NUSA Rules and Regulations

NEWCASTLE UNIVERSITY STUDENTS’ ASSOCIATION (NUSA)

RULES AND REGULATIONS

TO BE READ IN CONJUNCTION WITH THE NEWCASTLE UNIVERSITY STUDENTS’ ASSOCIATION CONSTITUTION

SECTION 1: Rights and duties of the Executive of NUSA………………………. p1 SECTION 2: Rights and duties of NUSA Collective Convenors ………………. p14 SECTION 3: Rights and Duties of Official Members (non-voting)……………... p19 SECTION 4: Committees and Collectives of NUSA …………………………… p22 SECTION 5: Conduct of Elections ……………………………………………… p28 SECTION 6: Meetings ………………………………………………………….. p 37 SECTION 7: Finance and Audit ………………………………………………… p43 SECTION 8: Contract and Property …………………………………………….. p44 SECTION 9: General Rules and Regulations ……………………………………. p45

Amended August, 2004 Z:\Documents - Company Shared\Company Shared Folder\NUSA\NUSA Documents\Rules & Regulations\Rules Section 1.doc

1

NEWCASTLE UNIVERSITY STUDENTS' ASSOCIATION (NUSA) RULES AND REGULATIONS TO BE READ IN CONJUNCTION WITH THE NEWCASTLE UNIVERSITY STUDENTS' ASSOCIATION CONSTITUTION SECTION 1 RIGHTS & DUTIES OF THE EXECUTIVE OF THE NUSA AS DEFINED

UNDER THE PROVISIONS OF THE CONSTITUTION. 1.1 President: 1.1.1 shall belong to and form part of the Executive as defined in the Constitution; 1.1.2 shall include rights and duties as defined under Sections 6 and 7 of the

Constitution and will be elected under the Rules and General Provisions of the Constitution;

1.1.3 shall be the official spokesperson of The Newcastle University Students'

Association (NUSA); 1.1.4 shall generally supervise the work of the members of the Council and the

Administrator; 1.1.5 shall deliver an Executive Report at NUSAC Meetings; 1.1.6 shall write all correspondence of NUSAC unless otherwise directed by NUSAC

or NUSAC's appropriate Committee/s; 1.1.7 shall be the NUSAC representative on all University Council Committees unless

otherwise directed by the NUSAC; 1.1.8 shall have power in matters of extreme urgency to act on behalf of NUSAC

provided always that such act is in accordance with NUSAC policy and shall not be binding on the NUSAC unless ratified by the NUSAC at the meeting immediately following any such act;

1.1.9 shall be entitled to reimbursement of telephone costs incurred by them outside the

NUSA Office providing a record of calls is maintained similar to that employed in the NUSA Office and upon acceptance of such record by the NUSAC;

1.1.10 shall work in the office at least twenty hours a week, ten (10) of which shall be

for interviews with students and shall include provision for night interviews for


2

part-time students, these interviews to be arranged by appointment with the Administrator;

1.1.11 in matters outside their expertise including, but not limited to, items of a

contractual nature such as employment contracts, lease agreements, general contracts, engagement of legal, professional and general consultants and contractors, shall refer the matter to the NUSAC meeting and upon proper deliberation with NUSAC refer the matter to NUSA's Auditors and/or Honorary Solicitor for their advice as to which course of action is appropriate;

1.1.12 shall, in conjunction with the Administrator, General Secretary and Student

Services Manager and Finance Officer, be the only signatories of all sales tax exemptions negotiated by the Students' Association;

1.1.13 shall together with either the Vice-President, General Secretary,

Administrator or Finance Officer sign and authorise all purchase orders over $1 000.00 issued by the NUSA;

1.1.14 shall assume the position, duties and responsibilities of a member of NUSAC

when that position is vacated, but not their vote, between the time the position is vacated until a new person is elected providing that all decisions will be required to be ratified at the next NUSAC meeting;

1.1.15 shall not receive monies for OPUS contributions within their portfolio. 1.2 Vice-President: 1.2.1 shall belong to and form part of the Executive as defined in the Constitution; 1.2.2 shall include rights and duties as defined under Sections 8 to 10 inclusive of the

Constitution and be appointed under the Rules and General Provisions of the Constitution;

1.2.3 shall submit a quarterly report to NUSAC on the activities of all the Executive

and shall be required to move that NUSAC declare vacant any post where The Executive have not discharged their duties in accordance with the relevant clauses in the Constitution and these Rules and Regulations or adhered to properly constituted NUSAC motions and directives;

1.2.4 shall assist the President in the execution of their duties; 1.2.5 shall not receive monies for OPUS contributions within their portfolio. 1.3 General Secretary:


3

1.3.1 shall belong to and form part of the Executive as defined in the Constitution; 1.3.2 shall include rights and duties as defined under Sections 11 and its sub-sections

of the Constitution and shall be elected under the Rules and General Provisions of the Constitution;

1.3.3 shall ensure that all necessary arrangements are made for meetings of the

Students' Association and meetings of NUSAC, subject to the provisions contained in the Constitution and in accordance with these Rules and Regulations;

1.3.4 shall draw attention to all letters requiring a NUSAC resolution at each meeting

whilst out-going correspondence shall be delegated at NUSAC meetings providing that all outward correspondence under the letterhead of NUSA must bear the President's or the General Secretary's signature as evidence of approval;

1.3.5 shall ensure the maintenance of an accurate and indexed record of all NUSAC

meetings and other meetings of NUSA and all Committee meetings; 1.3.6 shall be responsible for preparing the Agenda paper for all NUSAC and other

meetings of NUSA and shall ensure the preparation and circulation of notices of all NUSAC/NUSA meetings in accordance with Section 31 of the Constitution and these Rules and Regulations;

1.3.7 shall ensure the distribution of copies of all minutes and reports to all Members of

NUSAC and other persons as NUSAC may direct from time to time, such duties to be performed within ten (10) days of such meetings;

1.3.8 shall ensure that an up to date computer list of all Members of NUSA such list to

contain details considered relevant by the NUSAC; 1.3.9 shall make available, upon request, to any Member of NUSA a true and correct

copy of the Constitution and these Rules and Regulations; 1.3.10 shall keep a separate record of NUSA Policy which shall be extracted from

confirmed minutes and recorded into a "Register of Policies"; 1.3.11 shall ensure that an Attendance Register is kept for all NUSAC meetings; 1.3.12 shall prepare and submit on behalf of NUSAC a report of NUSA's activities to

the Annual General Meeting (AGM) and prepare the Agenda, circulate the venue and arrange for auditor tenders and any other requirements stipulated in the Constitution with regard to the AGM and these Rules and Regulations;


4

1.3.13 shall, together with the President, maintain these Rules and Regulations in accord with decisions of NUSAC and circulate copies of changes to the Rules and Regulations to NUSAC Members;

1.3.14 shall, in conjunction with the President, prepare a list of all resolutions made by

NUSAC which require action, but upon which no action has been taken and to keep a register of outstanding motions that require further action. Details of this register are to be tabled at the first meeting of the newly elected NUSAC;

1.3.15 shall be responsible for informing NUSAC in the event that any Member ceases

to be a Member of NUSA and at the first meeting of NUSAC shall verify that all Members are entitled to assume their position by virtue of being a Member of NUSA;

1.3.16 shall, in the event that a NUSAC Member is no longer a Member of NUSA or

resigns their post, move that the position be declared vacant and new elections be called;

1.3.17 shall ensure the maintenance of accurate and updated records of all Committees

and Sub-committees formed by NUSAC together with the name of the Executive Member or Committee Convener in charge of the Committee or Sub-committee and comply with Section 4 of these Rules and Regulations;

1.3.18 shall be assisted by the Administrator in all matters pertaining to their portfolio

and included within the duties listed above, providing that such duties are listed within the Administrator's job description;

1.3.19 shall ensure the maintenance of an updated register of NUSAC Members which

shall show as a minimum: Name Address and/or Telephone Number Position held Date appointed (elected) Date ceased (vacated) and list them in the register in the following order: Executive NUSAC Committee Convenors Faculty Representatives Group Representatives Official Members as listed in Section 5. 2) of the Constitution 1.3.20 shall ensure that, at the first meeting of NUSAC, the provisions regarding the

appointment of Trustees are complied with as contained in the provisions of Section 61 of the Constitution;


5

1.3.21 shall ensure that at the first NUSAC meeting of the year an NUS Liaison Officer

and Small and Regional Campus Liaison Officer are elected from amongst the NUSAC Members;

1.3.22 shall present at the first NUSAC meeting details of all outstanding motions that

require action that are listed in the register in accordance with clause 1.3.14 and these motions shall require either ratification or rejection by the incoming NUSAC;

1.3.23 shall maintain a "Register of Changes" of Rules and Regulations in accordance

with section 9.9.1 of these Rules and Regulations; 1.3.24 shall fulfil such other duties as are specified in the Constitution or in these Rules

and Regulations; 1.3.25 shall co-ordinate the financial affairs of NUSA on behalf of NUSAC and be

assisted by the Administrator and Finance Officer employed by the Students' Association in the performance of their duties;

1.3.26 shall be chairperson of the Finance Committee; 1.3.27 shall ensure that proper books of account are kept in which all financial activities

of NUSA are to be clearly recorded in accord with modern accounting principles and procedure;

1.3.28 shall, together with the Finance Committee, prepare and present to NUSAC at

the first NUSAC Meeting after the Annual General Meeting (AGM) a properly drawn up budget for the ensuing year, which budget shall state the basis on which it is drawn up; and shall include detailed estimates and workings of all anticipated items of income and expenditure for the ensuing year and to be assisted in this by the Finance Officer;

1.3.29 shall supervise and ensure all items listed under Sections 50 to 58 inclusive, of

the Constitution, are adhered to; 1.3.30 shall present a financial report prepared by the Finance Officer to each NUSAC

Meeting and any other meeting NUSAC shall from time to time direct; 1.3.31 shall generally oversee, along with the Clubs and Societies Officer, the Clubs and

Societies financial submissions and loan requests, check their accuracy and legitimacy prior to payment and regularly report to Finance and NUSAC Meetings;

1.3.32 shall present to the Annual General Meeting and the Final NUSAC Meeting

held prior to the Annual General Meeting, financial statements which include an


6

audited income and expenditure account and an audited balance sheet for the previous financial year of NUSA;

1.3.33 shall answer all correspondence in relation to the financial affairs of NUSA; 1.3.34 shall supervise and ensure compliance with the NUSA Financial Procedures

Manual, to be assisted in this by the Administrator and Finance Officer; 1.3.35 shall, in conjunction with the President, Administrator, Finance Officer and

Student Services Manager, be the only signatories of all sales tax exemptions negotiated by the Students' Association;

1.3.36 shall keep such bank accounts as specified in the NUSA Financial Procedures

Manual; 1.3.37 shall generally supervise the Media Officer in matters of finance and budgets

concerning publications of NUSA; 1.3.38 shall keep the books and records of NUSA open for perusal by any Member of

NUSA, provided that reasonable notice has been given and no books or records shall be removed from the NUSA Office;

1.3.39 shall be responsible to NUSAC for all assets of NUSA and shall keep a register

of all fixed assets of NUSA and shall supervise and be assisted in this by the Finance Officer, providing always that such duties are listed within the Finance Officer's job description, and shall ensure that all debts to NUSA are collected and all debts incurred are paid and generally safeguard the assets of NUSA, and shall together with the Finance Officer ensure that all forms of insurances are provided over the property and assets of NUSA as well as ensuring that all taxation, industrial awards and conditions of employees and statutory requirements are complied with;

1.3.40 in matters outside their expertise, including but not limited to, items of a financial

contractual nature such as employment contracts, lease agreements, general contracts, engagement of legal, professional and general consultants and contractors, shall refer the matter to the NUSAC meeting and upon proper deliberation with NUSAC refer the matter to NUSA's Auditors and/or Honorary Solicitor for advice as to which course of action is appropriate;

1.3.41 shall not receive monies for OPUS contributions within their portfolio; 1.3.42 shall perform any other duties as NUSAC may from time to time direct. 1.4 Education Officer:


7

1.4.1 shall be elected by NUSA, be a voting member of NUSAC and belong to and form part of the NUSAC Executive as defined in the Constitution;

1.4.2 shall be responsible for convening and chairing a standing committee within

their portfolio to be known as the Education Collective in accordance with all provisions of the Constitution and Rules and Regulations;

1.4.3 shall be responsible for NUS and NUSA policy on issues affecting education; 1.4.4 shall table a written report of policy, Activities, Plans of the Education Collective

to each meeting of NUSAC and prepare articles for publication in Opus; 1.4.5 shall be responsible for all Austudy enquiries; 1.4.6 shall not receive monies for OPUS contributions within their portfolio; 1.4.7 shall perform any other duties that NUSAC may from time to time direct. 1.5 Welfare Officer: 1.5.1 shall be elected by NUSA, be a voting member of NUSAC and belong to and

form part of the NUSAC Executive as defined in the constitution; 1.5.2 shall be responsible for convening and chairing a standing committee within

their portfolio to be known as the Welfare Collective in accordance with all provisions of the Constitution and Rules and Regulations;

1.5.3 shall be responsible for NUS and NUSA policy on issues affecting student

welfare; 1.5.4 shall liaise with welfare providing university and community groups and

lobby and run campaigns regarding disability issues, safety on campus, student accommodation, affordable childcare and other welfare issues as determined by the Welfare Collective;

1.5.5 shall lobby Government and run campaigns highlighting the need for students

to be provided with a liveable income; 1.5.6 shall table a written report of policy, activities, plans of the Welfare Collective

to each meeting of NUSAC and prepare articles for publication in OPUS; 1.5.7 shall not receive monies for OPUS contributions within their portfolio; 1.5.8 shall perform any other duties that NUSAC may from time to time direct.


8

1.6 Media Officer: 1.6.1 shall belong to and form part of the Executive as defined in the Constitution; 1.6.2 shall include rights and duties as defined under Sections 14 to 15 inclusive of the

Constitution and shall be elected under the Rules and General Provisions of the Constitution;

1.6.3 shall edit OPUS and an Orientation Handbook as the primary duty and further,

assume editorial responsibility for all other student publications with power to co-opt editorial assistance on any publication but subject always to the Director of Student Publications (DSP) for censorship veto;

1.6.4 shall produce at least eight editions of OPUS, at a standard acceptable to

NUSAC, at regular intervals; 1.6.5 shall ensure that arrangements and provisions are made for the reporting of all

NUSAC meetings and general meetings of NUSA; 1.6.6 shall produce any notice, material or editorial which is required by and directed

by NUSA to be published in OPUS or other in-house produced publication; 1.6.7 shall submit a report on the state of progress and activities of OPUS to NUSAC

meetings when directed by NUSAC; 1.6.8 shall co-operate with the DSP at all times, to whom the Media Officer is always

immediately responsible and always subject to DSP supervision, direction, control and censorship veto;

1.6.9 shall enlist any paid or unpaid assistance from NUSA Members or be entitled to

request for staff to assist in their duties, subject to NUSAC approval and the provisions of Section 9.7 of these Rules and Regulations;

1.6.10 shall investigate, promote and supervise any other types of print media activity

that may be useful to NUSA; 1.6.11 shall maintain as high a level of local produced content in each edition as

possible and to this end, they shall be entrusted with the provision of payments for contributors, the rates of which shall be set by NUSAC in its first meeting for the year and published by them in the first OPUS publication following this meeting;

1.6.12 shall, within one month of their election, provide NUSAC with a list of proposed

publication dates for the ensuing year, the dates of which are to be spread throughout the semester periods in the University year, to be approved at the first


9

NUSAC meeting, and published by the Media Officer in the first OPUS publication following this meeting;

1.6.13 shall, together with the DSP, provide NUSAC with advertising rates for

advertisers for the ensuing year which shall be subject to NUSAC approval at its next meeting;

1.6.14 shall ensure that material to be published is presented to the DSP for approval

prior to the publication date; 1.6.15 shall, if approved by the DSP, put in an official order with layout to the printer; 1.6.16 shall assist the General Secretary in the drafting of the Media budget and ensure

that compliance with the Students' Association's budget is achieved; 1.6.17 shall, within seven (7) working days of distribution of each issue of a general

student publication, record in an advertising register all advertising in that issue and arrange for invoicing the advertiser, together with the assistance of the Administrator, providing always that such duties are listed within the Administrator's job description;

1.6.18 shall, as well as OPUS and an Orientation Handbook, produce special

publications as directed by NUSA for such purposes and at such times as it may see fit;

1.6.19 shall be responsible for mailing of exchange copies of all publications of NUSA

and for receipt and filing of reciprocal copies of publications of other universities; 1.6.20 shall, as an editor of general student and special student publications as defined in

Section 9.6 of these Rules and Regulations, be directly responsible to NUSAC; 1.6.21 shall be empowered to appoint or dismiss their own student labour or recommend

to NUSAC the creation of such positions as they deem necessary for the efficiency and production of NUSA's publications on conditions subject to these Rules and Regulations;

1.6.22 in the capacity of editor of a publication of NUSA for which the net production

costs exceed the amount of the grant bestowed for this purpose or the revenue generated through advertising or the like, shall make an immediate report to NUSAC and shall not continue production until approval to continue has been granted by resolution of NUSAC and generally comply with Section 9.2 of these Rules and Regulations;

1.6.23 shall, in addition to their co-editors, make themselves conversant with these

Rules and Regulations;


10

1.6.24 shall, on no account, ever receive commission on advertising revenue from any student publication, and shall be paid in accordance with Section 14 of the Constitution and/or an NUSAC approved expense allowance or bonus;

1.6.25 shall work twenty hours per week; 1.6.26 shall not print or cause to be printed a publication until approved by the DSP; 1.6.27 shall not receive monies for OPUS contributions within their portfolio; 1.6.28 shall perform any other duties that NUSAC may from time to time direct. 1.7 Meetings 1.7.1 Executive shall, in addition to complying to the general guidelines herein

described in these Rules and Regulations:

1.7.1.1 comprise of all of the NUSA Executive as defined in the Constitution and decisions in line with NUSA policy and recommendations to NUSAC shall be made on the basis of simple majority at an Executive Meeting providing quorum is reached and subject to NUSAC ratification and approval;

1.7.1.2 meet at least once prior to each NUSAC Meeting to consider, co-ordinate

and recommend policies at the next sitting of NUSAC; 1.7.1.3 ensure that all Members of the Executive are performing their respective

duties and responsibilities as laid out in the Constitution and these Rules and Regulations;

1.7.1.4 ensure that all NUSA directives, policies and motions are adhered to, that

all the provisions of the Constitution and Rules and Regulations are complied with and cause remedial action where warranted, and that all items covered by Section 1.9.1 to 1.9.12 inclusive of these Rules and Regulations as well as all the provisions affecting any Members individually as contained in the Constitution and Rules and Regulations (ie. jointly and severally) are complied with;

1.7.1.5 ensure any other duties that NUSAC may from time to time direct are

carried out. 1.8 Executive, General Conditions:


11

1.8.1 shall have autonomy in the day to day running of their portfolio providing their actions are consistent with NUSA Policy;

1.8.2 in their actions, shall be subject to the scrutiny of the Executive collectively and

NUSAC collectively; 1.8.3 shall deliver a written report to each NUSAC meeting and such reports shall be

provided to the General Secretary or nominee, one week prior to the scheduled meeting;

1.8.4 shall be available at least ten (10) hours per week in the NUSA Office; 1.8.5 shall maintain within the NUSA Office accurate files and records of their

activities; 1.8.6 shall, if subpoenaed by a Member of NUSA in writing and giving a minimum of

seven (7) days notice, provide a written report to be circulated among Members of that meeting;

1.8.7 shall, as a group, represent a standing committee with the President (and in their

place, the Vice-President) chairing the meeting, or any other Member nominated by a majority of the NUSA Executive, in the event that the President or Vice-President cannot attend;

1.8.8 shall make recommendations to NUSAC and may in cases of extreme urgency

act on Policy, providing that any such act of the Executive shall be reported to the NUSAC meeting immediately following any such act;

1.8.9 shall execute NUSAC directives with regard to contracts, agreements or

authorities by ensuring that these documents are only signed by the President and one other Executive Member, providing always that items of a financial nature shall be signed by the General Secretary and the President;

1.8.10 shall list and make available to NUSAC a detailed schedule of their duties and

responsibilities; 1.8.11 shall ensure that copies of all correspondence under the NUSA letterhead must

bear the signature of the President or the General Secretary; 1.8.12 shall perform any other duties that NUSAC may from time to time direct. 1.9 International Student Department Executive, General Conditions: 1.9.1 shall consist of:


12

1.9.1.1 the International Students Executive Officer (voting); 1.9.1.2 the six elected International Student Executive members (voting); 1.9.1.3 any other International Student who has registered with the

International Students Executive Officer (ex-officio non-voting); 1.9.2 shall as a group represent a standing committee with the International Students

Executive Officer chairing the meeting, or in their absence any other member nominated by a majority of the International Student Executive;

1.9.3 shall make recommendations to NUSAC pertaining to their portfolio; 1.9.4 shall have financial autonomy on items once approved in the budget by NUSAC;

in consultation with the NUSA Administrator or their nominee; and in the event that there is a disagreement between the International Student Department Executive and the NUSA Administrator then the matter shall be resolved at NUSA Council;

1.9.5 shall list and make available to NUSAC a detailed schedule of their duties and

responsibilities; 1.9.6 quorum for the International Student Executive shall be no less than five (5)

voting members of the International Student Executive; 1.9.7 shall meet at least once prior to each NUSAC and be minuted by the NUSA

Committee Secretary; 1.9.8 shall include in their budget wages for the members of the International Student

Executive; 1.9.9 shall perform any other duties that NUSAC may from time to time direct. 1.10 NUSAC, General Conditions 1.10.1 if a member of NUSAC vacates their position within ten (10) academic days

before a vacation break or during a vacation break (thereby making it difficult to conduct a by-election) the President shall assume that members portfolio providing that all decisions are ratified at the next NUSAC meeting and that elections are held in accordance with the Constitution as soon as semester opens.

END SECTION ONE

Amended August, 2004

14

Z:\Documents - Company Shared\Company Shared Folder\NUSA\NUSA Documents\Rules & Regulations\Rules Section 2.doc

SECTION 2 RIGHTS AND DUTIES OF NUSAC COLLECTIVE CONVENERS 2.1 Activities Convenor 2.1.1 shall be elected by NUSA and be a voting member of NUSAC as defined in the

Constitution; 2.1.2 shall assist NUSAC in developing activities as NUSAC may see fit; 2.1.3 shall ensure that Activities of NUSA are properly advertised; 2.1.4 shall liaise with the Union's Activities Coordinator; 2.1.5 shall be responsible for the general organisation of O'Week, Autonomy Day and

other activities and shall be entitled to deputise assistants and employ student labour to assist in these functions providing that the provisions of Section 9.7 are adhered to;

2.1.6 shall liaise with affiliated Clubs and Societies on all campuses of the University

of Newcastle; 2.1.7 shall convene a Clubs and Societies General Meeting in Second Semester; 2.1.8 shall be bound by the Clubs and Societies Rules and Regulations of NUSA Inc. 2.1.9 shall submit to a NUSAC Meeting their proposals and budgets at least one month

prior to the date of the event; 2.1.10 shall (14) fourteen days prior to the NUSAC budget sitting, give to the General

Secretary a plan of activites and budget for each activity for the year; 2.1.11 shall table at each NUSAC Meeting a written report in respect of forthcoming

activities and completed activities; 2.1.12 shall not receive monies for OPUS contributions within their portfolio. 2.2 Environment Convenor: 2.2.1 shall be elected by NUSA and be a voting member of NUSAC as defined in the

Constitution; 2.2.2 shall be responsible for convening and chairing the Environment Collective

within their portfolio in accordance with all provisions of the Constitution and its Rules and Regulations;


15


2.2.3 shall be responsible for NUS and NUSA policy on Environment Issues; 2.2.4 shall not receive monies for OPUS contributions within their portfolio; 2.2.5 shall table at each meeting of NUSAC a report of Policy, Activities and Plans of

the Environment Collective and prepare articles for publication in each issue of Opus.

2.3 Equity Convenor: 2.3.1 shall be elected by NUSA and be a voting member of NUSAC as defined in the

Constitution; 2.3.2 shall be responsible for convening and chairing the Equity Collective within

their portfolio in accordance with all provisions of the Constitution and its Rules and Regulations;

2.3.3 shall be responsible for NUS and NUSA Policy on issues affecting Women on

Campus and work towards highlighting problems peculiar to Women as well as highlight issues of Access and Equity and working to solving these problems;

2.3.4 shall be responsible for NUS and NUSA policy on part-time students’ rights and

conditions and advocating that adequate services are available to part-time students;

2.3.5 shall table written reports on issues affecting their portfolio and prepare articles

for publication in Opus; 2.3.6 shall not receive monies for OPUS contributions within their portfolio; 2.3.7 shall table a written report of policy, Activities and Plans of the Equity Collective

to each Meeting of NUSAC and prepare articles for publication in OPUS. 2.4 Indigenous Students Convenor (which shall be shared by a man and a woman): 2.4.1 shall be elected by Indigenous students of NUSA and be a voting Indigenous

member of NUSA as defined in the Constitution; 2.4.2 shall be responsible for convening and chairing the Indigenous Students

Collective within their portfolio in accordance with all provisions of the constitution and its Rules and Regulations;


16


2.4.3 shall be responsible for NUS and NUSA policy on issues affecting Indigenous students on campus and work towards highlighting problems particular to Indigenous students as well as highlight issues of access and equity and working to solve these problems;

2.4.4 shall not receive monies for Opus contributions within their portfolio; 2.4.5 shall table a written report of policy, activities and plans for the Indigenous

Students Collective to each meeting of NUSAC and prepare articles for publication in Opus;

2.4.6 in the case of the women’s Indigenous Students Convenor, shall be

responsible for convening and chairing the Indigenous Women’s sub-committee.

2.5 International Students Executive Officer: 2.5.1 shall be an International Student; 2.5.2 shall be elected by NUSA and be a voting member of NUSAC as defined in the

Constitution; 2.5.3 shall be responsible for convening and chairing the International Students

Executive within their portfolio in accordance with all provisions of the Constitution and its Rules and Regulations;

2.5.4 shall ensure notice of each International Student Executive meeting is given to all

members; 2.5.5 shall be responsible for NUS and NUSA policy on International Student Issues; 2.5.6 shall table at each meeting of NUSAC a report of policy, Activities and Plans of

the International Students Executive and prepare articles for publications in Opus;

2.5.7 shall liaise with Overseas Students Associations; 2.5.8 shall not receive monies for OPUS contributions within their portfolio; 2.5.9 shall liaise with the International Students Department of the University of

Newcastle.


17


2.6 Working Students Convenor: 2.6.1 shall be elected by NUSA and be a voting member of NUSAC as defined in the

Constitution; 2.6.2 shall be responsible for convening and chairing the Working Students

Collective within their portfolio in accordance with all provisions of the Constitution and its Rules and Regulations;

2.6.3 shall be responsible for NUS and NUSA policy on working students' rights and

Conditions and Advocating that adequate services are available to part-time students;

2.6.4 shall liaise with the NTEU, the CPSU, UNU and other unions where appropriate; 2.6.5 shall liaise with University employment services where appropriate; 2.6.6 shall not receive monies for OPUS contributions within their portfolio; 2.6.7 shall table at each meeting of NUSAC a report of policy, activities and plans of

the Working Students Collective and prepare articles for publication in each issue of OPUS.

2.7 Queer Convenor: 2.7.1 shall be elected by NUSA and be a voting Member of NUSAC as defined in the

Constitution; 2.7.2 shall be responsible for convening and chairing the Queer Collective within their

portfolio in accordance with all provisions of the Constitution and its Rules and Regulations;

2.7.3 shall be responsible for NUS and NUSA policy on queer issues; 2.7.4 shall not receive monies for OPUS contributions within their portfolio; 2.7.5 shall table at each meeting of NUSAC a report of Policy, Activities and Plans of

the Queer Collective and prepare articles for publication in each issue of Opus. 2.8 Transport Convenor: 2.8.1 shall be elected by NUSA and be a voting Member of NUSAC as defined in the

Constitution;


18


2.8.2 shall be responsible for convening and chairing the Transport Collective within their portfolio in accordance with all provisions of the Constitution and its Rules and Regulations;

2.8.3 shall be responsible for NUS and NUSA policy on Student Transport and Liaise

with Transport Committees of the Universities and with Government Transport Authorities to obtain adequate Public Transport for students

2.8.4 shall not receive monies for OPUS contributions within their portfolio; 2.8.5 shall table at each Meeting of NUSAC a report of Policy, Activities and Plans of

the Transport Collective and prepare articles for publication in OPUS. 2.9 Women's Convenor - who must be a woman 2.9.1 Shall be elected by NUSA and be a voting member of NUSAC as defined in the

Constitution; 2.9.2 shall be responsible for convening and chairing the Women's Collective within

their portfolio in accordance with all provisions of the Constitution and its Rules and Regulations;

2.9.3 Shall be responsible for NUS and NUSA Policy on issues affecting Women on

Campus and work towards highlighting problems particular to Women as well as highlight issues of Access and Equity and working to solving these problems;

2.9.4 Shall table written reports on issues affecting their portfolio and prepare articles

for publication in OPUS; 2.9.5 Shall not receive monies for OPUS contributions within their portfolio; 2.9.6 Shall table a written report of policy, activities and plans of the Women's

Collective to each meeting of NUSAC and prepare articles for publication in OPUS;

END OF SECTION TWO

Amended March, 2003 Z:\Documents - Company Shared\Company Shared Folder\NUSA\NUSA Documents\Rules & Regulations\Rules Section 3.doc

19

SECTION 3 RIGHTS AND DUTIES OF OFFICIAL MEMBERS (NON-VOTING) 3.1 Student Member on University Council: 3.1.1 shall be elected by NUSA, be a non-voting, ex-officio Member of NUSAC as

defined in the Constitution; 3.1.2 shall be responsible for liaison on matters of common interest between the

University Council and NUSAC; 3.1.3 shall make representations when required to the University Council on behalf of

NUSA; 3.1.4 shall not receive monies for OPUS contributions within their portfolio; 3.1.5 shall report to NUSAC on activities of the University Council. 3.2 The Director of Student Publications (DSP): 3.2.1 shall be elected by NUSAC, be a non-voting, ex-officio Member of NUSAC as

defined in the Constitution; 3.2.2 shall be solely responsible to NUSAC for all aspects of the publications of all

journals, magazines, handbooks, etc. and all other material including all publications mentioned in these Rules and Regulations, including but not limited to the official journal of NUSA which shall be titled "OPUS", and an Orientation Handbook;

3.2.3 shall make themselves conversant with all the Rules and Regulations pertaining

to student publications; 3.2.4 shall, on no account, ever receive commission on advertising revenue from any

student publication but may receive normal payment for articles independently contributed to publications in accordance with general NUSAC contributor rates from time to time but shall not receive payment for editorials, columns, etc. contributed in their capacity of DSP or Editor/Co-editor;

3.2.5 shall be responsible for the management of all publications specified in Section

9.6 of these Rules and Regulations and under the editorship and control of the Media Officer, such management to include circulation, publicity, public relations, financial control and censorship;

3.2.6 shall be the official censor of all student publications;


20

3.2.7 shall, in the event of a dispute between any Editor and the DSP concerning censorship, have the final decision providing that the Editor may appeal as specified in 3.2.17 of these Rules and Regulations;

3.2.8 shall approve the final content of each issue of a publication and approve the

copy prior to production; 3.2.9 shall: 3.2.9.1 supervise generally the production of all general student publications and

provide NUSA with rates for advertising; 3.2.9.2 prepare, in conjunction with the Media Officer, Finance Officer and

General Secretary, a properly drawn up budget of Income and Expenditure for their term of office, such budget to be the basis of a grant by NUSA general funds to student publications, and such budget to be prepared immediately after being elected and forteen (14) days before the budget sitting of NUSAC;

3.2.10 shall, in conjunction with the Media Officer, General Secretary and Finance

Officer, prepare a properly drawn up statement of income and Expenditure for a period as directed by NUSAC from time to time;

3.2.11 shall be responsible to the Students' Association for all budgetary control of

general student publications; 3.2.12 shall, within their duties of censorship, peruse all initial draft copies intended for

publication by NUSA prior to the Editor ordering proof copies from the printer, delete any material in the form of print, photograph or illustration or any other material intended for publication which they deem unsuitable for publication in accordance with the Rules specified in 3.2.14 and ensure that Section 3.2.15 of these Rules and Regulations is complied with;

3.2.13 shall delete material if they deem it: 3.2.13.1 libellous, seditious or obscene; 3.2.13.2 subject to the National Security Regulations or Defence

Provisions of the Commonwealth; 3.2.14 shall ensure, together with the Editor/s that they abide by laws relating to libel,

defamation, copyright, contempt of Court (to the extent that this relates to discussion of matters of sub-judice) and the inclusion of the printer's and publisher's names and generally abide by laws restricting freedom of speech;


21

3.2.15 shall be subject to NUSAC decision if they are unwilling or unable to act as specified in section 3.2.13 of these Rules and Regulations or perform any of the duties listed in this document;

3.2.16 shall not receive monies for OPUS contributions within their portfolio; 3.2.17 shall be subject to a decision of the NUSA Executive in the event that the Editor/s

make an appeal against the DSP's decision and, if the appeal is upheld by NUSAC, the NUSAC decision is binding on all.

3.3 Voting Members of International Student Executive: 3.3.1 shall be elected by NUSA , be a non-voting, ex-officio Member of NUSAC as

defined in the Constitution; 3.3.2 shall be voting members of the International Student Executive; 3.3.3 shall liaise with and assist the International Students Officer in matters pertaining

to International Students; 3.3.4 shall, if deemed necessary by the International Student Executive, be elected as

Project Officers at the first meeting of the International Student Executive, and execute duties pertaining to that project.

END SECTION 3


22


SECTION 4 COMMITTEES AND COLLECTIVES OF THE NUSA 4.1 General 4.1.1 Collectives and Committees can be formed in accordance with Section 39 (c) of

the Constitution. 4.1.2 A Register of Collectives and Committees shall be maintained by the Honorary

Secretary in accordance with their duties listed in these Rules and Regulations and include as a minimum:

* the name of the Committee * the Committee voting Members * the name of the Committee Convenor (as defined in the

Constitution) or Office Bearer officiating the meeting * Committee type, ie. whether standing committee or special

committee * date committee commenced * date committee ceased to exist * purpose for which it was created. 4.1.3 Collectives and Committees can only be created or abolished by NUSAC in

accordance with the Constitution together with these Rules and Regulations which shall be clearly minuted at the NUSAC meeting, with the same being recorded in the Register of Collectives and Committees by the General Secretary or nominee.

4.1.4 A Minute Book of each Committee must be maintained for all meetings of

Collectives and Committees by the General Secretary or nominee and updated after each meeting.

4.1.5 The Minute Book shall be made available to any NUSA Member, providing

reasonable notice has been given and providing that same does not leave the NUSA Office.

4.1.6 Committees formed shall be referred to as either: * Standing Committee, or * Special Committee. 4.1.7 Collectives shall be all Collectives formed by NUSAC and controlled by a

NUSAC Convenor as described under Sections 4.(1)(b) and 20 of the Constitution.

4.1.8 Committees shall be all Committees formed by NUSAC other than Collectives.


23


4.1.9 Membership of the Education Collective shall be: 4.1.9.1 the Education Officer; 4.1.9.2 other Executive Members ex-officio; 4.1.9.3 all Faculty Representatives of NUSAC; 4.1.9.4 any Member of NUSA who expresses an interest in being a member of

the Education Collective, and registers their name and address with the Education Officer and General Secretary or their nominee;

4.1.9.5 the President who shall be an ex-officio Member in accordance with

Clause 7 of the Constitution. 4.1.10 The Education Collective shall, in addition to complying to the general guidelines

herein described in these Rules and Regulations: 4.1.10.1 develop policy recommendations to NUSAC in relation to all

matters pertaining to Education; 4.1.10.2 co-ordinate on Campus all campaigns of NUS in conjunction with

the Activities Committee and General Secretary; 4.1.10.3 perform any other duties as NUSAC may from time to time

direct. 4.1.11 Membership of NUSA Collectives shall be: 4.1.11.1 Convenor; 4.1.11.2 other Executive Members ex-officio; 4.1.11.3 any Member of NUSA who expresses an interest in being a

member of the Collective, and registers their name and address with the Convenor and the General Secretary;

4.1.11.4 the President who shall be an ex-officio Member in accordance

with Clause 7 of the Constitution. 4.1.12 Quorum for all Collectives shall be three, with the exception of the International

Students Executive where quorum shall be five. 4.1.13 All Collectives shall, in addition to complying to the general guidelines herein

described in these Rules and Regulations:


24


4.1.13.1 develop policy recommendations to NUSAC in relation to all

matters pertaining to the portfolio of the Convenor; 4.1.13.2 perform any other duties as NUSAC may from time to time

direct. 4.1.14 The Collectives shall have the power to co-opt as many other individuals as they

see fit providing that such shall not exercise a vote. 4.1.15 Any appointed Member of a Collective who has been absent without apology

from two consecutive meetings of the Collective shall be deemed to have resigned from that Collective.

4.1.16 The Convenor shall give at least forty-eight (48) hours notice of Meetings (not

including weekends and public holidays) of the Collective. 4.1.17 Meetings of any Collective shall be convened by the Convenor at least once

between consecutive ordinary meetings of NUSAC, providing that NUSAC can waive this requirement at any NUSAC Meeting if the need arises.

4.1.18 Appointed Members of a Collective excluding the Convenor, may receive

monies for OPUS contributions. 4.1.19 Membership and the Rules governing Committees shall be identical with the

Rules enumerated above for Collectives but providing also that they can be formed or disbanded throughout the year at any NUSAC Meeting.

4.1.23 The life of any Committees lapses at the end of the current NUSAC term of

office and must be re-established by a new duly elected NUSAC. 4.2 Collectives, Committees and Their Functions 4.2.1 Environment Collective shall, in addition to complying to the general guidelines

herein described in these Rules and Regulations: 4.2.1.1 develop policy recommendations to NUSAC in relation to all matters

pertaining to Environmental issues; 4.2.1.2 co-ordinate an awareness week campaign in conjunction with the

Activities Collective, promoting issues of concern at the time; 4.2.1.3 perform any other duties as NUSAC may from time to time direct.


25


4.2.2 Finance Committee: 4.2.2.1 shall consist of: * President (ex-officio) * General Secretary * Vice-President * Two duly elected NUSAC Members, not Executive * Finance Officer (ex-officio); 4.2.2.2 shall meet between the first and second meetings of NUSAC for the

purpose of reviewing the budget for the ensuing year for presentation at the second NUSAC meeting;

4.2.2.3 shall meet at least once prior to each NUSAC Meeting to consider the

financial affairs of NUSA; 4.2.2.4 shall present for approval at each ordinary NUSAC Meeting a statement

of Accounts for Payment; 4.2.2.5 shall present revisions to budget for the current year for adoption by

NUSAC; 4.2.2.6 shall approve the timing of Committee expenditure in light of the cash

flow projections; 4.2.2.7 shall, in conjunction with the Executive Committee, be able to approve

expenditure up to $500.00. This must be ratified by NUSAC at the next Meeting;

4.2.2.8 shall perform other duties as NUSAC directs from time to time. 4.2.3 Queer Collective shall, in addition to complying to the general guidelines herein

described in these Rules and Regulations: 4.2.3.1 develop policy recommendations with regard to Queer issues; 4.2.3.2 co-ordinate an awareness week in respect of Queer issues and problems,

promoting services available to the non-heterosexual student community; 4.2.3.3 perform any other duties as NUSAC may direct from time to time. 4.2.4 International Students Department shall, in addition to complying to the general

guidelines herein described in these Rules and Regulations:


26


4.2.4.1 develop policy recommendations with regard to International Student issues;

4.2.4.2 execute campaigns and activities with regards to International Student

issues; 4.2.4.3 shall approve payment for work done by voting International Student

Executive members. Payment shall only be made if the international Student Executive has approved the task, the hours, member to be paid, and the Administrator has been informed prior to commencement of work;

4.2.4.4 co-ordinate an awareness week in respect of International Students' issues

and problems; 4.2.4.5 perform any other duties as NUSAC may from time to time direct. 4.2.5 Working Students Collective shall, in addition to complying to the general

guidelines herein described in these Rules and Regulations: 4.2.5.1 develop policy recommendations to NUSAC in relation to all matters

pertaining to Working Students; 4.2.5.2 co-ordinate campaigns to promote working students’ rights; 4.2.5.3 perform any other duties as NUSAC may from time to time direct. 4.2.6 Transport Collective shall, in addition to complying to the general guidelines

herein described in these Rules and Regulations: 4.2.6.1 develop policy recommendations to NUSAC in relation to all matters

pertaining to Transport affecting students; 4.2.6.2 co-ordinate campaigns to promote student needs with respect to transport; 4.2.6.3 perform any other duties as NUSAC may from time to time direct. 4.2.7 Equity Collective shall, in addition to complying to the general guidelines herein

described in these Rules and Regulations: 4.2.7.1 develop policy with regard to Equity issues; 4.2.7.2 co-ordinate campaigns to promote student needs with respect to equity

issues; 4.2.7.3 perform such other duties as directed by NUSAC from time to time;


27


4.2.7.4 make recommendations to NUSAC on matters affecting the Equity

portfolio. 4.2.8 Women's Collective shall, in addition to complying to the general guidelines

herein described in these Rules and Regulations: 4.2.8.1 develop policy with regard to Women's issues; 4.2.8.2 co-ordinate Blue Stocking Week in conjunction with the Activities

Collective and the General Secretary; 4.2.8.3 publish their statement for Blue Stocking Week with assistance from the

Media Officer; 4.2.8.4 perform such duties as directed by NUSAC from time to time. END SECTION FOUR


28

SECTION 5 CONDUCT OF ELECTIONS 5.1 Returning Officer: 5.1.1 shall be elected in accordance with the provisions of the Constitution; 5.1.2 shall be empowered to nominate, subject to the approval of the NUSA Executive,

a deputy or deputies who shall generally assist the Returning Officer and act in the Returning Officer's absence;

5.1.3 shall approach the Electoral Office with a view to gaining assistance in

conducting all general Elections of the Students' Association; 5.1.4 shall refuse to endorse printing of a policy statement or campaign material until

such time as offensive or defamatory content is corrected but subject to appeal by the candidate to the NUSA Executive for final resolution;

5.1.5 shall call nominations for, arrange and supervise the conduct of elections and by-

elections whenever directed by NUSAC; 5.1.6 shall organise and conduct referenda; 5.1.7 shall arrange for the preparation of the necessary rolls in conjunction with the

General Secretary; 5.1.8 shall arrange for preparation and counting of ballot papers; 5.1.9 shall be responsible for the safe custody of ballot boxes and papers; 5.1.10 shall decide whether or not a vote is informal and if so, ensure that the vote is not

counted; 5.1.11 shall be responsible to NUSA for the conduct of any election unless otherwise

delegated in accordance with the Constitution and these Rules and Regulations; 5.1.12 shall ensure that all the provisions of the Constitution and these Rules and

Regulations regarding elections are complied with; 5.1.13 shall submit to NUSAC a report on all elections conducted at the next meeting of

NUSAC following the counting of the ballot; 5.1.14 shall authorise, by initialling, the original policy statement and or campaign

material of each candidate and ensure that each copy carries that signature before copies are run;


29

5.1.15 shall ensure that the provisions of the electoral act are generally complied with; 5.1.16 shall be responsible for the preparation of an Election Slip that: 5.1.16.1 contains these Rules and Regulations of NUSA pertaining to the

running of elections; 5.1.16.2 contains notice of a policy statement of one foolscap page as

specified in 5.3.13 which must be received before the close of nominations;

5.1.16.3 includes a declaration by the candidate to be subject to these

Rules and Regulations; 5.1.16.4 is signed by the nominee in the presence of the Returning Officer

or their Deputy and countersigned by the Returning Officer or Deputy;

5.1.16.5 shall be the official receipt or acknowledgment for the acceptance

and validation of the nomination form subject to all of the above conditions being met;

5.1.16.6 shall be the official scrutineer's authority to be present at the

counting of votes; 5.1.17 shall not receive monies for OPUS contributions within their portfolio; 5.1.18 upon completion of all conditions stipulated in 5.1.15, shall take a copy of the

document for the Returning Officer's file. 5.2 Elections 5.2.1 Elections may be either NUSA Elections or NUSAC Elections. 5.3 NUSA Elections can be one of three categories: 5.3.1 NUSA - Annual General Election. 5.3.2 NUSA - By-Election. 5.3.3 NUSA - Delegates to National Union of Students (NUS).


30

5.3.4 All NUSA Elections shall be held in accordance with the General Rules listed in the Constitution together with the Rules and Regulations stipulated hereunder.

5.3.5 The Returning Officer will be responsible for calling for all nominations at least

seven (7) days prior to the scheduled date of the closing of Nominations in a notice stating:

a) The purpose of the Election; b) The number of positions to be filled; c) The description of each position; d) Any restrictions upon the eligibility as contained in the Constitution or

these Rules and Regulations; e) The closing date of nominations; f) Date and venue of Elections; g) The necessity of candidates to be familiar with the Constitution and these

Rules and Regulations relating to Elections, a copy of which is to be received upon submission of a nomination form.

5.3.6 Notice of Elections and calling for nominations shall be put on the NUSA notice

boards, entry of each Library and Union Buildings by the Returning Officer seven (7) days prior to the closing date of nominations.

5.3.7 In the event that a NUSAC position becomes vacant outside of the period set

aside for annual NUSAC elections, the period for receiving nominations will remain open for five (5) academic days from receipt of the first nomination. The fact that nominations are open must be advertised on Campuses from receipt of the first nomination.

5.3.8 Elections must be held no less than ten (10) academic days after the closing date

for nominations and no more than twenty-eight (28) days after the closing date for nominations.

5.3.9 The Returning Officer shall on the day after the closing date of nominations

publish a list of candidates together with the names of the proposer and seconder, in the same places as described in section 5.3.6, together with a description of any previous NUSAC positions held if the candidates so desires, the date of the Elections, the hours of polling and location of polling booths.

5.3.10 All candidates must ensure that they personally receive a copy of these Rules and

Regulations relating to Elections from the NUSA Office by signing a confirmation of receipt slip otherwise their candidature will be declared invalid.

5.3.11 The Returning Officer will be responsible for the declaration of results within

48 hours of the Election and shall put results on the NUSA notice boards upon determination of results.


31

5.3.12 Nominations for Elections must be given in writing to the Returning Officer or

their deputy by 4:00 pm on the advertised closing day, which must be signed by the proposer, seconder and nominee and may include a 4" by 4" (maximum) photograph of the nominee (candidate) to be displayed on their policy statement and the candidate is requested (optional) to attend a candidate meeting in the NUSA office at 4:00 pm on the closing date of nominations.

5.3.13 Each candidate must have a policy statement of not more than one foolscap

page length, the contents shall be subject to the scrutiny of the Returning Officer who shall not approve same unless:

- the policy statement complies in all respect with the provisions of the

Constitution or these Rules and Regulations; or - it is not libellous, seditious, or obscene; But the Returning Officers decision shall be subject to appeal to the NUSA

Executive provided that such appeal is made within 48 hours after the Returning Officer's decision.

5.3.14 Each candidate's policy statement must appear in the publication OPUS in the

issue immediately preceding the elections, and if this is not possible due to OPUS production schedule then NUSA will co-ordinate an Election Publication containing these policy statements. Such an election publication will be made available at least five (5) academic days before the commencement of elections.

5.3.15 Candidates may receive copies of their respective policy statements and or

campaign material up to a total of 500 A4 sheets or equivalent value. Adhesives or materials for the placing of posters shall be supplied by NUSA.

5.3.16 The Returning Officer will not be eligible to propose or second any nominations. 5.3.17 The proposer and seconder must be eligible NUSA voters to nominate a

candidate. 5.3.18 A candidate may not withdraw their nominations after polling has commenced. 5.3.19 If the number of nominations do not exceed the number of positions the

nominees will be declared elected. 5.3.20 If the number of nominations are less than the number of positions the nominees

will be declared Elected and new nominations called for the remaining positions. 5.3.21 The Returning Officer will reject any nomination not complying with the

conditions specified in the Constitution or Rules and Regulations.


32

5.3.22 The order that names appear on a ballot slip for an Election shall be determined

by lot. 5.4 Polling Booths shall be established at the entry to Union Buildings and Libraries and or

such other places as the NUSA Executive determine from time to time. 5.4.1 A locked and sealed container must be provided for the collection of votes at

each polling booth. 5.4.2 The Returning Officer will be required to ensure that each booth is staffed by

their assistants during polling hours. 5.4.3 Polling hours shall be from 10:00 am to 5:30 pm on Wednesday and 10:00 am to

3:00 pm on each of the other three days at the NUSA Office Polling Booth, and whatever additional hours determined by the NUSA Executive. The NUSA Executive may determine the hours for any other Polling Booths.

5.4.4 candidates in the Election shall be excluded from each polling booth unless

permission is granted by the Returning Officer. 5.5 Voting 5.5.1 The voters name will be checked off the roll against the voters student ID Card

and the supervisor of the roll will initial the ballot slip before handing it to the intending voter, and mark off the roll.

5.5.2 The voter shall be entitled to vote for each candidate in order of preference using

Nos 1,2,3, etc. however, a clear indication of preference of one candidate only using either the number "1", a tick" ", or a cross"x", shall be not termed an informal vote.

5.5.3 Where more than two candidates are contesting more than one position the first

preferences, primary votes for each candidate will be counted and those 3 exceeding the quota in part 5.5.4 declared elected.

5.5.4 The quota of votes required will be calculated by dividing the total number of

formal votes by a number one greater than the number of positions to be filled. Then by increasing the result by one, disregarding any remainder.

5.5.5 The ballot papers of a candidate so elected shall be then transferred as outlined

below:


33

a) if more than one candidate has more votes than the quota on the first count, the papers of the candidate with the most primary votes shall be distributed first, then those of the candidate with the next highest number of primary votes and so on. If two such candidates have an equal number of primary votes, their papers shall be both distributed before the totals of the continuing candidates are next examined, so that the order of distribution shall be irrelevant;

b) during the allotment of preferences, the Returning Officer shall ignore

preferences recorded for a candidate already elected or excluded and shall scrutinise the voter's next available preference for a continuing candidate;

c) the exhausted ballot papers of the elected candidate (ie those showing no

further preference for a continuing candidate) shall be then set aside as finally dealt with;

d) the number of votes received by the elected candidate in excess of the

quota (called the surplus) is divided by the number of unexhausted ballot papers credited to them. The result to three decimal places shall be called the Transfer Value for those votes. If the removal or exhausted ballot papers causes the transfer value to be greater than one, the votes shall be transferred at full value, ie at a transfer value of one;

e) the number of preferences directed to each candidate shall be multiplied

by the transfer value and this figure added to the number of votes credited to each such candidate, ignoring fractions;

f) a number of ballot papers equal to each number calculated under part

5.5.5(e) shall be selected at random from the ballot papers of the elected candidate which direct a preference to the continuing candidate, and transferred to the continuing candidate;

g) the remaining ballot papers of the elected candidate shall be set aside as

finally dealt with and they, along with the exhausted papers, shall be the papers by which the elected candidate was elected;

h) if a candidate achieves a quota by the above transfer they shall be elected

and the surpluses transferred as above, except that only those papers transferred to the elected candidate in the last transfer shall be considered, ie the Transfer Value is the number of surplus votes, divided by the number of unexhausted ballot papers transferred in the last transfer;

i) after the first count, candidates surpluses shall be transferred in the order

in which they received their quotas, and if two candidates receive a quota at the same count, the procedure set down in part 5.5.5(a) shall be followed;


34

j) after distributions other than those resulting from the first count have

been carried out, the ballot papers which are said to have elected the candidate from which that distribution was made will be: (i) all the elected candidates ballot papers not transferred at the previous count, (ii) newly exhausted ballot papers; and(iii) papers left over after the random selection.

5.5.6 a) The procedure outlined in 5.5.4 shall continue until all vacancies are

filled or until no more candidates, receive a quota. In the latter case, the candidate with the fewest votes credited to them at that time shall be excluded, and their ballot papers transferred at full value according to the next preference for a continuing candidate recorded on them. Exhausted ballot papers shall be set aside as finally dealt with. If this results in a candidate receiving a quota, that candidate shall be elected and the surplus transferred as in rule 5.5.4, otherwise the next lowest candidate shall be excluded, and so on.

b) Where two candidates are equal and lowest on the poll and one must be

excluded, the one who received the lowest number of primary votes shall be excluded. If the candidates are equal in primary votes also, the candidate to be excluded shall be determined in some random fashion. These shall be done in the presence of two members of NUSA, preferably the candidate's scrutineers, who shall sign a statement to the effect that the Returning Officer complied with this rule.

c) Such transfers and exclusions shall continue until sufficient candidates

have achieved quota, or until all candidates in excess of the number to be elected have been excluded, in which case the remaining candidates shall be declared elected.

5.5.7 The principle shall be, one member, one vote, and accordingly each member will

be entitled to vote only once in each group of elections as outlined in the Constitution and in the event of any member being, but for this paragraph, qualified to vote in more than one faculty then such member must elect and specify to and as the Executive may require the qualification on which they rely for their right to vote.

5.5.8 Each candidate shall be entitled to have one (1) scrutineer present at the counting

of the votes for the position. The Returning Officer may exclude any one without the official "election slip" authority of the candidate.


35

5.6 NUSAC Elections 5.6.1 NUSAC elections will be held at the first NUSAC meeting following 1st January,

to elect from the NUSAC voting members a Vice-President, a Director of Student Publications, three trustees and a NUS Liaison Officer and then at such time afterwards should a vacancy exist.

5.6.2 The Returning Officer for this Election will be the Administrator or their

nominee and the result of the ballot will be simple majority of eligible voters present. In the event of a tied vote the result shall be drawn from a hat.

5.7 International Student Executive Elections 5.7.1 International Student Executive Elections will be held at the first International

Student Executive meeting following 1st January. 5.7.2 The International Student Executive shall determine an Executive structure

comprised of the International Student Executive Officer, ordinary voting members and Project Officers if deemed necessary.

5.7.3 The International Student Executive shall elect from the voting members Project

Officers as determined by the International Student Executive. 5.7.4 The Returning Officer for this election will be the Administrator or their

nominee, and the result of the ballot will be simple majority of eligible voters present. In the event of a tied vote the result shall be drawn from a hat.

5.8 Practices Forbidden 5.8.1 No Person shall in connection with any election: 1) Directly or indirectly incur any monetary expenses other than those

permitted under 5.3.12 of these regulations; 2) Use any good which directly advocates a vote for a ticket or individual in

connection with the election, with the exception of printed material as specified in 5.3.15;

3) Engage in electioneering or display any poster within three metres of a

polling booth during any election. 4) Record a vote to which the voter is not entitled. 5) Interfere with any ballot box, ballot paper, electoral roll nomination.


36

6) Engage in any dishonest practice relating to the election, including

tampering with the policy statements of any other candidate and including the dissemination of a publication of libellous, fallacious and erroneous material or public statements of the same. This in no way legitimises any dishonest practice which is not specifically stated in these regulations. Interpretation of this clause is the role of the Returning Officer and in the case of any appeal, the NUSA Executive shall make the final decision.

5.8.2 Only those persons enrolled as a member of NUSA shall campaign on behalf of a

Candidate. Any person found campaigning who is not enrolled as a Student of the University of Newcastle shall result in the said Candidate being disqualified at the Returning Officer's discretion.

5.9 Disputes 5.9.1 The Returning Officer shall hear and determine any disputes which may arise in

the connection with the running of the elections or allegations that any person has infringed or attempted to infringe these Regulations.

5.9.2 In the event of the Returning Officer finding evidence in support of such an

allegation, the Returning Officer must: 1) Disqualify the candidates in question, or 2) Order a new election, or 3) Refer the matter to the NUSA Executive for decision, or 4) Take such action as the Returning Officer thinks fit. 5.9.3 Any dispute or allegation must be brought to the attention of the Returning

Officer within 5 days of the offence occurring. 5.9.4 Any person concerned may appeal to the NUSA Executive against the decision

or act of the Returning Officer provided that such an appeal is made within 48 hours and further provided that this does not span one weekend or public holiday.

5.9.5 The decision of the NUSA Executive will be final. END OF SECTION FIVE


37

SECTION 6 MEETINGS 6.1 General Meetings of NUSA All meetings of NUSA will be conducted in accordance with sections 42 to 49 inclusive

and general provisions of the Constitution. 6.1.1 Any movers of motions that require any business to be taken to a General

Meeting shall assist the General Secretary in arranging that General Meeting ie; Booking of Courtyard, PA System, Attendance Sheets, etc.

6.2 Meetings of the NUSAC 6.2.1 All NUSAC Meetings will be held in accordance with the provisions of section

29 and 36 inclusive and General provisions of the Constitution and in accordance with the Rules and Regulations hereunder.

6.2.2 Notice of Meetings shall not be deemed to have been given unless either: a) notice in legible scrip of some kind, specifying the date, time and place of

such meetings have been placed in a clearly visible position on the NUSA Notice Board in a clearly visible position on the wall of the NUSA's Office at least 5 days prior to the scheduled date;

b) at least 5 days, (or shorter if the Executive deem so) notice in writing

including an agenda, is given to each member; 6.2.3 Quorum at Meetings If quorum is not present thirty minutes after the time the meeting was called, the

meeting may be adjourned until such time as may be determined by the members present.

6.2.4 Chairing of Meetings A chairperson (chair) will be selected in accordance with the provisions of

section 34 of the Constitution. 6.2.5 Agenda at Meetings After the Election of a chairperson the next item of business shall be the adoption

of the agenda for the business. Any amendments to this agenda during the course of the meeting will require the chairpersons approval.

6.2.6 Any Member wishing to have a discussion included in the agenda shall give

seven days notice in writing to the General Secretary and no member shall


38

introduce for discussion at a meeting a subject which has not been included on that agenda without the express permission of the chairperson.

6.2.7 Any member proposing to rescind a motion passed at a previous meeting must

give seven days notice to the General Secretary for inclusion on the agenda. 6.2.8 Any member of NUSA may subpoena a NUSAC member for a report (verbal or

written) by giving a minimum of seven days notice to such NUSAC member prior to the next meeting, circulating same to all members and arrange for such business to be listed on the agenda on the forthcoming meeting.

6.2.9 Order of Business and General Conditions i) Welcome and apologies ii) Election of chairperson iii) Adoption of the agenda iv) Confirmation of minutes of last meeting v) Business arising from such minutes vi) Question time of 15 minutes (Extendable by resolution by another 15

minutes) vii) Correspondence viii) Business arising from correspondence ix) Accounts for payment x) Executive reports xi) Business arising from Executive reports xii) General business 6.2.10 General Conditions of Meetings All apologies shall be in writing giving explicit reasons for the member's absence

and bear the date and signature of the member. 6.2.11 All meetings shall be open to members of NUSA, provided that any matters

which in the opinion of NUSAC members should be dealt with in camera may be so dealt with.

6.2.12 The Administrator or their nominee selected from the staff pool shall attend all

meetings and take full minutes of such meeting. 6.2.13 If NUSAC so decides that an NUS extraordinary resolution shall be voted upon

by the General membership it shall be decided by ballot system over two days (being two of Tuesday; Wednesday or Thursday) during which time, or before, at least one public debate on the subject shall be held by NUSA.


39

6.3 Manner of Conduct of Business 6.3.1 Speaking at Meetings 6.3.2 The chairperson shall be heard without interruption. 6.3.3 Every member desiring to speak shall address themself to the chair. 6.3.4 Where two or more members desire to speak the chairperson shall nominate the

member who first indicated such desire. 6.3.5 Only one item of business shall be before the chair at any one time and only one

speaker permitted to speak. 6.3.6 Any member proposing a substantive motion shall be required to have the

motion seconded by another member prior to delivering it in writing on the approved motion paper to the chairperson before a vote is taken.

6.3.7 Any person having the right to speak shall have the right to move or second

motions or amendments to motions. 6.3.8 A motion shall be decided on the voices, or, if requested by at least two members,

or the chairperson by a show of hands. A secret ballot shall be taken if at least 4 members demand. The chairperson shall have a vote and in the case of an equality of votes, the motion is deemed lost.

6.3.9 If the motion is lost, a reply shall be allowed by the member who proposed a

substantive motion but not to any member who has moved an amendment or a procedural motion.

6.3.10 Any member wishing to move an amendment to either a successfully voted

substantive motion or substantive motions in progress must propose or re-submit a fresh substantive motion and this proposed motion will be required to go through the procedures outlined in sections 6.3.1 to 6.3.9 inclusive and the previous passed substantive motion is deemed to be rescinded if this new amended motion is passed.

6.3.11 If the chairperson wishes to move, second or speak on an substantive motion, the

chairperson must leave the chair for the duration of the debate on the motion under discussion.

6.3.12 A member may move at any time that a "strict order of debate" be followed and if

carried shall not permit anyone to speak more than once on the motion and the chairperson may at their discretion impose a time limit on all speeches during "strict order of debate".


40

6.3.13 No member may speak on any motion after it has been put by the chairperson and the vote taken, and no further discussion will take place on a motion that has reached the stage of section 6.3.11 of these Rules and Regulations.

6.3.14 If the member giving notice of a motion is absent, any member present may

move such a motion. 6.3.15 A motion may be amended or withdrawn by the mover with the consent of the

seconder. But if such is the case, any member present may take up the motion or amended motion at that meeting provided it is seconded.

6.3.16 Any motion or amendment not seconded shall not be further discussed but shall

be recorded and the mover retains their right of explanation. 6.3.17 Any visitor (NUSA member or otherwise) may be heard if a motion to this effect

is carried by a simple majority. 6.3.18 The chairperson shall interpret any portion of the NUSA Constitution or these

Rules and Regulations where the meaning of any such section is obscure provided that their interpretation may be dissented by a majority of NUSAC voting thereon.

6.4 Procedural Motions 6.4.1 General 6.4.2 All procedural motions shall be put forthwith without debate excepting only an

explanation as to the meaning of the procedural motion by the chair or the chair's delegate. All procedural motions can be put without being seconded.

6.4.3 Previous question "that the motion be not now put at this meeting" This motion

can only be moved upon a substantive motion or after the disposal of an amendment to a substantive motion. The mover of either motion has no right of reply. If carried, the substantive motion or amended motion cannot be brought forward at the same meeting, if lost the motion currently debated before the meeting must be voted upon without further discussion or amendment. The chairperson has discretion as to whether they will allow the previous question to be moved although the previous question may be debated.

6.4.4 Closure "that the motion be now put at this meeting" This motion can be moved

at any time. It is carried by simple majority. If carried, the chairperson must put the substantive motion and/or amendment motion being considered without further delay except that the mover shall retain their right of reply.


41

6.4.5 "Proceed to Next Business" This motion cannot be moved while a person is speaking or by a person who has

moved, seconded or spoken on the motion under discussion or be debated upon or amended. If carried, this motion requires the meeting to proceed to next business.

6.4.6 "That The Motion Lie On The Table" This motion may be moved by any member present. It can be moved on a

substantive motion and/or amendment to a motion. This procedural motion can be moved at any time. It is carried by a simple majority. If carried, the chair must put the substantive and/or amendment motions being considered without further delay except that the mover shall retain their right of reply.

6.4.7 "Adjournment of Meeting" This motion can be moved at anytime. It is carried by simple majority. If

carried, the chair must put the substantive and/or amended motions being considered without further delay except that the mover shall retain their right of reply. This motion must be passed nominating time, place and date of the adjourned meeting and if no date is fixed it shall be the next ordinary meeting of the NUSAC. If the adjournment relates to a "special" sitting than only adjourned business can be discussed.

6.4.8 Foreshadowed Motion. Any member may move a foreshadowed motion while another motion is being

debated which will be read out by the chairperson as soon as it is received. The chairperson has discretion as to whether or not they will allow debate on this motion as at the same time as the motion currently under debate. When the original motion is resolved, the chairperson shall immediately put the foreshadowed motion to a vote, provided that in the chairperson's opinion, there has been sufficient debate on the foreshadowed motion.

6.5 Points of Order 6.5.1 General Any member may at any time rise and address the chairperson on a point of

order, providing that they state immediately they are taking a point of order, confine their observations directly to the point of order, and is taken immediately the breach of order occurs. The speaker so called should be given the opportunity to explain but any new matter must not be introduced or the point of order not be debated. The chairperson's ruling on a point of order is final, conclusive and not debatable.


42

6.5.2 Points of Information Points of information may be given by any member and they must be relevant to

the discussion. The chairperson has discretion whether or not to allow a point of information.

6.5.3 Interpretation Any member may ask for an interpretation on any matter arising during debates

relating to the Constitution and/or Rules and Regulations, provided that such interpretation shall only be given by the chairperson unless the chairperson directs the question to some other person.

6.5.4 Dissent: "That the chairperson's ruling be upheld" Notwithstanding

anything previously stated in these Rules and Regulations, the ruling of the chairperson may be challenged by the above quoted motion. On such a motion moved and seconded, the chairperson shall vacate the chair. The mover of this motion shall speak, the chairperson shall reply and the motion shall be put to vote without further debate.

END OF SECTION SIX


43

SECTION 7 FINANCE AND AUDIT 7.1 General - NUSAC Shall: 7.1.1 ensure that all the provisions contained in the Constitution, including but not

limited to section 50 to 58 inclusive, as well as contained herein in these Rules and Regulations are complied with;

7.1.2 ensure that NUSA becomes an participating employer in any Superannuation

Fund set up for the benefit of its employees whether Award Superannuation or other;

7.1.3 ensure that all Fixed Assets of NUSA be under the direct control of the General

Secretary, who shall be responsible to NUSAC for their safe keeping and will be assisted by the Administrator, providing that such duties are listed within the Administrator's job description;

7.1.4 purchase, replace, rent, lease, hire or dispose of capital assets of NUSA as

determined by NUSAC Resolution on recommendation from the Finance Committee and ensure depreciation rates charged against revenue is appropriate from time to time in consultation with its auditors;

7.1.5 ensure that, in matters outside NUSAC's expertise, including but not limited to

items of a contractual nature such as employment contracts, lease agreements, general contracts, engagement of legal, professional and general consultants and contractors, NUSAC, upon proper deliberation, refer the matter to the University Secretary and/or Bursar for advice, as to which course of action is appropriate but providing always that NUSAC reserves the right thereafter to seek outside professional advice if it deems it necessary and will communicate such determination by way of letter to the University Secretary/Bursar.

END OF SECTION SEVEN


44

SECTION 8 CONTRACT AND PROPERTY 8.1 General - The NUSAC Shall: 8.1.1 Ensure that all the provisions contained in the Constitution, including but not

limited to section 59 to 60 inclusive, as well as contained herein in these Rules and Regulations are complied with.

END OF SECTION EIGHT


45

SECTION 9 GENERAL RULES AND REGULATIONS 9.1 NUS Liaison Officer 9.1.1 NUSAC shall select at its first meeting of the year from within the duly Elected

NUSAC voting members, an NUS Liaison Officer, who shall chair a Committee, made up of all NUSA elected NUS Representatives and shall ensure that the committee meets at least once between each ordinary NUSAC meetings, and such committee is to make recommendations to NUSAC on NUS matters, publicise NUS Activities and disseminate NUS information through publications and reports;

9.1.2 shall be responsible for NUSA Liaison with the Executive and Constituent

members of NUS on matters concerning NUS and its constituents; 9.1.3 shall submit to each ordinary meeting of NUSAC a report of NUS Activities

which are of concern to the NUSA and publicise same and disseminate NUS information;

9.1.4 shall, together with other NUSA NUS Elected Representatives, be entitled to

attend NUS Conferences upon NUSAC approval and for those who cannot attend the NUSAC will appoint a representative in their place;

9.1.5 shall ensure that all delegates to conferences or information exchanges publish a

report of the conference etc in the issue of Opus immediately following the conference and ensure that no payment is made for writing these articles;

9.1.6 shall not receive monies for OPUS contributions within their portfolio. 9.2 Small and Regional Campus Liaison Officer 9.2.1 NUSAS shall select at its first meeting of the year from within the duly Elected

NUSAC voting members, a Small and Regional Campus Liaison Officer. 9.2.2 shall be responsible for NUSA Liaison with other Small and Regional campuses

and represent Newcastle on the Small and Regional Liaison Committee; 9.2.3 shall submit to each ordinary meeting of NUSAC a report on the Activities of

Small and Regional Campuses and disseminate information regarding Small and Regional Campuses;

Grants to Collectives, Committees and Publications of NUSA 9.3.1 NUSAC may at its discretion:


46

a) grant monies to its Collectives and Committees; b) grant monies for the production of any publication of NUSA to finance

these activities, provided always that such application for a grant by the collective, committee or publication is supported by a detailed budget and it gains approval of NUSAC.

9.3.2 NUSA shall not be liable for any expenditure incurred by any collective, or

committee or for the production of publications of NUSA in excess of the grant conferred by it under 9.3.1 above providing, however, that NUSAC may approve such expenditure which, to the satisfaction of NUSAC, the cost overruns are proved to be honestly and fairly incurred in pursuance of their objectives and duties, and make payment of any such excessive expenditure when and if funds are available.

9.3.2 At the request of NUSAC, the General Secretary together with the Convenor or

publication representative, shall provide information to NUSAC on the amount of grant advanced to them and the balance still outstanding, variations to budget and explanations on incurred or expected cost overruns.

9.4 Grants to Affiliated Organisations 9.4.1 The Rules regarding grants to affiliated organisations are subject to a separate

document titled "Clubs and Societies Rules and Regulations". 9.5 NUSAC Representatives on University Committees 9.5.1 NUSAC shall ensure that the NUSAC representatives on all University

Committees shall be bound at all times by the provisions of the NUSA Constitution, NUSA Rules and Regulations and directives at NUSAC Meetings from time to time.

9.6 Honorary Solicitor 9.6.1 NUSAC shall appoint an Honorary Solicitor from time to time on the

recommendation of the NUSA executive who shall be lawfully qualified and registered solicitors or barristers and will provide legal counsel for the benefit of NUSA.

9.7 Student Publications


47

9.7.1 Student publications published under the Auspices of NUSA shall refer to either "General Student Publications" or "Special Student Publication".

9.7.2 General student publication refer to: i) the official journal of NUSA which shall be titled "OPUS"; ii) an Orientation Handbook and Alternative Handbook. 9.6.3 Special student publications refers to any other publication (than above) which

NUSAC may from time to time resolve to publish and included but not limited to Newspapers, Gazettes, Journals, Handbooks, Journals, Newsletters etc.

9.7 Student Labour 9.7.1 Student labour will occasionally be sanctioned if the following conditions are met

and only after approval of NUSAC has been obtained: i) voluntary assistance has first been sought; ii) the duties are not already covered under the duties and responsibilities of

the NUSA Executive and/or employees providing that a case can be put to the satisfaction of NUSAC for requesting student labour assistance by the said NUSA Executive and/or Employee;

iii) the authoriser can justify to NUSAC such usage; iv) the student labour required is generally advertised for all members; v) the hourly rates comply with NUSAC approved rates from time to time; vi) all students comply with the various government statutory regulations

regarding employees. 9.8 Interpretation 9.8.1 Should there be any inconsistency between these Rules and Regulations and the

NUSA Constitution, the provisions of the NUSA Constitution will prevail and the interpretation on an issue shall be based on the provisions of the Constitution firstly as if the Rules and Regulations did not exist, and then secondly to the Rules and Regulations.

9.8.2 These Rules and Regulations are generally regarded as directives on the workings

of NUSAC and may be changed at any time by NUSAC, providing always that if


48

any of the provisions of these Rules and Regulations are inconsistent or contradict the NUSA Constitution, the inconsistency or contradiction shall be declared null and void.

9.9 Changes to Rules and Regulations 9.9.1 Any changes to these Rules and Regulations shall be entered into a "Register of

Changes" by the General Secretary or nominee and this register shall as a minimum show:

i) the clause reference changed; ii) the description of the change; iii) the date and motion reference authorising the change; and at least once every year, prior to the first sitting of the newly elected

NUSAC, all these changes shall be reflected in a copy of a new Rules and Regulations document, clearly indicating the date of amendment, and to be tabled at the first meeting of the newly elected NUSAC for adoption or rejection.

END OF RULES AND REGULATIONS

NUSA Rules and Regulations

Documents

Transcript of NUSA Rules and Regulations