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► Part F
Unless stated specifically as Sports Clubs, Societies or Networks, the aforementioned in the following will be referred to as “the activity”.
F.1 THE STUDENT ACTIVITIES COMMITTEE back to top
F.1.1 The Student Activities Committee shall be responsible for overseeing Sports, Societies and Networks within ULU.
F.1.1.1 Sub Committees that report to the Student Activities Committee
i) There shall be a Sports committee consisting of the Club Captain and one other member of each provisionally and fully recognised Club. The Student Activities Committee may approve such other persons.
ii) There shall be a Societies committee consisting of the Chairperson and one other member of each provisionally and fully recognised Society. The Student Activities Committee may approve such other persons.
iii) There shall be a Networks committee consisting of Chair of the managing board (or their representative) and one other member of each provisionally and fully recognised Network. The Student Activities Committee may approve such other persons.
iv) There shall be an Intercollegiate Sports Committee (ICSC). It shall consist of one elected Sports Officer from each of the Colleges and any other recognised bodies competing within the ULU Inter-Collegiate sports programmes. The Student Activities Committee may approve any other such persons.
F.1.1.2 Roles of the Sub Committees
i) They shall meet at least once per term in accordance with the ULU calendar of meetings.
ii) The purpose of the Sports Committee, Societies Committee and Networks Committee shall be to provide representation to their Specific ULU Activity; and also to receive information and training for the running of their Activity. The Student Activities Committee shall set their terms of reference.
iii) The purpose of the Intercollegiate Sports Committee shall be to provide representation to Sports Clubs competing within the Inter-collegiate Sporting programmes. Also, to provide a forum to discuss items of common sporting concern between the Colleges. The Student Activities Committee shall set its terms of reference.
F.1.2 Membership of the Student Activities Committee
The Committee shall consist of the following:
i) The Sabbatical Officers of the Union
ii) Three elected representatives from the Sports Committee (Sports Executive Officers)
iii) Three elected representatives from the Societies Committee (Societies Executive Officers)
iv) Three elected representatives from the Networks Committee (Network Executive Officers)
v) Three elected representatives from the Intercollegiate Sports Committee
vi) The Chair of Council; who will be responsible for Chairing the Committee, in accordance with the Chair of Councils terms of reference.
F.1.3 Sports Executive Officers, Societies Executive Officers and Networks Executive Officers
F.1.3.1 How they are elected and why
i) The Sports Executive Officers are elected by the Sports Committee, to be the representatives of the ULU Sports Clubs at the Student Activities Committee for all issues regarding the ULU Sports Clubs.
ii) The Societies Executive Officers are elected by the Societies Committee, to be the representatives of the ULU Societies at the Student Activities Committee for all issues regarding the ULU Societies.
iii) The Networks Executive Officers are elected by the Networks Committee, to be the representatives of the ULU Networks at the Student Activities Committee for all issues regarding the ULU Networks.
F.1.3.2 The roles of the Executive Officers
i) Each of the respective Executive officers are required to attend the Students Activities Committee meetings
ii) Each of the respective Executive officers are required to assist the Vice president with responsibility for their Activity in any way they can. (Examples of such assistance my be being the running of their respective sub committee or help with the planning & running of their respective awards night.)
iii) When necessary to sit on the disciplinary panel (see regulation F.8.2)
F.2 AIMS OF THE ACTIVITIES back to top
Each Activity shall have as its key purposes the educational, recreational and cultural development of its membership. They shall pursue this with regard to the Union’s Equal
Opportunities Policy and shall take active steps to involve students from different backgrounds and UL Colleges, reflecting the diversity of the Union’s membership.
F.3 MEMBERSHIP OF THE STUDENT ACTIVITIES back to top
F.3.1.1 Membership of Sports Clubs and of Societies
i) Membership of all ULU Activities shall be open to all full members of the union as defined in section 3.2(a) of the Constitution, and also associate membership. Only full members shall be eligible to vote, hold office or undertake any activity under the auspices of the Society.
ii) A condition of individual membership shall be the possession of a current ULU membership card or ULU Associate Membership Card. All members of a society must submit a membership form to ULU for approval.
iii) Persons other than members shall not be permitted to take part in any form of the participation of any Activity; excepting those situations whereby they take a purely advisory, supportive or training role for the wider benefit of the student members, and only at such time as their qualifications and suitability to do so is determined and approved by ULU. The role of such persons shall in no way affect the ultimate responsibility of the student officers for the running of the Society.
v) A ULU Sports Club or Society must have a minimum of 20 full members at any time.
vi) Only full members may compete in competitions.
F.3.1.2 Election of a Sports Club or a Societies’ Committee
i) The Committee for a Sports Club or Society shall be elected democratically, before the end of the Easter, unless the Vice-President has granted permission with responsibility for the Activities, at an Annual General Meeting (AGM)
ii) The officers shall include a Club Captain or Society Chair, a Treasurer and a Secretary. The Sports Club or Society may designate and elect other officers as it sees fit, in consultation with the Vice President who is responsible for the activities.
iii) The quorum of the General Meeting shall be no less than 20% of the activities membership, or 10 persons, whichever is greater.
iv) The results of the elections must be notified to the Vice-President within five working days and shall ratify them subject to no complaint being received within a further five working days.
v) Should a complaint be received, the Vice-President will investigate it to his or her satisfaction and act accordingly. The ULU Vice-President reserves the right to conduct any election in person or through a nominee.
F.3.1.3 The Annual General Meeting (AGM)
i) The outgoing committee should decide on a date, time and place and inform the VP Sports and Societies of the details.
ii) The outgoing Committee must give their membership notice of the meeting by email 14 days prior to the event.
iii) The outgoing Committee must circulate an Agenda 7-days prior to the meeting.
iv) The election for the new committee should be the first point on the Agenda so that votes can be counted during the meeting. If the outgoing committee should prefer an independent person to oversee the election, this can be arranged by the Vice-President who is responsible for the Activities. Only FULL MEMBERS of the Activity can vote or stand in elections as directed in section 3.2(a) of this Unions Constitution
v) After the elections the outgoing Committee should Present to the AGM a report on club finances, activities and successes over the preceding 12 months,
F.3.2 Membership of the Networks
i) A Network shall be the combination of at least three college unions that have similar aims and interests. If there is contention over a particular club or society the Vice-President with responsibility for Networks will rule.
ii) The membership of the Network will be the total membership of the participating College Union Societies or Clubs.
F.4 RECOGNITION back to top
F.4.1 Recognition of Sports Clubs and Societies
i) The Student Activities Committee is responsible for recognition and de-recognition of the Sports Clubs and Societies on the advice of the Vice President who is responsible for the Activities.
ii) A Sport Club or Society shall be eligible for provisional recognition when it has twenty full members, who must represent a broad and diverse mix of students from across different member colleges, (at the discretion of the Vice President who is responsible for the Activities). Provisional recognition shall last for a minimum of one complete academic year, encompassing at least one annual election of Society Officers, after which a Society may apply for full recognition.
iii) A Sports Club or Society may be de-recognised for sustained inactivity, failure to comply with regulations, or failure to meet the aims of objectives of the society or the Union.
iv) Each Sports Club or Society from the time of provisional recognition shall be eligible to book rooms at ULU. Use of the rooms is exclusively for the purpose of the society as understood by ULU and in line with room booking policy. Those using the rooms shall be expected to reflect the composition of the membership. ULU reserves the right to survey the membership to ascertain the composition of users.
v) Each society from the date of full recognition shall be able to apply to the relevant Vice-President for an annual budget. The level of this budget shall have regard to the previous years activity and merit of the Sports Club or Society to ULU, and it, or a proportion of it, may be withdrawn at any time.
vi) The Sports Club or Society must provide a long-term strategy with their application for provisional recognition.
F.4.2 Recognition of a Network
i) The Student Activities Committee is responsible for recognition and derecognition of networks on the advice of the Vice President who is responsible for Networks
ii) A Network will be eligible for recognition on the request of the Presidents of no less than three clubs or societies from constituent college unions who wish to form a network.
iii) A Network may be de-recognised for sustained inactivity.
iv) Each Network from the time of recognition shall be eligible to book rooms at ULU. It is the intention that these room bookings will be for either a social or a large event and it is expected that the attendance at the event will reflect this fact. ULU reserves the right to check membership.
v) Networks of this Union shall not be entitled to any financial grant by this Union, as a Network is a collaboration of societies already receiving a grant from the constituent colleges
F.5 CONSTITUTION OF THE ACTIVITIES back to top
F.5.1 Constitution of Sports Clubs and Societies
i) Each Sports Clubs and Society shall have a constitution. This may be the standard constitution supplied by ULU, or a version approved by the Sports Clubs or Society in a general meeting. No part of the constitution may contravene or contradict any area of ULU constitution, regulations or policy and must be approved by the Vice-President with responsibility for the Activities before it, or any subsequent change to it, shall take effect.
ii) The constitution shall include the name of the society, and aims and objectives not in contravention with ULU aims and objectives or policy.
iii) The constitution shall make provision for the election of officers, (as previously described in Regulation F.3.1.2).
F.5.2 Constitution of a Network
i) Each Network shall have a constitution, which may be the standard pro forma constitution supplied by ULU or a constitution agreed by the managing board. No part of the constitution may contravene or contradict any area of ULU constitution, regulations or policy and must be approved by the Vice-President with responsibility for the Activities before it, or any subsequent change to it, shall take effect.
ii) The constitution shall include the name of the network, and aims and objectives not in contravention with ULU aims and objectives or policy.
iii) The constitution shall make provision for a managing board, which shall be one representative (usually the President) from each of the college clubs or societies. There shall be a chair of the managing board, selected as the managing board sees fit.
iv) There shall be a finance officer.
v) The Network may designate other officers as it sees fit and must inform the relevant Vice-President of the composition of the managing board, the Chair (who shall be the main contact) and any other positions designated.
F.6 RESPONSIBILITIES OF THE OFFICERS back to top
F.6.1 Officers of the Sports Clubs and Societies
i) The Club Captain or Chair shall be responsible for the constitutional running of the Sports Club or Society, and shall be the primary point of contact between the Society and the Union. They must attend all meetings of the Sports Committee (for Sports Club Captains) or the Societies Committees (for all Society Chairs) and are directly responsible to the Vice-President for the conduct of their Sports Club or Society
ii) The Treasurer shall be responsible for ensuring the Society’s financial practice complies with ULU’s regulations, and for keeping adequate records of financial transactions.
iii) The Secretary shall keep a list of membership and supply a copy to the Vice-President. They shall keep a record of meetings held and maintain an up-to-date inventory of equipment held by the society. They must ensure copies of all paperwork relating to the running of the Society are maintained in good order.
iv) The Officers named above and any others elected by the Society have a responsibility individually and collectively to ensure the proper running of the Activity. They must ensure accurate contact details are known to the Union and keep in regular contact.
v) The Club Captain or Chair, plus one other member of the committee is required to attend each meeting of the Sports Committee or Societies Committee respectively.
F.6.2 Officers of the Networks
i) The Managing board shall be responsible for the constitutional running of the network.
ii) At least one representative of the Managing Board must attend each Networks Committee meeting.
iii) The Finance Officer shall be responsible for the finances of the Network and ensuring compliance with ULU’s financial regulations, and must attend all ULU Treasurers Training in accordance to the regulations of said officer.
iv) The Managing Board will be jointly responsible for keeping the Vice-President with responsibility for the networks up to date with the activities of the network (including an annual report).
v) The managing board will be responsible for informing the Vice-President with responsibility for networks the membership of the network in terms of a listing of the college union clubs or societies that are involved with the network, as well as the number of members of each constituent Society.
vi) The managing board must inform ULU of contact details of all the members of the managing board.
F.7 RELATIONSHIP OF THE ACTIVITY WITH THE UNION back to top
i) The Committee of the Activity must regularly update the progress and/ or problems of the Activity. This must be done via written statement, at least once a term.
ii) The Committee of the Activity must meet with the Vice President who has the Activities as their responsibility at least once a term.
iii) The union shall hold all Activity bank accounts, and all financial procedures carried out in line with union policy.
F.8 DISCIPLINARY MATTERS back to top
F.8.1 Disciplinary Procedures
i) The Vice-President with responsibility for the Activities may suspend the activity at any moment for contravention, or the suspicion of contravention of the constitution, society’s Constitution, or these regulations.
ii) An activity or individual officers will be suspended if they bring disrepute upon the union.
iii) The union shall hold all Activities bank accounts, and all financial procedures will be carried out in line with union policy, if not then the Vice-President with responsibility for the Activities may suspend the activity at any moment.
F.8.2 The Disciplinary Panel
If any Activity, or member of an Activity on any occasion acts in a manner that puts the name of ULU in to disrepute, then they will be subject to a hearing with the disciplinary Panel, of which 3 of the following 5 people will be this panel:
· The Vice-President with responsibility for the Activities (Chair)
· Another ULU Sabbatical officer
· A member of the relevant Executive Officers (e.g. Any sports related would be a member of the Sports Executive)
· A member of the Intercollegiate Sports Committee (ICSC) representatives, who sit on the Student Activities Committee.
Also, one of the following will also be present at the hearing, in an advisory role, but will not have a casting vote on the final decision of the Panel:
· The Sports Development Officer
· The Activities Development Officer
· The Sports Administrator
· Membership Services Manager
· General Manager
NB Any member of the Disciplinary Panel who is from the same college from which the student who is to be disciplined is from, will not be considered to be a member on that specific hearing.
F.9 AWARDS & CEREMONIES back to top
F.9.1 Sports Clubs
F.9.1.1 The Purple Awards & The Purples Ball
i) There shall be an annual awards scheme and celebratory function for ULU’s Sports Clubs, named “The University of London Union Purples” and “The University of London Union Purples Ball” respectively. Purples will be awarded for outstanding sporting achievement within ULU Sports Clubs.
ii) The Vice-President with responsibility for the Activities will administrate the Purples Ball, with the assistance of the Sports Executive officers.
F.9.1.2 The Purples Committee
i) The Purples Committee is responsible for deciding which applicants are awarded the “Purple” and “Half Purple”, with reference to The Purples Criteria, which is passed by the Student Activities Committee Annually.
ii) The Committee will consist of the following members:
a. The Warden of the Purples
b. The Vice President with responsibility for the Activities.
c. The Activities Development Officer (Secretary to the Purples)
d. The Sports Development Officer
e. The members of the Sports Executive (up to and including 3 members).
F.9.2 Societies
F.9.2.1 The Societies Shields
i) There shall be an annual awards scheme for ULU’s Societies, named “The University of London Union Societies Shields”, awarded for outstanding achievement or contribution within ULU Societies.
ii) The Societies Shields will be run in conjunction with the “University of London Union Laurels” awards ceremony.
iii) The Vice-President with responsibility for the Activities will administrate the Societies Shields Section of the Laurels, with the assistance of the Societies Executive officers.
F.9.2.2 The Societies Shields Committee
i) The Societies Shields Committee is responsible for deciding which applicants are awarded the awards that are presented at the Societies Shields Ceremony.
ii) The Committee will consist of the following members:
a. The Warden of the Shields
b. The Vice President with responsibility for the Activities.
c. The Activities Development Officer (Secretary to the Shields)
d. The members of the Societies Executive (up to and including 3 members).