NUIMSU Constitution 2008

NUI MAYNOOTH

STUDENTS’ UNION

CONSTITUTION

BUNREACHT

AONTAS NA MAC LÉINN, OLLSCOIL NA HÉIREANN,

MÁ NUAD

NUI Maynooth Students’ Union Constitution Bunreacht Aontas na Mac Léinn, Ollscoil na hÉireann, Má Nuad

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INTRODUCTION This Constitution details the aims and objectives of NUI Maynooth Students’ Union and the methods by which these are achieved. This document details, among other things, the Union Executive’s Officer Board; the structure of Union Council; membership of the Union and the rights and obligations of staff and members. This Constitution is by no means a collection of answers; it is more a core document upon which the Union bases its actions. This Constitution was passed by a referendum amongst all students on March 13th, 2008; it revokes and supercedes all previous Constitutions of the Students' Union, NUI Maynooth. It takes effect from 12:01PM on the day immediately following the final confirmation of the result of the referendum of March 13th 2008. Elections, the results of which having been accepted, run under the previous Constitution shall not be deemed invalid or inoperable as a result of this supercession and revocation until subsequent annual elections are held. The Official and Original copy is held by the Guardianship of the Constitution. Copies are also held in the University Library. NUIMSU.COM is not responsible for any errors and/or omissions in this internet copy of the Constitution. In the event of a discrepancy, please refer to the Official Copy held by the Guardianship.


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PREAMBLE We, the students of the National University of Ireland, Maynooth; of St. Patrick’s College, Maynooth and of the Pontifical University of Ireland (which institutions shall be collectively referred to hereinafter as ‘the University’), in order to unite ourselves in a democratically governed association without bias and in order to provide ourselves with a recognised channel of communication and representation to the University and other bodies, do hereby declare NUI Maynooth Students’ Union (hereinafter referred to as ‘the Union’) as our only representative organisation. We do establish for NUI Maynooth Students’ Union this Constitution, under which the Union is recognised as the student body’s sole representative organisation; a position acknowledged by the Governing Authority of the University. For the sake of convenience, all references to “days” are academic days, as established by the University Calendar, and all references to “years” refer to academic years as laid out by same. By the same token, all references to “President” refer to the Students’ Union President at NUI Maynooth.


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Contents Page Articles Name 5 Aims and Objectives 5 Membership 5 Rights and Obligations 5 Governance 6 Referenda 6 Union General Meeting 7 Union Council 7 Class Representatives 9 Executive 9 Executive Officers and Representatives 10 Clubs and Societies Council 14 Guardianship of the Constitution 15 Returning Officer/Deputy Returning Officer 17 Amendments 18 Affiliation 18 Elections 18 Resignations 19 Schedules Standing Order for Union Minutes 20 Election Procsdure 22 Class Representative Elections 24 Finance and Spending 24 Union Services 25 Standing Committees of Union Council 28 Recognition Committee 29 Capitation Committee 30 Events 31 Campaign Committee 31 Statute Book 32 Appendices

Appendix A 33


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ARTICLE 1: NAME The name of this organisation shall be NUI Maynooth Students' Union. In Irish, the name of this organisation shall be Aontas na Mac Léinn, Ollscoil na hÉireann, Má Nuad. ARTICLE 2: AIMS & OBJECTIVES The aims and objectives of the Union shall be: 2.1 to protect, promote and represent the interests of the student body, both en

masse and on an individual basis. 2.2 to provide services to the student body. 2.3 to keep students informed of developments within the Union and the University,

and of national issues of student interest. 2.4 to provide the structures and means whereby students can partake in an

ongoing revaluation of the educational process and become more positively involved in their education.

2.5 to promote the expansion and development of student services, as provided by

the University for the benefit of the student body. 2.6 to foster an awareness among the students of their responsibilities, rights and

duties as members of the Union, students of the University and members of society.

2.7 to ensure that no member is discriminated against on grounds of gender,

marital status, family status, sexual orientation, religion, political belief, age, disability, race or membership of the Traveller community.

ARTICLE 3: MEMBERSHIP 3.1 Any person who pays a capitation fee, or has a capitation fee paid on their

behalf to the Union is an ordinary member of the Union. Current Sabbatical Officers will be awarded membership by default.

3.2 All Sabbatical Officers who complete their term in office will be lifetime honorary

members of the Union. ARTICLE 4: RIGHTS & OBLIGATIONS 4.1 All ordinary members shall have the following rights: (a) to use facilities and premises that the Union provides, with the exception of

the offices, which shall be subject to the discretion of the Executive.


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(b) to become members of clubs and societies within the Union and to hold office in such clubs and societies.

(c) to vote in Union elections. (d) to have full voting rights in Union General Meetings, and the right to speak

subject to standing orders.

(e) to run for, and hold, office in the Union subject to Union regulations. 4.2 Honorary members shall be entitled to the same rights as ordinary members,

with the exception of the right to vote. 4.3 All members are subject to the following rules: (a) full members shall be in possession of their student card at all times while

on the premises. (b) all members are subject to rules of the Club Management Committee and

may have their rights to use the facilities and premises of the Union removed if found to be in breach of these regulations. There will be no refund of membership fee in this case.

ARTICLE 5: GOVERNANCE 5.1 Management of the Union’s affairs shall be conducted on four levels, in order of

authority, as follows:

i) referendum ii) Union General Meeting iii) Union Council iv) the Executive

5.2 Policy may only be altered or revoked at the same or higher level of

governance at which it was enacted. ARTICLE 6: REFERENDA 6.1 A referendum on any issue may be called at the request of any of the following:

i) the Executive ii) Union Council iii) Union General Meeting iv) 10% of Union membership, by way of petition

6.2 Requests for referenda must be submitted to the Returning Officer in writing. 6.3 (a) A referendum shall be held not less than five days and not more than ten

days of being called. (b) The Returning Officer shall decide the date of the referendum.


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6.4 Students shall have access to full information and opportunity to publicly debate

the question being voted on. 6.5 (a) A referendum must reach a quorum of 15% of those entitled to vote in order

to be considered valid. (b) If quorum is not reached, the issue must be referred to Union Council for

review before it can be submitted to referendum for a second time. 6.6 A referendum motion shall be deemed to be carried if it receives a majority of

the votes in its favour. In the event of a tied vote, the motion is considered to have fallen.

ARTICLE 7: UNION GENERAL MEETING 7.1 A Union General Meeting shall consist of a properly assembled meeting of five

percent or more of the ordinary members of the Union. Notice of a Union General Meeting shall be posted on notice boards by the Returning Officer not less than five days prior to the date of meeting.

7.2 A Union General Meeting may be called by the Returning Officer upon receipt

of a written request from any of the following:

i) the President ii) the Executive iii) one-third of Union Council members iv) 10% or more full-time members of the Union

7.3 Any decision at a Union General Meeting shall require a simple majority vote in

its favour to make it binding on the Union. 7.4 A Union General Meeting shall not be competent to amend Articles of the

Constitution. 7.5 The Chairperson shall be the Returning Officer. In the absence of the Returning

Officer, the Deputy Returning Officer shall preside. ARTICLE 8: UNION COUNCIL 8.1 The Union Council is responsible for policy formation with regard to the running

of the Union and its facilities. 8.2 (a) Membership is made up of Class Representatives, elected by ordinary

Union members from their individual constituencies. (b) All officers of the Executive are ex officio members. 8.3 Union Council must be called at least six times per year, with at least three

meetings per semester.


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8.4 (a) An emergency Union Council shall be called by the Returning Officer on receipt of a request from:

i) the President ii) the Executive (simple majority decision) iii) one-third of Union Council members

(b) At least twenty-four hours’ notice shall be given for an emergency Union

Council. 8.5 The Chairperson shall be the Returning Officer. In the absence of the Returning

Officer, the Deputy Returning Officer shall preside. 8.6 (a) Decisions made by Union Council members shall require:

i) a simple majority at an ordinary Union Council. ii) a two-thirds majority at an emergency Union Council.

(b) In the event of a tied vote, the motion will be deemed to have fallen. 8.7 Quorum shall consist of fifty percent plus one (50% + 1) of those entitled to

attend and vote. 8.8 (a) Union Council shall have as many policy-making sub-committees as it

deems necessary to conduct its business. (b) Standing sub-committees are:

i) Welfare Committee ii) Education Committee iii) Constitutional Review Committee iv) Class Representative Review Committee

(c) All reports and decisions of committees are subject to the final ratification of

Union Council. (d) Committees shall make at least one report per semester to Union Council. 8.9 In the event of a member of Union Council failing to attend two consecutive

ordinary meetings during his/her year of office without his/her apologies having been accepted by the meeting, he/she shall be deemed to have resigned.

8.10 Union Council shall have the power to make by-laws concerning all matters

under its concern. Such by-laws shall not contradict the constitution. 8.11 (a) Union Council shall terminate on 30th June. (b) Decisions normally made by Union Council shall be made by the Executive

in the interim period, prior to the election of a new Union Council. (c) Any decisions made during this time must be brought to the first Union

Council of the year for ratification.


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ARTICLE 9 - CLASS REPRESENTATIVES 9.1 (a) A Class Representative is an individual elected by their constituency to

represent the views of their class to both Union Council and their academic department.

(b) A Class Representative may only represent one constituency. 9.2 The duties of a Class Representative are: (a) to attend Union Council and represent the views of their constituents. (b) to obtain the views of their constituents on up-coming items in Union Council,

and to report back to their class on decisions made. ARTICLE 10: EXECUTIVE 10.1 Membership of the Executive shall consist of:

(a) President (Sabbatical Officer) (b) Vice-President/Education & Welfare Officer (Sabbatical Officer) (c) Vice-President/Communications & Development Officer (Sabbatical Officer) (d) Entertainments Officer (e) Finance Officer (f) Cultural Affairs & Irish Language Officer (g) Clubs Officer (h) Societies Officer (i) First Year Representative (Non-Voting Officer) (j) Postgraduate Representative (Non-Voting Officer) (k) St. Patrick's College & Pontifical University Representative (Non-Voting

Officer) 10.2 The Executive as a whole is responsible for the day-to-day business of the

Union in addition to each officer’s own portfolio. 10.4 Executive meetings shall be called at least once per week during term by the

Vice-President/Education & Welfare Officer or upon receipt of a request by either:

i) the President. ii) four members of the Executive.

10.5 Notice of at least twenty-four hours must be given for a meeting, except for

emergency meetings, where six hours notice is sufficient. 10.6 Quorum shall consist of fifty percent plus one (50% + 1) of those entitled to

attend and vote. 10.7 In the event of a tied vote at ordinary Executive meetings, the Chairperson's

vote shall carry.


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10.8 Decisions shall require a simple majority at ordinary Executive meetings and two-thirds at emergency meetings.

10.9 (a) Apologies for non-attendance should be directed to the secretary of the

Executive. (b) Any member of the Executive who misses two consecutive ordinary

meetings without apologies being accepted shall be deemed to have resigned. (c) Any member of the Executive who misses eight ordinary meetings with or

without apologies being accepted shall be deemed to have resigned. (d) Any member of the Executive who misses four ordinary meetings without

apologies being accepted shall be deemed to have resigned. 10.10 Term of office for the Executive shall commence on July 1st subsequent to its

election, and cease on June 30th of the following year. 10.11 Any Executive Officer is entitled to vote at Executive meetings. A

Representative to the Executive does not have a vote at these meetings. 10.12 Executive Officers shall make at least one report to Union Council per year. ARTICLE 11: EXECUTIVE OFFICERS & REPRESENTATIVES 11.1 PRESIDENT:

(a) Shall ensure that the objectives of the Union are being achieved through its structures and in accordance with the constitution.

(b) Shall ensure policy is formulated, and, in conjunction with the other Executive

Officers, shall represent students on bodies within the University and outside the University.

(c) May attend all meetings of committees within the Union.

(d) May issue statements on issues representing Union matters.

(e) Shall be responsible for implementation of referenda decisions.

(f) Shall, along with appropriate Union staff and Finance officer be responsible

for the financial activities of the Union.

(g) The President shall, with the Vice President/Communications and Development Officer, be responsible for Developing and Maintaining an effective Class Rep System in the Union.

(h) If the Office of President falls vacant, the Vice-President/Education & Welfare

Officer shall assume the Presidency.


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11.2 VICE-PRESIDENT/EDUCATION & WELFARE OFFICER:

(a) Shall act for, and on behalf of, the President during his/her absence.

(b) Shall be responsible for student welfare on a confidential basis.

(c) Shall represent the Union on the Student Aid Committee and oversee the distribution of any other union financed grant.

(d) May attend all meetings of committees within the Union.

(e) Shall act as convenor and secretary for Executive meetings.

(f) Shall represent the Union on University committees where appropriate.

(g) Shall deal with the academic problems of Union members, including

academic appeals.

(h) Shall be responsible for the development of the Union's Education and Welfare Policies.

11.3 VICE-PRESIDENT/COMMUNICATIONS & DEVELOPMENT OFFICER:

(a) Shall be responsible for informing all Union members of Union activities, events, campaigns and objectives.

(b) Shall be responsible for at least a monthly Union publication, and a minimum

of a weekly website update, while ensuring that such are free from opinions and statements that are contrary to the law of the land.

(c) May attend all meetings of committees within the Union.

(d) Shall be responsible for collating and implementing recommendations in relation

to the progression and stability of the Union.

(e) Shall be responsible, with the aid of the Sabbatical Officers, for developing and maintaining an effective Class Representative System to include organisation of training for Class Representatives.

(f) Shall, with the Clubs and Societies Officers, be responsible for overseeing the

development and maintenance of and effective support structure for Clubs and Societies.

(g) Shall be responsible for the organisation and orchestration of Union

campaigns in conjunction with the Campaigns Committee.

(h) Shall run a minimum of three campaigns per academic year, with at least one education and one welfare campaign.

11.4 FINANCE OFFICER

(a) Shall ensure that the accounts for the Union are maintained satisfactorily, and are presented to the Union Council at least once per year.


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(b) Shall advise the Union Council on the financial state of the Union.

(c) Shall have the right to examine all requisition forms and cheque books at any

time in liaison with the Student Activities Officer.

(d) Shall form a liaison with the Executive and in the direction of Union finances.

(e) In the absence of the Finance Officer, the President shall perform the Finance Officer's duties.

(f) Shall conduct a price survey comparing Union services to equivalent

competing services and present the results to Union Council. 11.5 ENTERTAINMENTS OFFICER:

(a) Shall, in conjunction with the President, Finance Officer and the relevant staff, ensure that a balanced income and expenditure account is kept of Union Entertainments.

(b) Shall be responsible for the organisation of Union Entertainments in liaison

with the Events Committee and the Executive.

(c) Shall co-ordinate and be responsible for the effective running of the Events Crew.

11.6 CULTURAL AFFAIRS & IRISH LANGUAGE OFFICER:

(a) Shall be fluent in the Irish Language, so as to be capable of carrying out the duties of the Office in both Irish and English.

(b) Shall represent the Union both within the University and externally through

the Irish language.

(c) Shall, in association with the relevant student societies, be responsible for organising various cultural events, including but not limited to, Seachtain na Gaeilge.

(d) Shall liaise, co-ordinate and seek funding from the University and external

bodies to organise and promote international cultural events.

(e) Shall liaise, co-ordinate and seek funding from the University and external bodies for the promotion of the Irish Language and culture.

11.7 CLUBS OFFICER

(a) Shall liaise between clubs, the Union and relevant external bodies.

(b) Shall liaise with the Executive on matters concerning clubs.

(c) Shall, along with the Vice-President/Communications and Development Officer and Societies Officer be responsible for development and maintenance of an effective Clubs and Societies system.


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(d) Shall be responsible for arranging all Clubs and Societies Councils in conjunction with the Societies officer. This shall include:

i) the preparation of a suitable time and venue. ii) the preparation of an agenda and ensuring all clubs are notified at least five days in advance. iii) the circulation of the minutes of previous Clubs and Societies Councils to all clubs.

11.8 SOCIETIES OFFICER

(a) Shall liaise between societies, the Union and relevant external bodies.

(b) Shall liaise with the Executive on matters concerning societies.

(c) Shall along with the Vice-President/Communications & Development Officer and Clubs Officer be responsible for development and maintenance of an effective Clubs and Societies system.

(d) Shall be responsible for arranging all Clubs and Societies Councils in

conjunction with the Clubs officer. This shall include:

i) the preparation of a suitable time and venue. ii) the preparation of an agenda and ensuring all societies are notified at least five days in advance. iii) the circulation of the minutes of previous Clubs and Societies Councils to all societies.

11.9 FIRST YEAR REPRESENTATIVE

(a) Shall be a first year student.

(b) Shall liaise with the Executive on matters concerning first years.

(c) Shall have no voting rights at Executive meetings. 11.10 POSTGRADUATE REPRESENTATIVE

(a) Shall be a postgraduate student.

(b) Shall liaise with the executive on matters concerning postgraduate students.

(c) Shall have no voting rights at executive meetings. 11.11 ST. PATRICK'S COLLEGE & PONTIFICAL UNIVERSITY REPRESENTATIVE

(a) Shall be a student of St Patrick's College or the Pontifical University.

(b) Shall liaise with the Executive on matters concerning the students of St. Patrick's College and the Pontifical University.

(c) Shall represent the Union to the administration of St. Patrick’s College and

the Pontifical University.


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(d) Shall have no voting rights at Executive meetings.

ARTICLE 12: CLUBS & SOCIETIES COUNCIL

12.5 (a)The Clubs & Societies Council shall act as a forum for the discussion of

issues relating to clubs and societies. (b) (i) Clubs & Societies Council shall have the power to make by-laws

regarding matters under its concern. Such by-laws shall not contradict the constitution or decisions made by Union Council.

(ii) the Clubs Officer and Societies Officer must keep a record of decisions

made, and present them to the subsequent Union Council. (iii)Any decision of Clubs & Societies Council may be appealed to the

subsequent Union Council. In this incidence, the Clubs Officer and Societies Officer shall furnish Union Council with reasons for the decision in question. The decision of Union Council shall be final.

12.2 (a) Membership of Clubs & Societies Council shall consist of at least one

delegate from each recognised club and society. (b) A delegate may only represent one club or society at a meeting. 12.3 Quorum shall consist of fifty percent plus one (50% + 1) of those entitled to

attend and vote. 12.4 (a) Decisions made by Clubs & Societies Council shall require a simple majority. (b) Each club or society has only one vote. (c) In the event of a tied vote, the motion will be deemed to have fallen. 12.5 Clubs & Societies Council shall be called at least six times per year, with at

least three meetings per semester. 12.6 The Clubs Officer and Societies Officer shall divide the responsibilties of

chairperson and secretary between them at the beginning of the year. In the absence of either, a secretary shall be nominated from council members.

12.7 In the event of a club or society failing to send a delegate to two consecutive

meetings without apologies being accepted in advance, said club or society shall incur a fine of 5% of their capitation for the current year.


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ARTICLE 13: GUARDIANSHIP OF THE CONSTITUTION 13.1 The functions of the Guardianship of the Constitution are: (a) (i) to act as the sole interpreter of the constitution bearing in mind previous

interpretations. Any decisions shall be binding on the Union and can only be superceded by a referendum decision to that effect.

(ii) All interpretation made by the Guardianship must be recorded in written form

and filed, in order that all future interpretations may be made in the knowledge of past interpretations.

(b) (i) to be custodian of the Constitution and be responsible for the incorporation of

any amendments, within twenty days of such amendments being passed. (ii) to ensure any such amendments do not conflict with or compromise any

other article or schedule of the constitution. Should this occur, it shall be the responsibility of the Guardianship to bring it to the attention of Union Council at the first available opportunity.

(c) (i) to appoint the Union Returning Officer and the Deputy Returning Officer and

to monitor their work. (ii) The Guardianship may accept nominations for these positions from any

member of the Union. (iii) These Officers are directly responsible to the Guardianship and may be

dismissed by a majority decision of the Guardianship if they are not upholding the Constitution.

(d) to be the final court of appeal with regard to all matters relating to elections or

referenda within the Union. (e) to meet at least once per term and to inform the President of the outcome of

these meetings. 13.2 The Guardianship shall consist of not more than seven members. Quorum shall

consist of four of those entitled to attend and vote. 13.3 The Guardianship of the Constitution shall consist of: i) past officers of the Union (not more than two to be appointed) ii) postgraduate student (not more than two to be appointed) iii) University staff members (not more than two to be appointed) iv) undergraduate student (not more than two to be appointed) 13.4 The Chairperson shall be elected at the first meeting of each academic year.


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13.5 No Guardianship member may: i) hold a Sabbatical, Executive, or Union Council position. ii) campaign in elections or referenda. iii) act as a tally or Assistant Returning Officer in elections or referenda. 13.6 Any Union member may nominate new members to the Guardianship. The

Executive shall vote on these nominations. These decisions must be approved by a simple majority of Union Council.

13.7 The Guardianship can be changed or dissolved by a decision of a Union

General Meeting or by a decision of two-thirds of Union Council. 13.8 (a) No member, except for the Student Activities Officer, may hold office for

more than two years running.

(b) The postgraduate and undergraduate representatives will be deemed to have resigned once they are no longer members of the Students’ Union.

13.9 (a) (i) Any member of the Union may appeal a constitutional matter to the

Guardianship for consideration.

(ii) Appeals must be submitted in writing to the Chairperson.

(iii) The Guardianship must decide on and reply to an appeal within five days.

(iv) Appeals regarding elections/referenda must be lodged within two days of the results being communicated.

(v) A final decision will not be made on any matter until all appeals have been heard.

(b) (i) Any member of the Union may request clarification of a constitutional matter.

(ii) Requests must be submitted in writing to the Chairperson. (iii) The Guardianship must decide on and reply to a request within 10 days.

(c) The decision arising from the appeal/clarification must be signed by a simple majority of Guardianship members to be deemed official.

13.10 (a) The Executive shall nominate a new guardianship, which must be approved

by the last Union Council of each year. (b)The new Guardianship shall come into existence on the 1st of July.

(c) The Guardianship must inform Union Council of its membership and Chairperson at the first Union Council of each year. (d) The Guardianship must inform Union Council in writing of any impending resignations.


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ARTICLE 14: RETURNING OFFICER / DEPUTY RETURNING OFFICER 14.1 The Guardianship of the Constitution shall appoint two candidates to serve as

Returning Officer and Deputy Returning Officer for the period of one year. These appointments should take place before the conclusion of the previous academic year.

14.2 Neither officer shall hold an Executive position in the Union, or function as a Class Representative during his/her term of office. Neither shall they be members of Guardianship of the Constitution. 14.3 The Returning Officer shall be responsible for arranging all Union Council and Union General Meetings. This includes the following:

i) preparation of a suitable time and venue. ii) preparing an agenda and ensuring all members of Union Council have

a copy of said agenda and the previous meetings minutes at least five days in advance of the meeting

iii) ensuring that the meeting is publicised at least five days in advance.

14.4 The Returning Officer shall be responsible for the supervision and counting of all votes that occur at Union Council and Union General Meetings. 14.5 The Returning Officer shall be responsible for the supervision and execution of

all elections and referenda during his/her term of office. 14.6 The Returning Officer shall ensure all constituencies have adequate

representation on Union Council. 14.7 The Deputy Returning Officer shall be responsible for recording the minutes of

Union Council and Union General Meetings, and aiding the Returning Officer in carrying out his/her duties.

14.8 In the event of the absence of the Returning Officer, the Deputy Returning

Officer shall carry out the duties of the Returning Officer. 14.9 The Returning Officer shall be responsible for any communication addressed to,

or resulting from, Union Council or Union General Meetings. 14.10 The Returning Officer may appoint as many Assistant Returning Officers as

he/she deems necessary during his/her term of office. He/she shall be responsible for the conduct of these Assistant Returning Officers.

14.11 The Returning Officer shall be responsible for communicating to the

Guardianship of the Constitution any changes to articles or schedules of this constitution, within ten days of such changes being decided upon.

14.12 The Returning Officer or Deputy Returning Officer shall be deemed to have resigned if they miss two Union Councils without apologies.


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14.13 Should the Returning Officer resign, his/her period of notice shall be twenty days from the receipt of a letter of resignation by the Guardianship of the Constitution. 14.14 Should the position of either Returning Officer or Deputy Returning Officer fall vacant, the Guardianship shall appoint a replacement within twenty days to serve for the remainder of the year. ARTICLE 15: AMENDMENTS 15.1 All amendments to the Constitution shall require:

a) at least ten days notice on University notice boards, including clear directions as to where full information on the amendments can be found. b) notice at a minimum of one Union Council meeting of both the intention and form of amendments. c) notification of the same to be conveyed in writing to the Chairperson of the Guardianship of the Constitution.

15.2 Articles can only be amended by a referendum vote. 15.3 Schedules and appendices can only be amended by a two-thirds majority

decision of Union Council, two-thirds majority of U.G.M or referendum vote. ARTICLE 16: AFFILIATION 16.1 The Union may affiliate to, or disaffiliate from, national organisations. Such decisions shall require a referendum decision. 16.2 (a) The Union may not affiliate to any political party. (b) The Union may not affiliate to any national organisation which compromises its aims and objectives. ARTICLE 17: ELECTIONS 17.1 Only ordinary members of the Union may vote in Union elections. 17.2 All Union elections should take place under the direction of the Returning

Officer and his/her staff. 17.3 Class Representative elections shall take place before the first Union Council. 17.4 Where there is only one candidate for a position of Class Representative in a constituency, that person shall be declared elected. 17.5 (a) The election of Sabbatical Officers, Executive Officers and the Representative of St. Patrick’s College & Pontifical University will take place within thirty days of the commencement of the second semester.

(b) (i) The Clubs Officer and Societies Officer will be elected by their


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constituents at the final Clubs and Societies Council of the second semester.

(ii) Voting in Clubs Officer and Societies Officer elections shall be by means of a show of hands or by secret ballot, with a single nontransferable vote.

(c) The First Year Representative and the Postgraduate Representative shall be elected by their constituents within twenty days of the start of the first semester.

17.6 (a) Members of the Executive and Sabbatical Officers shall be elected through the system of proportional representation by means of a single transferable vote.

(b) (i) In the election of Executive and Sabbatical Officers, ballot papers shall include the statement "Re-Open Nominations" as an option.

(ii) For the purpose of counting votes, the "Re-Open Nominations" ‘candidate’ shall be treated as any other. However, it shall appear last on the ballot paper regardless of alphabetical order. (iii) If the "Re-Open Nominations" candidate is elected, the Returning Officer shall declare the vacancy unfulfilled and an election shall be organised for the vacant post at the earliest appropriate date. 17.7 Candidates for Sabbatical Officer or Executive Officer positions shall be

proposed by any sixty students who sign an official nomination form to that effect.

17.8 No person shall go forward for election if they are unable to fulfil the portfolio

for which they present themselves. 17.9 Elections for any vacant Executive positions shall held be along with the first year and postgraduate representative elections. 17.10 (a) In the event of a Class Representative resigning, a by-election should be held in that constituency to elect a new representative. The by-election must take place prior to the next ordinary Union Council.

(b) In the event of an Executive Officer resigning, a co-option to fill the vacancy should be held at the next Union Council. Notice of co-option must be posted at least ten days in advance of Union Council.

(c) In the event of a Sabbatical Officer’s position falling vacant, a by-election must be held within fifteen days. Should the vacancy fall within eight calendar weeks of the Sabbatical Officer’s end of term of office, the executive may co-opt to fill the vacant seat if they deem it necessary to do so. Notice of a by-election must be given at least ten days in advance.

ARTICLE 18: RESIGNATIONS 18.1 (a) A member of Union Council or the Executive who wishes to resign from his/her position within the Union should give ten days notice in writing to the Returning Officer.


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(b) The Returning Officer shall, in turn, notify the President of any such resignations. (c) Until notice expires, he/she shall continue to be responsible in his/her role. 18.2 A member of Union Council or the Executive shall be obliged to resign: (a) upon a receipt of a petition by the Returning Officer for his/her removal by one-third of his/her constituents. (b) by a vote of no confidence by a two-thirds majority of Union Council or Union General Meeting. SCHEDULE 1: STANDING ORDERS FOR UNION MEETINGS 1.1 AGENDA: (a) An agenda should include the following:

(i) Adoption of the Agenda (ii) Adoption of Minutes (iii) Matters Arising (iv) Correspondence (v) Executive Business (vi) Any Other Business

(b) Any request for change in the order of items is to be considered and voted upon immediately. (c) Items are then taken in their final order. (d) A new agenda shall be drawn up for every meeting. Items not dealt with under previous agenda shall lapse unless re-submitted. 1.2 GENERAL CONDUCT OF DISCUSSIONS:

(a) Speakers shall address themselves solely to the Chairperson in an order indicated by him/her. (b) Whenever the Chairperson speaks, he/she shall be heard in silence and any other member shall at once cease speaking. (c) The Chairperson may call the attention of the meeting to continued irrelevance or tedious repetition on the part of a member and may after reasonable warning, require such member to cease speaking. (d) In cases of dispute on procedure, the decision of the Chairperson is final. (e) Before a motion is voted upon it should be formulated by the proposer, seconded, and recorded by the secretary.


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(f) Speaking rights shall be confined to members of the house, unless granted to observers by the chair. (g) The proposer of a motion, amendment or report automatically has permission to speak and shall have the right of reply to any debate immediately before the vote is taken. Such a reply shall not include any new subject matter. (h) The member speaking shall not be interrupted, except as provided for in these Standing Orders. (i) Amendments should always precede motions. Only one motion, report or amendment shall be before the meeting at any one time. (j) Amendments to a motion or report shall be relevant to it and form an intelligible unit with it. They may not seek to negate it directly. (k) If an amendment is carried or accepted, the original motion or report incorporating the amendment shall become the substantive motion to which further amendments may be moved. (l) If at any time there is no discussion, the Chairperson may inquire whether there is any discussion, opposition or amendment and if not, shall declare the matter carried.

1.3 PROCEDURAL MOTIONS: (a) The following procedural motions may be moved:

i) that the question be now put. ii) that the question be not put. iii) that Union Council proceed to next business. iv) that the matter be postponed or adjourned to a later specified time or meeting. v) that the matter be remitted to the Executive. vi) that the matter be referred (or referred back) to a committee for examination (or re-examination) and report. vii) that the meeting be temporarily adjourned for a certain period of time. viii) that the meeting, or part thereof, be held in camera. ix) that the meeting place be changed. x) that the Chairperson's ruling is partial (which if carried, shall oblige the Chairperson to vacate the chair, until the matter is decided). xi) that Union Council consider a certain emergency motion.

(b) No procedural motion may be moved in respect of another procedural motion. 1.4 POINTS OF ORDER AND INFORMATION: (a) (i) Points of order may be raised by any member which shall have precedence

over all other business. (ii) They shall relate only to the conduct of the meeting. (iii) The speaker should state clearly that he/she rises “On a point of order.”

(b) (i) Points of information may be raised by any member on the acceptance of the member currently speaking.


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(ii) They should be offered by clearly stating that the member rises “On a point of information.” (iii) Points of information should consist of either a concise piece of information offered, or a question of clarification asked, relevant to the matter at hand.

1.5 VOTING: (a) Voting at meetings shall be conducted by one of the following methods:

i) Show of Hands ii) Secret Ballot

The manner of taking the vote shall be at the discretion of the Chairperson who may if he/she wishes appoint tellers. (b) Each member shall have one vote. If a re-vote is taken, members who had not previously voted may now do so. Any tellers, if entitled, can vote provided that they do so before counting the vote. (c) A simple majority will suffice to re-open discussion on a matter already decided. SCHEDULE 2: ELECTION PROCEDURE 2.1 GENERAL PROCEDURE: (a) (i) In Executive Elections, a minimum of ten days notice of polling shall be given,

inclusive of the day of posting of notification and the day of polling, on all relevant notice boards. (ii) In Sabbatical Officers elections, a minimum of fifteen days notice of polling shall be given (inclusive of the day of posting of notification and the day of polling).

(b) Notice of poll shall include the following information: i) Place, date and hours of poll. ii) In the case of a by-election, reason for vacant seat.

(c) Close of nominations shall be at 10PM on the seventh day before polling, exclusive of polling day. All nomination forms must be lodged with the Returning Officer by this time. (d) A list of nominations received shall be posted on all relevant notice boards by 10PM on the following day. (e) Withdrawals should be submitted in writing to the Returning Officer before 12 noon on the second day before polling, inclusive of polling day. (f) The Returning Officer shall post notification of election results on all relevant notice boards within twenty-four hours of the close of polls. This shall include the following information:

i) Total number of votes cast


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ii) The number of votes cast for each candidate in each round. iii) The number of spoiled votes received. iv) A declaration that N was elected.

2.2 INSTRUCTIONS TO VOTERS: The instructions to voters, as set out in Appendix A, shall be displayed clearly at all polling stations at every election. 2.3 VALIDITY OF VOTES: (a) A ballot paper shall be deemed invalid if:

i) it is not initialled by the Returning Officer or Assistant Returning Officer or stamped with the official stamp. ii) it bears no mark. iii) it does not bear the figure '1' or 'X' opposite the name of any candidate. iv) either or both of the figures '1' or 'X' appear opposite the name of more than one candidate. v) other figures or symbols are placed with the figure '1' or 'X' after the name of a candidate. vi) it bears the figure ‘X’ and any other figure. vii) it bears written comment of any sort.

2.4 GENERAL REGULATIONS: (a) Any person who has reason to believe that there was any irregularity of any kind regarding the conduct of an election shall have the right to lodge an election petition with the Returning Officer within three days of the results being communicated. (b) An election petition shall contain all the details regarding the alleged irregularity and shall be signed by at least one person who is willing to substantiate the statements therein. (c) On receipt of an election petition, the Returning Officer shall instruct the Chairperson of the Guardianship of the Constitution to convene a meeting of the Guardianship of the Constitution immediately. The Guardianship of the Constitution shall consider and rule on the petition within five days of its receipt. (d) In considering an election petition, the Guardianship of the Constitution shall consider whether may have occurred, and whether it could have materially affected the result of the election. It shall, at its discretion, declare the election valid or invalid. It may also order a recount. (e) The Returning Officer shall satisfy himself that no Assistant Returning Officer has a selfish interest in the election of any of the candidates. 2.5 REFERENDA: The procedures set out in this schedule shall also be adopted for referenda.


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SCHEDULE 3: CLASS REPRESENTATIVE ELECTIONS 3.1 (a) A constituency shall be determined by the natural division of class and

faculties. Each class shall be entitled to one representative per fifty students to a maximum of three.

(b) The list of constituencies should be revised annually by the President and Vice- President/Communications & Development Officer in July and at any time they are advised to do so by the Returning Officer. This list must be approved by the Guardianship within seven days of its revision.

3.2 Class Representative elections should take place in the class with a Students'

Union representative and a member of University staff present. 3.3 The election will be through a show of hands. 3.4 (a) Class Rep elections for all years will take place before the first Union

Council of the first semester.

(b) If a constituency remains or becomes vacant at any time after elections, the Returning Officer shall inform the relevant constituency of said vacancy and arrange for the co-option of (a) new representative(s). SCHEDULE 4: FINANCE AND SPENDING 4.1 The finances of the Union shall be drawn from the Capitation fee and such

income as accrues to the Union from the financial activities and services of the Union.

4.2 The financial year shall start on the July 1st, and end on June 30th of the

following year. 4.3 All personal expenses encountered by Union members and/or staff on behalf

of the Union shall be presented to Union Council for approval. 4.4 All Union payments shall be made by cheque or bank transfer. 4.5 Two signatures will be required on all cheques: a Sabbatical Officer together

with the University Bursar, or his/her nominee. 4.6 A requisition form shall accompany all cheques (except those which have the

relevant back up documentation or the wages of permanent staff) stating:

a) the sum of the cheque b) the date c) to whom it is being paid and for what purpose d) who (which officer or employee) asked for the cheque to be paid.

4.7 Once a cheque has been issued it may not be altered in any respect, save for

the cancellation or countermanding of payment.


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4.8 All loans sought by the Union must be authorised by the Union Council. If the loan is in excess of one-third of the capitation fund then it must be authorised by a Union General Meeting; similarly all items of capital expenditure must be approved by the Union Council and if in excess of one-third of the capitation fund must be approved by a Union General Meeting.

4.9 Two Sabbatical Officers, together with the Student Activities Officer, must be

present when obtaining a loan from the bank. 4.10 (a) The Sabbatical Officers shall meet at least once a month with the Student

Activities Officer in order to review Union accounts.

(b) The Sabbatical Officers should ensure that they are capable of advising Union Council and the Executive of the financial state of the Union.

SCHEDULE 5: UNION SERVICES 5.1 STUDENT ACTIVITIES OFFICER: (a) In liaison with the University Authorities, the duties of the Student Activities Officer to the Students' Union will include the following:

i) production of annual accounts for all Union activities to the end of the financial year. Such accounts should be audited and ready for the presentation to the first Union Council of the academic year. ii) presentation of an annual budget for financial activities of the Union, as drafted by Capitation Committee, to Union Council for its approval. iii) production of quarterly accounts for all Union activities within eight calendar weeks from the end of the period to which they refer. iv) to carry out quarterly stock-takes on all Union commercial activities together with the appropriate staff. v) to make an annual inventory of all capital equipment owned by the Union, together with the appropriate staff. vi) to ensure that all monies received are logged promptly, and that all creditors are paid within their normal credit terms; having due regard to cash flow in the appropriate bank accounts. vii) to ensure that the Union complies with equality-related legislation, where applicable and appropriate.

(b) He/she may attend all Union meetings, and have the right to speak but not to vote.


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5.2 STUDENTS’ UNION SECRETARY: The duty of the Students' Union Secretary shall be to provide a secretarial service to the Union. 5.3 SHOP MANAGER: (a) A Manager shall be employed by the Union to stock, run and maintain the shop(s) and shall be responsible to the Executive. (b) He/she shall have the power to employ or dismiss shop staff, in accordance with . (c) Monthly stock analysis and day to day accounts shall be kept by the Manager in liaison with the Student Activities Officer. 5.4 CLUB MANAGEMENT COMMITTEE: (a) The Club Management Committee shall consist of:

i) President ii) Vice-President/Education & Welfare Officer iii) Vice-President/Communications & Development Officer iv) Entertainments Officer v) Bar Manager vi) Student Activities Officer

(b) The functions of the Club Management Committee are as follows:

i) to ensure that the Students' Union Club is run effectively. ii) to agree on any and all refurbishments of the club. iii) to deal with any issues that may arise with regard to the running of the club.

(c) The Club Management Committee shall meet at least once a term, and at any other time as it deems appropriate to conduct its business. (d) At the first Club Management Committee meeting of the year, a chairperson shall be elected by a simple majority vote. (e) The Student Activities Officer will act as secretary to the Club Management Committee. (f) Decisions of the Club Management Committee can be taken by a simple majority vote. (g) The Quorum for decisions to be taken is fifty percent plus one (50% + 1) of those members entitled to attend and vote. 5.5 SHOP MANAGEMENT COMMITTEE: (a) The Shop Management Committee shall consist of:

i) President ii) Vice-President/Education & Welfare Officer


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iii) Vice-President/Communications & Development Officer iv) Shop Manager(s) v) Student Activities Officer

(b) The functions of the Shop Management Committee are as follows:

i) to ensure that the Students' Union Shops are run effectively. ii) to agree on any and all refurbishments of the shops. iii) to deal with any issues that may arise with regard to the running of the shops.

(c) The Shop Management Committee shall meet at least once a term, and at any other time as it deems appropriate to conduct its business. (d) At the first Shop Management Committee meeting of the year, a chairperson shall be elected by a simple majority vote. (e) The Student Activities Officer will act as secretary to the Shop Management Committee. (f) Decisions of the Shop Management Committee can be taken by a simple majority vote. (g) The Quorum for decisions to be taken is fifty percent plus one (50% + 1) of those members entitled to attend and vote. 5.6 CATERING MANAGEMENT COMMITTEE: (a) The Catering Management Committee shall consist of:

i) President ii) Vice-President/Education & Welfare Officer iii) Vice-President/Communications & Development Officer iv) Catering Manager(s) v) Student Activities Officer

(b) The functions of the Catering Management Committee are as follows:

i) to ensure that the Students' Union Catering facilities are run effectively. ii) to agree on any and all refurbishments of the facilities. iii) to deal with any issues that may arise with regard to the running of the facilities.

(c) The Catering Management Committee shall meet at least once a term, and at any other time as it deems appropriate to conduct its business. (d) At the first Catering Management Committee meeting of the year, a chairperson shall be elected by a simple majority vote. (e) The Student Activities Officer will act as secretary to the Catering Management Committee (f) Decisions of the Catering Management Committee can be taken by a simple


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majority vote. (g) The Quorum for decisions to be taken is fifty percent plus one (50% + 1) of those members entitled to attend and vote. SCHEDULE 6: STANDING COMMITTEES OF UNION COUNCIL 6.1 WELFARE COMMITTEE: (a) The purpose of the Welfare Committee shall be to discuss welfare related issues pertinent to members of the Union, so as to be in a position to advise Union Council on policy where necessary. (b) Membership of the committee shall consist of:

i) Vice-President/Education & Welfare Officer (Chairperson) ii) First Year Representative to Executive iii) Postgraduate Representative to Executive iv) one mature student v) one student registered with the Disability Office vi) one international student vii) one LGBT student viii) one student parent ix) one Access student x) one student not representative of the above

(c) The committee shall meet and report back to Union Council at least once per semester. 6.2 EDUCATION COMMITTEE: (a) The purpose of the Education Committee shall be to discuss academic related issues pertinent to members of the Union, so as to be in a position to advise Union Council on policy where necessary. (b) Membership of the committee shall consist of: i) Vice-President/Education & Welfare (Chairperson) ii) First Year Representative to Executive iii) Postgraduate Representative to Executive iv) one student from each Faculty (c) The committee shall meet and report back to Union Council at least once per semester. 6.3 CONSTITUTIONAL REVIEW COMMITTEE: (a) The purpose of the Constitutional Review Committee shall be to examine the Constitution so as to be in a position to advise Union Council on any changes it deems necessary. (b) Membership shall consist of:


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i) one sabbatical officer ii) one past Students’ Union Executive officer iii) two Class Representatives

(c) At the first Constitutional Review Committee Meeting of the year, a chairperson shall be elected by a simple majority vote. (d) The committee shall meet at least once per year and report back to Union Council as necessary. 6.4 CLASS REPRESENTATIVE SYSTEM REVIEW COMMITTEE: (a) The purpose of the Class Representative Review Committee shall be to review and develop the class representative system. (b) Membership shall consist of:

i) Vice-President/Communications & Development Officer ii) one past Students’ Union Executive officer iii) one past Class Representative iv) two Class Representatives

(c) The committee shall meet at least once per semester and report back to Union Council as necessary. 6.5 Membership of all standing committees shall be decided at the first Union Council of the year. SCHEDULE 7: RECOGNITION COMMITTEE 7.1 The Union shall form a Recognition Committee. It shall be the duty of this committee to consider the recognition of clubs and societies by the Union, subject to approval by the Student Affairs Committee. 7.2 (a) The committee shall consist of:

i) President ii) Vice-President/Communications & Development Officer iii) Clubs Officer iv) Societies Officer v) Student Activities Officer vi) University Sports Officer

(b) Any club or society shall be eligible to apply for recognition by the Union on presentation of the following:

i) a petition for its formation, signed by sixty Union members. ii) a constitution for the club or society in line with the official draft drawn up by the Student Affairs Committee. iii) a letter outlining the aims and objectives of the club or society. iv) the names and contact details of committee members.


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(c) The committee shall not approve a club or a society if it considers the aims and objectives of the club or society to be detrimental to the good name of the Union. (d) It shall monitor all clubs and societies to ensure their continued participation within the terms of their recognition. (e) Recognition status of a club or a society shall be withdrawn by the committee, subject to the approval of Union Council or a Union General Meeting, in the event of:

i) evidence of contravention of the Union Constitution. ii) evidence of contravention of the law of the land. iii) evidence of mismanagement

(f) A club or society shall have the right to appeal to the Union Council concerning its application for recognition or withdrawal of its recognition status. In either instance, the Recognition Committee shall furnish the Union Council with reasons for its decision. The decision of the Union Council shall be final. SCHEDULE 8: CAPITATION COMMITTEE 8.1 The purpose of the Capitation Committee shall be to outline a yearly budget for the Union’s financial activities and to appropriate funds accordingly. This budget is subject to the approval of Union Council and the Student Affairs Committee. 8.2 The committee shall consist of:

i) President ii) Vice-President/Communications & Development Officer iii) Clubs Officer iv) Societies Officer v) Student Activities Officer vi) University Sports Officer vii) University Bursar or nominee viii) two academic staff

8.3 The committee shall have the power to set down conditions to clubs and societies regarding the spending of capitation money. 8.4 The committee (or sub-committees thereof) shall audit the finances of each club and society at least twice per academic year.


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SCHEDULE 9: EVENTS 9.1 EVENTS COMMITTEE: (a) The Union shall form an Events Committee which shall be a subcommittee of the Executive. This committee shall be responsible for all entertainments organised by the Union. (b) The committee shall consist of:

i) Entertainments Officer (Chairperson) ii) President (Secretary) iii) Vice-President/Communications & Development Officer iv) Clubs Officer v) Societies Officer vi) Student Activities Officer vii) Member of Bar Management viii) Events Crew Representative

(c) The committee shall meet at least once every academic week. (d) The committee shall:

i) approve all events held in the Union. ii) plan and organise Union Entertainments iii) ensure the effective spending of the Entertainments budget. iv) review and evaluate previous Union events.

9.2 EVENTS CREW: (a) The Entertainments Officer shall form and co-ordinate an Events Crew. (b) The purpose of the Events Crew shall be to promote all events run by the Union. (c) The Events Crew shall meet at least once every academic week. SCHEDULE 10: CAMPAIGNS COMMITTEE 10.1 The purpose of the campaigns committee shall be to co-ordinate and run at least

3 campaigns during the year. 10.2 (a) The committee shall consist of:

(i) Vice-President/Communications & Development Officer (Chairperson) (ii) Entertainments Officer (iii) Clubs Officer (iv) Societies Officer (v) relevant Executive Officer(s) for each campaign


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SCHEDULE 11: STATUTE BOOK 11.1 The Guardianship of the Constitution shall keep a record of all referenda

decisions, all by-laws passed by Union committees, and all policies adopted by the Union.

11.2 (a) In the case of committees, it shall be the responsibility of the chairperson

to inform the Guardianship of any necessary additions to the Statute Book.

(b) The Returning Officer shall be responsible for informing the Guardianship of the outcome of all referenda decisions.

11.3 The Statute Book shall be available to any member upon request to the Chair

of the Guardianship of the Constitution and in conjunction with the Vice-President/Communications & Development Officer


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APPENDIX A (a) Check that the Returning Officer has initialled or stamped the reverse of your ballot paper before you vote. (b) You should vote by placing the fig. '1' in the box provided at the right-hand side of the name of the candidate of your first choice. (c) If you wish to indicate a second preference vote, place the fig. '2' after the name of one of the other candidates in the space provided. Consecutive third, fourth, etc. preference may be indicated similarly by using the figures '3', '4', etc. (d) When voting for only one candidate the symbol 'X' is a valid indication of your preference. (e) You may not make any written comment on your ballot paper; doing so will spoil your vote and it will be discounted. (f) For convenience, ballot papers should be folded once only before being placed in the ballot box.

NUIMSU Constitution 2008

Documents

Transcript of NUIMSU Constitution 2008