councillors (Departmental) and Faculty Representatives. 
38



VIII. Medical Students’ & Sites Officer 
A. 
The Aims of the officer are: 
1. 
To represent the interests of medical students at all levels. He/she will encourage an 
atmosphere which supports medical students and provides for their needs. The officer will 
also represent Postgraduate students and students from the various sites. S/he will assist 
their integration whilst respecting their individual traditions. 
B. 
Committees 
1. 
To chair the following Union Committees: 
a. 
RUMS Executive. 
2. 
To serve as Secretary to the following Union Committees 
a. 
Postgraduate Association Executive. 
3. 
To be a member of the following Union Committees: 
a. 
Activities Board; 
b. 
Elections; 
c. 
Establishment; 
d. 
Finance; 
e. 
Services; 
f. 
Social Colours; 
g. 
Sports Board; 
h. 
Sports Grounds; 
i. 
Strategic Planning; 
j. 
Student Affairs; 
k. 
Medics’ Site Committees; 
l. 
SSEES Site Committee; 
m. 
All other Site Committees. 
4. 
To serve on all Medical School Committees concerned with the academic or welfare 
issues that affect medical students as determined by the Medics’ Executive. 
5. 
To serve on the following College Committees 
a. 
Academic Board; 
b. 
Academic Committee; 
c. 
Joint Staff Student Committee; 
d. 
Sports Grounds Committee. 
C. 
Medical Students 
To co-ordinate and lead the RUMS Executive and RUMS Site Committees in the following areas 
of concern: 

1. 
Communication 
a. 
to oversee medical student publicity; 
b. 
to ensure that medical students are informed of information relevant to them in their 
capacity as medical students; 
c. 
to develop a positive image and reputation for RUMS; 
d. 
to ensure effective communication between sites and the Union. 
2. 
Education 
a. 
to represent medical students at academic committees of the medical school; 
b. 
to ensure that the Medical School and the College are informed of the views of 
medical students; 
c. 
to ensure that medical students are informed of relevant decisions by the Medical 
School and the College; 
d. 
to ensure student representation in the development of the medical curriculum; 
e. 
to assist in the individual representation of medical students to the Medical School or 
the College. 
3. 
Entertainment 
a. 
to ensure provision of an integrated programme of entertainment for medical students 
including Freshers’ Week and the Summer Ball; 
b. 
to ensure the provision of site specific events for medical students. 
4. 
External Affairs 
a. 
to represent medical students to external organisations including ULU, the University 
and the NUS. 
5. 
Finance 
a. 
to assist the Finance and Administration Officer in the preparation of First and 
Revised Estimates; 
b. 
to ensure that with respect to medical students events, estimates of income and 
expenditure are submitted to the relevant Union committees. 
6. 
Representation 
39



a. 
to ensure adequate representation of medical students within the Union, the Medical 
School and the College; 
b. 
to chair RUMS Annual General Meeting; 
c. 
to conduct medical students’ elections as directed by Elections Committee. 
7. 
Clubs and Societies 
a. 
to ensure the interests of RUMS clubs and societies are represented both internally 
and externally; 
b. 
to assist the Clubs, Societies and Student Development Officer in the effective 
operation of the RUMS clubs and societies; 
c. 
to assist the Clubs, Societies and Student Development Officer in the training of 
RUMS club and society officers; 
d. 
to represent the interests of medical student sport. 
8. 
Welfare 
a. 
to ensure that medical students receive an adequate welfare provision from the 
Medical School. 
D. 
Postgraduate Students 
1. 
To assist the work of the Postgraduate Association Executive Committee (PGAE) by: 
a. 
representing Postgraduate students collectively and individually to the Union, the 
Graduate School and the College; 
b. 
liaising between the PGAE and the Union on matters of concern; 
E. 
Site Committees 
1. 
To assist the work of the Site Committees by: 
a. 
ensuring that sites are represented to the relevant Union and College committees; 
b. 
liaising with the site committee and relevant Union officers as appropriate; 
c. 
promoting integration of the sites respecting their individual traditions; 
d. 
providing assistance to student representatives of prospective union sites and liaising 
between those representatives and the Union, during the merger process. 
IX. Non-Sabbatical Officers : General Duties 
A. 
All Non-Sabbatical Executive Officers shall carry out the duties laid down for all Executive 
Officers and: 
1. 
deal with problems that arise according to their areas of responsibility and hold regular 
surgeries to make themselves available to students to answer queries; 
2. 
promote the Union and encourage involvement from within their area or constituency. 
X. Acting Sabbatical Officers 
A. 
shall undertake all general non-sabbatical duties as listed above. 
B. 
shall undertake as far as possible the specific duties as listed above for the relevant 
sabbatical officer. 
XI. Academic Affairs Officer 
A. 
The Aims of the officer are: 
1. 
To be responsible for representing the students in academic issues within the Union and 
College in co-operation with the E&W Officer. They will ensure all students are aware of 
College issues which will affect their education. 
B. 
Committees: 
1. 
to serve as Secretary to the following Union committees: 
a. 
Student Affairs. 
2. 
to serve on the following Union committees: 
a. 
Social Colours; 
b. 
Strategic Planning. 
3. 
to serve on the following College committees: 
a. 
Academic Board; 
b. 
Joint Staff Student Committee; 
c. 
Undergraduate Education Executive. 
C. 
Responsibilities: 
1. 
to liaise with the Councillors and encourage involvement in Union matters; 
2. 
to co-ordinate and run campaigns relating to academic matters at UCL in association with 
the Campaigns and Equal Opportunities Officer; 
3. 
to bring any welfare related academic matters or campaigns to the attention of Student 
Affairs Committee; 
4. 
to meet at least fortnightly with the E&W Officer. 
40



XII. Activities Officer 
A. 
The Aims of the officer are: 
1. 
To be responsible for the non-academic development of the students by encouraging club 
and society activities and providing personal development opportunities. They will cooperate 
with the CS&SD Officer in representing these areas within the Union and to 
College. 
B. 
Committees: 
1. 
to serve as Secretary to the following Union committees: 
a. 
Activities Board; 
2. 
to serve on the following Un