ELECTED OFFICERS ROLE DESCRIPTIONS 0
Contents Page Section 1: Introduction to the Union About the Union 2 Our Vision, Mission & Values 3 Strategic Plan 2016-2020 3 Equal Opportunities 3 The SU democratic structure 4 Section 2: Role Descriptions Introduction to the elected officer roles 5 Being a trustee 5 Trustees code of conduct Training and support 6 Additional information about Sabbatical Officer posts 6 The Sabbatical Officers President 7 Vice President (Welfare) 8 Vice President (Activities) 9 Vice President (Education) 10 The Student Officers Participation & Volunteering Officer 11 Media & Events Officer 12 Campus Liaison officer 13 Environment & Ethics Officer 14 Please note Section 1 provides general information regarding the Union which may be updated at any point to reflect changes to Union structures or Policy approved by the Board of Trustees. Section 2 constitutes the Bye-Laws of the Union in relation to the roles of its elected officers. 1
Introduction We want to ensure that the Students Union is an organisation its members are proud of, that Officers, Representatives and staff are proud to work in and that our partners are proud to be associated with. Officers and Representatives are the foundation of our democratic structure and vital to ensuring the Union is run by students for students. We want to ensure that Officers and Representatives feel part of the team, understand what is expected from them and feel that their efforts are valued and appreciated. This booklet is intended to provide you with information about each of the roles. It is not meant to be an exhaustive list but rather to give you an overview and point you in the direction of further information. About the Union The Union is a registered charity and its charitable aims are: To promote the interests and welfare of students during their course of study at Bath Spa University. In doing so we represent, support and advise students on a range of subjects. To be the recognised representative between students and Bath Spa University and other external bodies. To provide social, cultural, sporting and recreational activities and forums for discussion and debate for the personal development of students. So what is it we actually do? We run a bar, café, gym, shop and organise events which provide essential services for students and are the principal sources of income for the Union. We provide help and support for students including health campaigns; housing, finance and academic advice and signposting to other sources of help. We support clubs and societies run by students for the benefit of students. We organise volunteering and skill development opportunities. We organise trips and other activities for students. We liaise directly with the University and organisations nationally and in the local area to campaign about and discuss issues that affect students. 2
Our Vision, Mission & Values Our Vision and Mission statements outline the purpose of the Union and how we will seek to achieve this. They are supported by our Organisational Values which describe the culture and ethical principles of the Union. They were reviewed as part of the development of our Strategic Plan for 2016-2020. Our Vision To empower all Bath Spa students to achieve their potential Our Mission To foster an inclusive, community-led culture that actively listens to and responds to the views of students, and which inspires the creation of opportunities to enrich their university experience Our Organisational Values Students are at the heart of everything we do. We have many voices but we are one Union: we achieve great things together. We are creative, innovative and responsive to the changing needs of students. We take pride in delivering high quality services, opportunities and value for money. Trust, sustainability and accountability are at the heart of how we work. Strategic Plan 2016-20 Our new Strategic Plan 2016-2020 was approved by the Board of Trustees in June 2016. The strategy aims to reflect the concerns of students at Bath Spa University today and be flexible to respond to challenges that emerge during its four year lifespan. It outlines six core priorities of: Engagement, Communication & Research Activities Well-being Student Voice Community Skills Development You can find out more about the Strategy at: http://www.bathspasu.co.uk/thebigplan/ Equal Opportunities The Union is committed to ensuring equality of opportunity for all, irrespective of: Age Disability Gender reassignment Marriage and civil partnership Pregnancy and maternity 3 Race Religion and belief Gender Sexual orientation. It expects all team members to uphold these standards at all times. The Students Union s Equal Opportunities Policy can be found on the staff pages of the Students Union website.
The Union Democratic Structure 7400 students and you! who are represented by 250+ Academic Reps 9 Liberation Reps 4 Sabbatical Officers 4 Student Officers who make decisions at Spa Life Student Council Forums Who shape the policy of the Union and represent the views of its members Clubs & Societies Board of Trustees The Board of Trustees are all volunteers and include 4 External Trustees, 4 Student Officers, 2 Student Trustees and 4 Sabbatical Officers. The Trustees have overall responsibility for the governance, strategic vision and finances of the Union. whose decisions are implemented by staff team who manage the Students Union on a day to day basis and provide professional advice to members and trustees Chief Executive Commercial Services Team Bar & Cafe Events Shop Financial Management & Admin Team Administration Reception Representation, Democracy & Welfare Team Union Democracy Academic Representation Advice Services Research Student Experience Team Clubs & Societies Volunteering Gym Skills Development Marketing & Communications Team Union Publications Website Social Media Marketing campaigns 4
The Union has 8 elected officer posts: Introduction to the Elected Officer roles Four Sabbatical Officers: President Vice President (Welfare) Vice President (Activities) Vice President (Education) Four Student Officers: Participation & Volunteering Officer Media & Events Officer Campus Liaison Officer Environment & Ethics Officer Elected Officers are: Representatives being the voice of students and providing leadership on issues within their remit Activists working for change and encouraging students to be active citizens and proactively involved in their education Trustees overseeing the Union as an organisation Leaders supporting groups of volunteers or activities Being a trustee is a voluntary role, which will appear on your HEAR report. You could use this role towards gaining a Certificate in Volunteering Achievement. The Union will reimburse expenses. Trustee responsibilities All of the elected Officers are Trustees of the Union and sit on the Board of Trustees along with four External Trustees and 2 Student Trustees. Their appointment lasts for one year. As a trustee you are expected to attend and contribute to approximately 4 Board of Trustee meetings and between 1-4 sub-committee meetings each year. The Trustees are responsible for ensuring that the Union is running well and is doing what it was set up to do. Trustees must: follow the law and the rules in the charity s governing document (the Constitution) act responsibly and only in the interests of the charity use reasonable care and skill make well-informed decisions, taking advice when you need to Trustees are responsible for: Being an ambassador for the Students Union, safeguarding its good name and values Developing and delivering the Union s strategic plan, policies and procedures Ensuring the Union uses its money and resources sensibly and only in pursuit of its charitable aims Ensuring that the union complies with its legal responsibilities and regulatory requirements, including charity law and other relevant legislation and regulations 5
Ensuring that the Union acts in accordance with its governing document (The Union Constitution) Making sure that the Union keeps proper accounts and records Monitoring the performance of the Union Protecting the Union s assets, taking care over their security and usage Work closely with the other Trustees and Chief Executive to support the effective management of the Union Code of Conduct for Trustees All trustees must: Act within the Union s Constitution and the law taking advice on legal matters where required and being familiar with the Constitution. The Constitution can be found at www.bathspasu.co.uk/about/howwework/constiutionandbylaws/ Act within the best interests of the organisation as a whole considering what is best for the Union and avoiding bringing it into disrepute. Trustees should be ambassadors for the Union, safeguarding its good name and representing the Union as required. Manage conflicts of interest effectively registering and resolving any potential conflicts of interest Respect confidentiality understanding that sometimes the Board is required to deal with information where the utmost confidentiality is required. Trustees must always ensure confidential information is not discussed or shared outside of Board meetings. Ensure they have a sound, up to date knowledge of the Union Be aware of the issues affecting students, the wider Students Union movement and Higher Education. Attend meetings and other appointments or give apologies trustees should engage in discussions and decision making. A trustee who does not attend three consecutive meetings without giving apologies or demonstrating mitigating circumstances may be removed from office. Ensure they are fully prepared for meetings taking time to read papers, query areas they are unsure or concerned about and think about issues before meetings. Actively engage in respectful discussion, debate and voting in meetings contributing positively, challenging sensitively, avoiding conflict and listening carefully Act jointly and accept a majority decision make decisions collectively and standing by them and not acting individually in a manner that contradicts a decision or view of the Board Work considerately and respectfully with all respecting diversity, different roles and boundaries, and avoid giving offence 6
Training & support Any student elected into a position at the Union will receive training to assist them in their role and support from the staff team throughout their time in office. This can include: In-house training on being a Trustee and Officer NUS courses specific to your role Conferences and ad hoc events One to one or group meetings The eight elected Officers of the Union are collectively known as the Executive Committee. As a group they meet on a regular basis to share information, co-ordinate work and develop campaigns to address issues affecting the students at Bath Spa University. Additional information about the roles of the four Sabbatical Officers There are two aspects to all Sabbatical posts. Firstly Sabbatical Officers are elected student representatives who are employees of the Union and paid, in accordance with the constitution. As with all employees, Sabbatical Officers have a contract of employment and are expected to work 37 hours per week, excluding lunch breaks. The current salary for a Sabbatical Officer is 18,212 per annum and officers are entitled to 20 days holiday per year, normally taken outside of term time. Further details regarding working for the Union can be found in the Staff Handbook, which can be found at www. http://www.bathspasu.co.uk/about/howwework/staffpolicies/. Secondly, Sabbatical Officers are Trustees of the Union as described on page 5. The duties of a Trustee are undertaken on a voluntary basis and do not form part of the normal working week. Sabbatical Officers must be current students or existing sabbatical officer at the time of the election. Sabbatical officers automatically become a member of the Union when their appointment commences for the duration of their appointment. Once elected the Sabbatical Officers meet with the Senior Management team to discuss and agree their priorities for the year and key issues affecting the Union. The outcome of this meeting forms the main responsibilities of the post along with the duties described for each role. 7
PRESIDENT The Students Union President is the primary spokesperson for the Union. You should run for this role if you: Want to ensure that the Union remains relevant and beneficial to all students Feel confident in communicating with a wide range of people, from students to the Vice Chancellor, from press to members of parliament Want to take active role to ensure that all students are represented at the University Have an interest in leadership General areas of responsibility Keep student officers, Union and University staff and students updated on University, national and local external organisation affairs that affect the welfare and experience of students To act as a point of contact for Officers, Union Reps, Volunteers and students Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Key areas of responsibility: Chair the Board of Trustees and the Student Council The Sabbatical Officers Act as the lead student representative on the University Board of Governors, academic Board and other senior committees Work with the CEO to co-ordinate the development, implementation and monitoring of the Union s Strategic Plan Work with fellow officers and staff to ensure that the Union s constitution and bye-laws are implemented and updated as required, ensuring any relevant information is disseminated to all parties concerned Actively encourage participation in the democratic structure and processes Liaise directly with the Vice-Chancellor and senior University staff to share information that relates to the student experience and to raise issues affecting students Be the primary spokesperson for the Union, representing the Union with the University, local and national organisations Work with fellow officers and staff to ensure the Union operates ethically and is proactive in its approach to environmental management Be responsible for liaising with the University in relation to student discipline Be responsible for the Union s Complaints and Disciplinary procedures Lead on relevant campaigns, issues and initiatives within and without the national student movement, working with NUS and other organisations where appropriate 8
VICE PRESIDENT (WELFARE) The Vice President (Welfare) is the lead officer on issues relating to housing, money, equality, community relations, student health and well-being. You should run for this role if you: Want to ensure that the Union operates in a way that is ethical, fair and inclusive Can identify points of concern for students and take action to resolve them Want to represent students views and rights Have an interest in students physical and mental well-being General areas of responsibility Keep student officers, Union and University staff and students updated on University, national and local external organisation affairs that affect the welfare and experience of students To act as a resource for Officers, Union Reps, Volunteers and students Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Key areas of responsibility: Act as the lead representative in the Student Community partnership, Federation of Bath Residents Association and other community groups Be the student representative on the University s Equality & Diversity Steering group, Access to learning Fund panel and other committees concerning student welfare Liaise directly with the University Student Support Manager, Accommodation Manager and other staff to ensure that the welfare needs of students are understood and met Ensure the democratic appointment of all Housing and Liberation Reps Work with Union staff to encourage and support proactive work amongst the Housing Representative and Liberation Reps sub-committees to enhance the experience of Bath Spa students Liaise with fellow Officers and student Representatives to ensure that the concerns of students are made known to the University and lobby on their behalf Take a lead role in the development of the Union s support work Be responsible for the development and distribution of welfare information (e.g. sexual health, responsible drinking etc. guidance) Take a representational lead on the Students Union work on equality and diversity, working with Students Union staff and Liberation Representatives where appropriate together with acting as chair of the Students Union Equal Opportunities Committee 9
VICE PRESIDENT (ACTIVITIES) The Vice President (Activities) is the lead Officer for clubs and societies, SpaLife, RAG, volunteering and trips. You should run for this role if you: Are able to motivate and encourage students to lead their own events and groups Are keen to support a wide range of extra-curricular activities from journalism to rugby and knitting to cheerleading Have an interest in developing students skills and enhancing their experiences outside of their course General areas of responsibility Keep student officers, Union and University staff and students updated on University, national and local external organisation affairs that affect the welfare and experience of students To act as a resource for Officers, Union Reps, Volunteers and students Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Key areas of responsibility: Oversee the promotion and development of the Union s clubs and societies and Spalife Assist in the promotion and development of volunteering opportunities Establish and oversee the work of the Raising and Giving (RAG) Committee Work with Union staff to ensure that the Union s extra-curricular activities are informed by and meet the needs and interests of students Oversee all union excursions, trips and tours Act as the principal representative for the Union s Clubs and Societies and be the first point of contact for students wishing to establish a new club or society and to proactively support their development Have a clear financial overview of all clubs and Societies pending and work with union staff to ensure they remain within their allocated budgets Oversee the organisation of major Club and Society events and activities (e.g. award ceremonies, varsities etc.) Liaise with the fellow officers and SpaLife Heads to ensure all publications and broadcasts comply with Union policy, proactively support the ambitions of the Union and represent the Union positively Liaise with fellow officers and student reps to ensure that the concerns of students are made known to the University and lobby on their behalf 10
VICE PRESIDENT (EDUCATION) The Vice President (Education) is the lead officer on issues relating to teaching, learning, academic quality and the general academic welfare of students at Bath Spa University. You should run for this role if you: Want to take active role to ensure that the educational experiences of Bath Spa students are the best they can be Want to take an active role in helping to ensure that the Academic Representation System at Bath Spa is the best that it can be Want to represent students views at University committees and meetings to create the best experience for students General areas of responsibility Keep student officers, Union and University staff and students updated on University, national and local external organisation affairs that affect the welfare and experience of students To act as a point of contact for Officers, Union Reps, Volunteers and students Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Key areas of responsibility: Work closely with academic reps, relevant Students Union staff and the academic quality team at the University to ensure students are well represented with regards to their academic experience Work with relevant Union staff to ensure the smooth running of the Student Academic Representation system To represent student views on a number of academic committees and working groups within the University. Attendance will include, but not limited to, Academic Board, Academic Quality and Standards Committee To act as chair of the Student Representatives Committee, working with student representatives, relevant Students Union staff and University staff to ensure the meeting is an effective vehicle for creating positive change to students academic experience To work closely with Student Representatives, namely School and Course Representatives, to ensure that they are empowered in their roles. Liaise with fellow Officers and student Representatives to ensure that the concerns of students are made known to the University and lobby on their behalf Seek out proactive ways of listening, understanding and engaging the student voice in all levels of representative work Liaise directly and develop strong links with academic services within the University Work with the University to allocate the Extra-curricular Activities Fund 11
The Student Officers VOLUNTEERING & FUNDRAISING OFFICER The Volunteering & Fundraising Officer is the lead Officer for encouraging participation in a wide range of extra-curricular activities, including Raising and Giving (RAG) and volunteering. You should run for this role if you: You are passionate about the wider value of participation in activities and volunteering Are able to motivate and encourage students to take part in activities and volunteering Are keen to support a wide range of extra-curricular activities from journalism to rugby and knitting to cheerleading Have an interest in developing students skills and enhancing their experiences outside of their course General areas of responsibility Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Work closely with the VP Activities, fellow officers and staff to enhance the experience of Bath Spa students Key areas of responsibility: Be an active member of the Board of Trustees and Student Council forums Liaise with University staff to represent the views and interests of students Work with the VP activities, staff and Officers to develop and promote opportunities for students to participate in activities and volunteering Advocate the value of participation and volunteering to students Support the work of the fundraising and volunteering society Support the VP (Activities) to organise events and activities (e.g. award ceremonies, varsities etc.) Provide advice on opportunities and support available through the Union and the Extracurricular Activities Fund 12
MEDIA & EVENTS OFFICER The Media & Events Officer is the lead Officer for SpaLife and the development of key Union events. You should run for this role if you: You are passionate about ensuring the Union communicates effectively with students Are able to motivate and encourage students to become involved in SpaLife Have an interest in media and events General areas of responsibility Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Work closely with the VP Activities, fellow officers and staff to enhance the experience of Bath Spa students Key areas of responsibility: Be an active member of the Board of Trustees and Student Council forums Liaise with University staff to represent the views and interests of students Work with the VP Activities to enhance and develop SpaLife, ensuring that the quality and frequency of productions is enhanced and maintained Work with SpaLife Radio, TV and Magazine to ensure that journalistic integrity is upheld Be an active member of the Union Entertainments Committee, in particular contributing to the development and promotion of key Union events Chair the SpaLife committee Ensure all Union events and activities are promoted effectively through a wide variety of media 13
ART & DESIGN CAMPUSES OFFICER The Art & Design Campuses Officer is the lead Officer for ensuring that the Union effectively represents students across all of its campuses You should run for this role if you: Want to ensure that the Union remains relevant and beneficial to all students Feel confident in communicating with a wide range of people Want to take active role in enhancing the experiences of all Bath Spa students General areas of responsibility Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Work closely with the President, fellow officers and staff to enhance the experience of Bath Spa students Key areas of responsibility: Be an active member of the Board of Trustees and Student Council forums Liaise with University staff to represent the views and interests of all students Develop and maintain effective communication networks across all of the University campuses and Partner Colleges, working with Partner College and School Representatives Campaign on issues faced by students who find engaging with the Union more of a challenge than students based at Newton Park Work with the President and Union staff to ensure the smooth running of the Student Academic and Representations systems Work with the President and Union staff to ensure an equality of opportunity for students in across art and design campuses. 14
ENVIRONMENT & ETHICS OFFICER The Environment and Ethics Officer is the lead Officer for issues relating to the environment, global citizenship and the ethics of the Union and University. You should run for this role if you: You are passionate about ensuring the Union is an ethically run organisation Are able to motivate and encourage students to become involved in issues and campaigns related to the environment or ethical practice Have an interest environmental or ethical practices General areas of responsibility Undertake duties and responsibilities as outlined in the Union s constitution, bylaws and legislation Be a member of and attend meetings as outlined in the Union s constitution and policies Work closely with the President, fellow officers and staff to enhance the experience of Bath Spa students Key areas of responsibility: Be an active member of the Board of Trustees and Student Council forums Liaise with University staff to represent the views and interests of students Campaign on environmental, transport and ethical issues Be an active member of the University Environmental Steering Group and represent the views of students to the University on issues of concern Work with fellow officers and staff to develop and implement ethical policy and practice within the Union To work with Union staff and fellow Officers to develop events and initiatives to improve environmental practice 15