BYE-LAW 15
CONSTITUTION OF LANCASTER UNIVERSITY GRADUATE STUDENTS’ ASSOCIATION
STATUS
B15.1 Status
Lancaster University Graduate Students’ Association (GSA) is a standing committee of Lancaster University Students’ Union (LUSU) as outlined in Section 8.3 of LUSU Constitution, with its purposes defined in Section 10 of the said constitution. The GSA is the autonomous representative body for Lancaster University Graduate Students.
DEFINITIONS
B15.2 Definitions
B15.2.1 This document shall refer to Lancaster University Graduate Students’ Association as the ‘GSA’.
B15.2.2 This document shall refer to Lancaster University Students’ Union as ‘LUSU’
B15.2.3 This document shall refer to Lancaster University Graduate Students’ Association Executive as the ‘GSA Exec’
B15.2.4 This document shall refer to members of Lancaster University Graduate Students’ Association as ‘Members’.
B15.2.5 This document shall refer to Graduate College as ‘the College’
B15.2.6 This document shall refer to meetings of the Lancaster University Graduate Students’ Association Members as ‘GSA General Meetings’.
B15.2.7 This document shall refer to meetings of the Lancaster University Graduate Students’ Association Exec as ‘GSA Exec Meetings’.
B15.2.8 This document shall refer to the member of staff employed to support Lancaster University Graduate Students’ Association as the ‘GSA Assistant’
B15.2.9 This document shall refer to the LUSU Postgraduate Research Students’ Officer as ‘The Vice President Postgraduate Research’
B15.2.10 This document shall refer to the LUSU Postgraduate Taught Students Officer as ‘The Vice President Postgraduate Taught’
CONSTITUTION
B15.3 Constitution
B15.3.1 This constitution may be freely changed subject to the submission of the proposed change or changes as a motion to a GSA General Meeting, and a majority votee in favour of the motion and shall become a bye law of the LUSU constitution with the ratification of Union Council.
B15.3.2 The Vice President Democracy, Diversity and Inclusion has the responsibility to make decisions where there are conflicting interpretations of this constitution. Thereafter, a meeting of the GSA Exec shall be convened at the earliest opportunity to discuss and ratify the decision of the Vice President Democracy, Diversity and Inclusion. Any appeal against these decisions will be made to the LUSU Vice President Finance, Events, Democracy and Societies (FEDS) under the terms of LUSU Constitution.
B15.3.3 A constitutional review shall be carried out at the end of the Summer term and by the end of the Academic Year. Any changes will be ratified at the commencement of the following academic year, according to Section 10.2 of the LUSU Constitution. This review shall include the entire GSA Exec and shall be coordinated by LUSU Vice President FEDS.
GSA
B15.4 GSA
B15.4.1 All Graduate Students registered as members of the College shall automatically be members of the GSA, unless they have opted out of LUSU.
B15.4.2 Members of the GSA have the right to vote and stand in GSA elections.
B15.4.3 Members of the GSA shall have the right to speak and vote at GSA General Meetings and Emergency GSA General Meetings and to propose and second motions at both.
B15.4.4 Members of the GSA have the right to be represented by the GSA Exec.
B15.4.5 Any member of the GSA has the right to opt out of the GSA. Any member who does so shall forfeit their rights as mentioned in B15.4.1 – B15.4.4.
B15.4.6 The GSA may grant honorary membership to any person through the submission of a motion to that effect to a GSA General Meeting, which must then be passed by a simple majority. Honorary Members have the right to attend GSA events, but not to vote, propose motions, stand in elections or take part in the democratic processes in any way.
THE GSA EXEC
B15.5 The GSA Exec
B15.5.1 The GSA Exec shall consist of the officers listed in B15.8.
B15.5.2 The GSA Exec shall have the representation of its members’ interests as its remit.
B15.5.3 Any members of the GSA Exec may resign but must give notice in writing to the President.
B15.5.4 Should the President wish to resign, the written resignation must be submitted to Vice President Democracy, Diversity and Inclusion and the LUSU President.
B15.5.5 GSA Exec members shall be deemed to have resigned if they fail to attend three meetings in a row without written apologies. These meetings are defined under the terms of this constitution and in the GSA Exec job descriptions.
B15.5.6 GSA Exec positions will be elected – except in the instance of by-election or co-option – in the Michaelmas Term each year for one year.
B15.5.7 Members of the GSA may be co-opted to fill any gaps in the GSA Exec structure. Co-option may be done by a simple majority at a GSA Exec meeting as long as the post has been advertised at the previous GSA Exec meeting, on the GSA website and on the GSA notice board. The co-option must be confirmed at the next GSA General Meeting.
B15.6 GSA Exec Standing Mandates
B15.6.1 All GSA Exec members shall abide by the equal opportunities policies of LUSU and the University and:
B15.6.1.1 shall attend or submit written apologies to all GSA General Meetings, GSA Exec Meetings and LUSU General Meetings.
B15.6.1.2 shall attend, or send apologies to, all University and College Meetings for which they have been appointed.
B15.6.1.3 shall adhere to the LUSU Staff/Student Protocol.
B15.6.1.4 shall abide by the policies of the GSA.
B15.6.1.5 shall undertake their duties in a conscientious manner and for the general good of GSA members.
B15.6.1.6 shall be responsible for regular liaison with the College.
B15.6.2 Complete a written handover document at the end of their term of office. One copy shall be given to their successor and one copy shall be given to the GSA Assistant to file for future reference.
B15.7 The GSA Exec Powers
B15.7.1 The GSA Exec shall be responsible for the property of the GSA in all regards.
B15.7.2 The GSA Exec shall be judged to represent the view of the GSA in all matters.
B15.7.3 The GSA Exec shall manage all financial aspects of the GSA.
B15.7.4 The GSA Exec shall be responsible for organising events and activities of the GSA.
B15.8 The GSA Exec Positions
B15.8.1 The President
B15.8.2 The Vice President Postgraduate Research (ex-officio)
B15.8.3 The Vice President Postgraduate Taught (ex-officio)
B15.8.4 The Vice President Off Campus (Social Activities)
B15.8.5 The Vice President On Campus (Social Activities)
B15.8.6 The Vice President Finance
B15.8.7 The Vice President Democracy, Diversity and Inclusion
B15.8.8 The Vice President Communications
B15.8.9 The Vice President Sport
B15.8.10 The Vice President Equality and Welfare
B15.9 GSA Executive Responsibilities
B15.9.1 Each executive position shall have a written job description, that lays down expectations and responsibilities
B15.9.2 Executive job descriptions will be reviewed each year alongside the constitution
B15.9.3 Executive job descriptions may be modified at any point by a motion passed by simple majority of at a quorate GSA General Meeting or GSA Exec Meeting
B15.10 Removal of Office
B15.10.1 Executive Officers may be removed from office through the passing of motion of no-confidence at a GSA General or Emergency GSA General Meeting
B15.10.2 Executive Officers may be removed from office through the disciplinary procedure in section 15.16 of this constitution.
MEETINGS
B15.11 Definitions
B15.11.1 GSA Exec Meetings are meetings where the GSA Exec discuss and make policy on matters relating to the GSA.
B15.11.2 GSA General Meetings shall be the sovereign body of the GSA and may instruct the GSA Exec to follow a mandatory course of action over a particular issue.
B15.12 GSA Exec Meetings
B15.12.1 The Chair of each GSA Exec meeting shall alternate on a rota between all the Vice President positions or shall be elected from any of the GSA Exec positions by majority vote at the first quorate GSA Exec meeting of each term.
B15.12.2 Minutes of meetings shall be taken by the GSA Assistant.
B15.12.3 Business and voting will be conducted in a manner set out in LUSU Constitution for Executive Meetings.
B.15.12.4 Quorum of a GSA Exec Meeting shall be 50% of the number of positions on the GSA Exec, except during University Summer Vacation where it shall be 3 members.
B15.12.5 GSA Exec Meetings shall take place weekly and shall last a maximum of 2 hours. If the order of business is not complete in 2 hours, the Chair shall reconvene the meeting at least 12 hours later, but before the next scheduled GSA Exec Meeting, at a time that is convenient to at least 50% of the GSA Exec.
B15.12.6 GSA Exec Meetings may be called at the discretion of the President or at the request of 3 members of the GSA Exec.
B15.12.7 All GSA Exec officers are expected to attend all GSA Exec Meetings unless reasonable apologies are submitted to the President prior to the commencement of the meeting.
B15.13 GSA General Meetings
B15.13.1 GSA General Meetings may be called by the GSA Exec and must be held at least once a term. Any request for a GSA General Meeting should be made in writing to a GSA Exec officer who shall take this request to the next scheduled GSA Exec Meeting for approval.
B15.13.2 GSA General Meetings shall be chaired by a GSA Exec member on a rota basis.
B15.13.3 It shall be the responsibility of the GSA Assistant to take minutes of the GSA General Meeting.
B15.13.4 Notice for GSA General Meetings
B15.13.4.1 At least seven days notice specifying date, time, Chair and venue of a GSA General Meeting must be given visibly. Publicity of GSA General Meetings is the responsibility of the Vice President Democracy, Diversity and Inclusion..
B15.13.4.2 In case of amendments to the GSA Constitution, suspension of an officer, co-option of a member to a GSA Exec post, or a proposed vote of no confidence in any officer of the GSA Exec, details of business must be given with the notice for the GSA General Meeting.
B15.13.4.3 Business or motions should be submitted in writing to the Chair at least two working days prior to the meeting.
B15.13.4.4 The agenda for the meeting should be posted visibly at least 24 hours in advance.
B15.13.5 Business and voting will be conducted in a manner set out in the LUSU Constitution for GSA General Meetings.
B15.13.6 Quorum of a GSA General Meeting shall be 40, or 30 in the summer vacation period.
B15.14 Emergency GSA General Meetings
B15.14.1 Emergency GSA General Meetings may be called by the President, 50% of the GSA Exec in writing to the President, 30 members of the GSA in writing to the President.
B15.14.2 Emergency GSA General Meetings shall be chaired by the President. A Vice President shall be the Chair for a vote of no confidence in the President.
B15.14.3 Emergency GSA General Meetings shall be minuted by the GSA Assistant.
B15.14.4 At least 24 hours notice specifying date, time, Chair and venue of an Emergency GSA General Meeting must be given visibly. Publicity of GSA General Meetings is the responsibility of the Vice President Democracy, Diversity and Inclusion..
B15.14.5 Business and voting will be conducted in a manner set out in LUSU Constitution for Emergency GSA General Meetings.
B15.14.6 Quorum of an Emergency GSA General Meeting shall be 30 GSA members.
FINANCE
B15.15 General
B15.15.1 All financial matters of the GSA shall be dealt with as set out in the LUSU Financial Regulations.
B15.15.2 A budget of estimates for the coming year’s expenditure shall, by the end of the summer term, be drawn up by the Vice President Finance and presented in writing to a GSA Exec Meeting for approval. It should then be presented to a GSA General Meeting and published on the GSA website.
B15.15.3 The following shall ordinarily be signatories of the GSA Exec account with LUSU:
B15.15.3.1 GSA President
B15.15.3.2 GSA Vice President Finance
B15.15.3.3 GSA Vice President Democracy, Diversity and Inclusion
ELECTIONS
B15.16 Elections
B15.16.1 The running of all elections shall be the responsibility of the GSA Exec Vice President Democracy, Diversity and Inclusion. In circumstances where the Vice President Democracy, Diversity and Inclusion cannot act as the Chief Returning Officer (CRO) for the GSA, the President shall mandate another GSA Exec officer to organise the elections.
B15.16.2 Election procedures for all elections shall observe and adhere to the LUSU Elections regulations as set out in Section 13 of the LUSU Constitution.
DISCIPLINARY PROCEDURES & COMPLAINTS
B15.17 DISCIPLINARY PROCEDURES
B15.17.1 Gross misconduct or failure of members of the GSA Exec to carry out responsibilities conferred on them by this constitution or by resolutions of GSA General Meetings, without reasonable excuse, is sufficient grounds for suspension of the office concerned. All such actions shall require ratification by a majority at the next GSA General Meeting.
B15.17.2 Suspension shall mean that an officer is prohibited from carrying out their duties and responsibilities as set out in this constitution.
B15.17.3 A member of the GSA Exec who has their suspension ratified by a GSA General Meeting shall be removed from office.
B15.18 COMPLAINTS PROCEDURES
B15.18.1 Complaints about the operations or executive members of the GSA Executive should be made in writing to the President (or if it is about the President, GSA Vice President Democracy, Diversity and Inclusion). Complaints should be dealt with under LUSU Complaints Procedure as outlined in Section 19 of the LUSU Constitution.
SUB-COMMITTEES
B15.19 SUB-COMMITTEES OF GSA
B15.19.1 GSA Executive may create sub-committees or be instructed to do so by a GSA General Meeting.
B15.19.2 Any sub-committee shall have a GSA Executive convenor who shall be responsible for the operation of that sub-committee.
B15.19.3 Any sub-committee shall have written terms of reference and membership as determined by the GSA Exec or a GSA General Meeting and a fixed term of not longer than 3 years (though that term may be renewable).
B15.19.4 Sub-committees may co-opt further members or invite participation as they determine by their terms of reference.
B15.20 Operation of GSA Executive Sub-Committees
B15.20.1 GSA Executive sub-committees shall adopt the same procedures and standing orders as used for GSA Executive meetings.
B15.20.2 GSA Executive sub-committees shall have delegated authority of the GSA Executive on matters within their remit, and within their budget allocation, and provided that the actions of that sub-committee do not contradict the policy or constitution of the GSA or LUSU.
B15.20.3 The convenor of each sub-committee shall ensure that notes or minutes of each meeting of that sub-committee are sent to the GSA Executive for ratification. Where a GSA Exec sub-committee makes suggestions for changing the policy or budget of the GSA, this should be sent to the GSA Executive Committee or GSA General Meeting as an agenda item as appropriate.
