Bye-laws

Bye-laws form an important part of our governing documents; they set out what we do, how we do it and an operational framework. These sit underneath our Memorandum and Articles of Association.

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Members of the Union
1. Membership of the Union is divided into the following classes
  1. Full Members
  2. Associate Members
  3. Reciprocal Members
2. Where payment for activities and services is due the Union may charge different rates for Full, Associate and Reciprocal Members.
3. Full Members
  1. Full membership of the Students’ Union is defined in Articles 10-12 of the Memorandum and Articles of Association.
  2. Full membership is additionally conferred to PhD students in their write-up period.
  3. All Full Members are eligible for access to the Union’s full portfolio of activities and services including Membership of Union-affiliated student groups as defined in Byelaw 10.
  4. Full Members are the only classification of Member eligible to:
    1. Vote at Union Members’ meetings and in referenda and elections.
    2. Be elected to committee/officer position of Union-affiliated student groups.
    3. Stand for a full-time or part-time Elected Officer or Trustee position.
    4. Be elected to represent the Union at NUS conferences.
  5. Full Membership is awarded on the condition that individuals uphold the values of the Students’ Union and behave in accordance with the Students’ Union’s Code of Conduct (Bye Law 12), and may be withdrawn in line with the Union’s Disciplinary Policy outlined in Bye-law 13.
4. Associate Members
  1. The two categories of Associate Members are:
    1. Clubs & Societies Associate Members: Membership may be awarded to any non-member wishing to participate in clubs and/or societies activity subject to the purchase of the appropriate TSD card.
    2. Honorary Life Members: Membership may be awarded by the Board of Trustees for any person (Member or non-Member) in recognition of outstanding service to the Union or its Members. Nominations for this award will be invited from the Full Members on an annual basis, but persons may also be nominated at any other time.
  2. All Associate Members are eligible for access to Membership of Union-affiliated student groups as defined in Byelaw 9 and any other service or event that the Union may offer, aside from representative and democratic activity.
  3. As described in Byelaw 9, Union-affiliated student groups may not have more than one-third of their total membership as Associate Members.
  4. Associate membership is awarded on the condition that individuals uphold the values of the Students’ Union and behave in accordance with the Students’ Union’s Code of Conduct (Bye Law 11), and may be withdrawn in line with the Union’s Disciplinary Policy outlined in Bye-law 12.
5. Reciprocal Members
  1. Reciprocal membership awarded to any member of another Students’ Union within the United Kingdom who is also a member of the National Union of Students. Reciprocal Membership for students at other institutions may be awarded by the Board of Trustees.
  2. Privileges include access to the Union’s buildings, activities and services within the period of time that they are present in Swansea, Carmarthen or Lampeter.
  3. Reciprocal membership is awarded on the condition that individuals uphold the values of the Students’ Union and behave in accordance with the Students’ Union’s Code of Conduct (Bye Law 11), and may be withdrawn in line with the Union’s Disciplinary Policy outlined in Bye-law 12.
6. Opting out of Membership
  1. Full Members have the right to opt out of Membership of the Union in accordance with Section 22 of the Education Act 1994.
  2. Any Full Member wishing to do opt out should e-mail the Chief Executive. Opting out of Membership is confined to that academic year.
  3. Students who have opted out of Full Membership and wish to access Union affiliated clubs and societies may follow the procedure outlined in Bye-Law 1.4.1a to become Associate Members.
Elections
1. Elections
  1. Elections shall be held according to this Bye-Law for the following positions each year:
    1. NUS Wales Conference Delegates, normally elected in Semester One
    2. NUS UK Conference Delegates, normally elected in Semester Two
    3. Sabbatical Trustees, normally elected in Semester Two
    4. Student Trustees, normally elected in Semester Two
    5. Part-Time Officers, normally elected in Semester Two
2. By-elections
  1. Subject the Articles of Association, any vacant positions which arise during the course of the year may be filled by a by-election to be held according to this Bye-Law.
3. Rights of Members
  1. All Members have the right to stand as candidates in any election, with the following exceptions:
    1. Candidates for Representative Part-Time Officer positions must satisfy the relevant eligibility conditions.
    2. Officer Trustees and Student Trustees are limited to two terms of office.
    3. Members may only stand for positions relevant to their campus location.
  2. All Members have the right to vote in all elections.
4. Appointment of the Returning Officer
  1. The Returning Officer shall be appointed annually by the Board of Trustees.
  2. The Returning Officer shall be independent and shall not be a Member.
5. Powers and Duties of the Returning Officer
  1. The Returning Officer shall be responsible for the good conduct and administration of the elections and shall have sole interpretation of the Election Bye-Law and Regulations.
  2. The Returning Officer shall appoint a Deputy Returning Officer and other election officials to ensure the good administration and promotion of the election. The Deputy Returning Officer and Election officials shall be instructed by the Returning Officer on their duties and shall perform these in an impartial manner.
  3. The Returning Officer may remove officials who are not carrying out the Returning Officer’s instructions or acting in an impartial manner.
  4. The Returning Officer may seek legal advice if they believe that statements made or the contents of publicity could leave the Union open to legal action.
  5. The Returning Officer can rule out of order any statement or the contents of any publicity which in their view is in breach of the Union Constitution, Bye-Laws or Regulations.
  6. The Returning Officer will select an appropriate voting method for each election and ensure that this is publicised and explained to Members.
  7. The Returning Officer will publish elections rules and regulations prior to any election. The rules and regulations will be focused on establishing a fair, transparent and equitable election process and provide clarity regarding campaigning behaviour, publicity and expenditure.
  8. The Returning Officer will publish a complaints procedure prior to any election. The complaints procedure will clearly establish a route for members to complain about the behaviour of candidates and elections officials and outline the powers that the Returning and Deputy Returning Officers are able to use. The complaints procedure must also highlight a route of appeal for candidates who do not agree with the decisions of the Returning Officer.
  9. The Returning Officer may delegate any task to the Deputy Returning Officer or Elections Committee but retains responsibility for the election at all times.
6. Election Timetable
  1. The Returning Officer shall produce an Election Timetable, which shall include the dates and times for the notification and completion of the following:
    1. Nominations
    2. Candidates’ Training
    3. Manifestos
    4. 2.6.1.4 Candidates’ Question Times
    5. 2.6.1.5 Voting
    6. 2.6.1.6 The count
  2. The Election Timetable shall be published and adequately circulated with materials promoting the election.
  3. The Election Timetable shall allow sufficient time to ensure the highest level of participation in the election.
7. Nominations
  1. Nomination forms will be made available on the Union website, and elsewhere as determined by the Returning Officer.
  2. The nomination period will be a minimum of seven (7) clear days prior to the start of canvassing.
  3. When the Returning Officer is satisfied, all valid nominations will be confirmed with the candidates.
8. Candidates’ Training
  1. The Returning Officer shall arrange for training to be provided to which all candidates will be expected to attend.
  2. The training will include briefings on campaigning skills, the election regulations, Candidates’ Question Time, publicity, and the role of Trustees.
9. Manifestos
  1. The Returning Officer will issue guidance on manifestos in the elections rules and regulations.
  2. Manifestos must be submitted by the date laid down in the Election Timetable.
  3. Manifestos will be displayed on the Union website, and elsewhere as determined by the Returning Officer.
10. Incumbent Candidates
  1. ncumbent Sabbatical Trustees must declare paid holiday to the Returning Officer if they wish to undertake campaign activity during normal office hours in the election period.
  2. Incumbent Sabbatical Trustees may not use any of the resources of their current position to assist any election campaign.
  3. The Returning Officer will produce a guide to assist incumbent Sabbatical Trustees in complying with Clause 11 of this Bye-Law.
  4. A sabbatical officer who is currently suspended from their role shall not be permitted to stand as an election.
11. Candidates’ Question Time
  1. The Returning Officer shall arrange at least one Candidates’ Question Time and will decide a suitable format.
  2. Candidates unable to attend may nominate a deputy to speak on their behalf, supply a video or a statement to be read out.
12. Voting
  1. Details of the elections and voting process shall be published through the Union website, and elsewhere as determined by the Returning Officer.
  2. The ballot shall bear the name of each candidate and the office being contested.
  3. There shall be the option to vote for ‘New Election’ in each position
13. Complaints
  1. Any complaints regarding the conduct of the election must be submitted in writing to the Returning Officer before the start of the count. The Returning Officer shall decide on any complaints, and there will be a route of appeal as laid out in the complaints procedure required by Clause 5.8 of this Bye-Law.
14. The Count
  1. The Returning Officer, or their nominated deputy, is the only person who can initiate the count.
  2. The count will commence only if the Returning Officer is satisfied that all complaints relating to the conduct and administration of the election have been resolved. Complaints after the count has commenced may only relate to the conduct of the count.
  3. The count will be conducted according to the guidelines laid down by the Electoral Reform Society where possible, or as agreed by the Elections Committee where no guidelines exist.
15. Declaration
  1. Results of the elections shall be declared by the Returning Officer when the count for each post has been successfully completed.
  2. Results of the elections shall be posted on the Union website within one (1) working day of the count.
Referenda
1. Referenda
  1. Referenda may be called to determine any single issue where a question may be asked and answered on a simple ‘yes/no’ basis.
2. Policy
  1. To agree policy referred to referendum by the Board of Trustees or by a secure petition signed by at least 200 Full Members.
  2. A quorum of 5% of Full Members of each Student Chapter will be required to validate the referendum.
  3. A referendum is decided by simple majority except where:
    1. Its adoption would change the constitution, in this case a 66% majority is needed.
3. Responsibilities
  1. The Returning Officer (appointed annually by the Board of Trustees) shall be responsible for organising a Referendum, and may delegate operational duties to their Deputy.
4. Organisation
  1. The Returning Officer will be responsible for the good conduct and co-ordination of the administration of the Referendum.
5. Publication
  1. The Returning Officer will publicise that a referendum has been called for and details of the reason why within five (5) clear days of receipt of notice
  2. The Returning Officer shall:
    1. Validate any secure petition, checking that sufficient signatories are valid and are Full Members at the time the petition was submitted.
    2. Publish the proposal and date(s) for the referendum and date of a meeting.
    3. Decide the wording of the question to be posed
    4. Arrange for both sides of any debate to be publicised equitably alongside the question
    5. Publish the proposal and the question to be asked and further advertise dates of polling
    6. Establish the voting figures for quorum based on 3.2.2 above.
6. Voting
  1. All Full Members shall be eligible to vote.
  2. Polling will normally be electronic
  3. The voting options should allow Members to vote in favour, against or abstain for each question.
7. Results
  1. The Returning Officer shall be responsible for declaring the result of the referendum once they are satisfied that the Referendum has been conducted properly.
  2. The result should be published on the Students’ Union website as soon as practicably possible but no later than three working days after the Referendum has been held.
Campus Student Council
1. Purpose
  1. Three Campus Student Councils exist to represent the Student Chapters referred to in the Memorandum and Articles of Association. These are the Swansea Campus (which also covers the London campus); the Carmarthen campus (which also covers the Cardiff campus); and the Lampeter campus. These Campus Student Councils exist to:
    1. Discuss and debate policy for referral to Students’ Union Council.
    2. Review, guide, hold to account and create projects for the Sabbatical Trustees in between Annual General Meetings and Students’ Union Council meetings.
    3. Review, guide, hold to account and create projects for the Part-Time Officers in between Annual General Meetings and Students’ Union Council meetings.
    4. Discuss issues of relevance to Full Members of the Students’ Union in between Annual General Meetings and Students’ Union Council meetings.
    5. Work to make Students’ lives better by consulting and understanding the needs of the student body, discuss and debate issues and ideas and create new projects and initiatives.
2. Membership
  1. Membership of each Campus Student Council is as follows:
    1. The Group President and the respective Campus President
    2. The respective list of Part-Time Officers relating to the relvant campus, as detailed in bye-law 7.
    3. In the event that after both Spring and Autumn elections there are still vacancies, the Campus Council will be empowered to make appointments to fill these spaces.
    4. In the event that there are less than two elected positions to a Campus Council, the Executive Committee will be empowered to make appointments to fill these spaces.
    5. The respective Student Voice Reps relating to the appropriate campus
3. Standing Orders
  1. Chairperson
    1. The Group President, or a Full Member designated by them, will chair the Campus Student Council meetings.
    2. It is the chair’s responsibility to ensure that debate is balanced, considered and fair.
    3. At any time the chair may resign, or be removed by a majority vote of Campus Student Council. If this occurs then the Campus Student Council will hold an election in the same meeting to elect a chair.
    4. The Chairperson may invite anyone to attend and speak at Campus Student Council meetings, provided that they don’t contravene any Union policies
  2. Agenda
    1. All Full Members of the Students’ Union will have the opportunity to place items on the agenda, and the agenda and papers will be circulated and made publically available at least a week before the meeting.
  3. Policies for discussion
    1. For the purpose of Campus Student Council a ‘policy’ is defined as follows:
      1. A headline question or a statement; and then three following sections:
      2. Campus Council Believes; a description of the present situation relating to a policy;
      3. Campus Council Further Believes; argument for Students’ Union adopting the policy; and
      4. Campus Council Resolves; a description of the action taken by the Union as a result of passing the policy
    2. Policies should be submitted in writing a week prior to the meeting.
  4. Discussion of Policies
    1. Policies will be discussed in the following manner:
      1. Presentation of idea by the person proposing, or a Full Member of their choosing;
      2. Question and Answer session.
      3. Open policy debate, which may include alterations and/or additional suggestions which can be agreed by the proposer, or voted on if necessary.
  5. Voting
    1. All policies are adopted on a majority basis. When a policy is successfully passed by a Campus Student Council meeting it is referred to Students’ Union Council for discussion and decision.
    2. Normal voting will take place by a show of hands, though any member of Campus Student Council may request a secret ballot.
    3. Quorum for voting purposes will be half-plus-one of the elected members of a Campus Student Council.
  6. Campus Student Council meetings may take place in-person or via online means.
  7. Any member who fails to attend a meeting without apologies will be contacted to establish their ability and interest in continuing as a member of Council. In the event that two meetings are missed, they will be deemed to have resigned and will be replaced by the co-option process.
Students’ Union Council
1. This bye-law is to be read in conjunction with Article C, Clause 6
2. Purpose
  1. Students’ Union Council exists to:
    1. Discuss, debate and set Union policy in between General Meetings.
    2. Review, guide, hold to account and create projects for the Sabbatical Trustees in between Annual General Meetings.
    3. Discuss issues of relevance to Full Members of the Students’ Union in between Annual General Meetings.
    4. Work to make Students’ lives better by consulting and understanding the needs of the student body, discuss and debate issues and ideas and create new projects and initiatives.
3. Membership
  1. Five campus representatives are elected to Students’ Union Council from the membership of each Campus Student Council. One of the five places from each campus is reserved for a Liberation part-time officer.
    1. Campus representatives are elected by alternative transferable vote in a secret ballot at the first meeting of each Campus Student Council, with any subsequent vacancies filled in the same manner at the next available meeting of the Campus Student Council.
  2. The four Sabbatical Trustees
  3. A Students’ Union Council Chairperson, an individual elected via cross campus election from the body of Full Members.
  4. Any Full Member of the Students’ Union may attend a meeting of Students’ Union Council and have speaking rights.
4. Standing Orders
  1. Chairperson
    1. The Students’ Union Council chairperson will maintain appropriate order within the meeting, ensure that the meeting runs to the agenda and to time, and will be responsible for ensuring that Union policies are followed throughout the duration of the meeting.
    2. It is the chair’s responsibility to ensure that debate is balanced, considered and fair.
    3. If the Chairperson is temporarily unavailable then the meeting shall be chaired by the Students’ Union Group President or a Full Member of the Students’ Union nominated by them.
    4. At any time the chair may resign, or be removed by a majority vote of Students’ Union Council. If this occurs then a cross-campus election for a new chair should be arranged by the Students’ Union Returning Officer at the earliest possible opportunity, in the meantime the protocol outlined in 5.3.1.3 should be followed.
    5. The Chairperson may invite anyone to attend and speak at Students’ Union Council, provided that they don’t contravene any Union policies
  2. Agenda
    1. All Full Members of the Students’ Union will have the opportunity to place items on the agenda, and the agenda and papers will be circulated and made publically available at least a week before the meeting.
  3. Policies for discussion
    1. For the purpose of Students’ Union Council a ‘policy’ is defined as follows:
      1. A headline question or a statement; and then three following sections:
      2. Union Believes; a description of the present situation relating to a policy;
      3. Union Further Believes; argument for Students’ Union adopting the policy; and
      4. Union Resolves; a description of the action taken by the Union as a result of passing the policy
    2. Policies should be submitted in writing a week prior to the meeting.
  4. Discussion of Policies
    1. Policies will be discussed in the following manner:
      1. Presentation of idea by the person proposing, or a Full Member of their choosing;
      2. Question and Answer session.
      3. Open policy debate, which may include alterations and/or additional suggestions which can be agreed by the proposer, or voted on if necessary.
  5. Voting
    1. Policies are adopted on a majority basis, with constitutional amendments requiring two-thirds majority to pass. For clarity, anyone voting to abstain will not be included in the two-thirds calculation.
    2. Normal voting will take place by a show of hands, though any member of Students’ Union Council may request a secret ballot.
    3. Quorum for voting purposes will be 50%+1 of Students’ Union Council.
  6. Union Council meetings may take place in-person or via online means.
  7. Any member who fails to attend a meeting without apologies will be contacted to establish their ability and interest in continuing as a member of Council. In the event that two meetings are missed, they will be deemed to have resigned and will be replaced by the co-option process.
Annual General Meeting
1. The General Meeting exists to:
  1. Discuss, debate and set Students’ Union policy.
  2. Review, guide, hold to account and create projects for the Sabbatical Trustees.
  3. Discuss issues of relevance to the student body at the University of Wales, Trinity Saint David.
  4. Receive and approve the Students’ Union Annual Trustee Report and financial accounts and the report of the External Returning Officer.
2. Timing
  1. One Annual General Meeting will take place per academic year.
  2. No GM or AGM can take place during a period of vacation. A vacation shall be taken to mean any time outside the published UWTSD term dates.
3. Standing Orders
  1. The Annual General Meeting will be called, advertised and run according to the rules outlined below.
    1. Any member present may propose any of the following procedural motions:
      1. A motion of no confidence in the Chair for the rest of the meeting
      2. A challenge to the Chair’s ruling
      3. That the motion be taken in parts
      4. That the matter be put to the vote
      5. That a re-count be held
      6. That the order of business is changed
    2. For a procedural motion to be passed it must be agreed by a simple majority of those present and eligible to vote.
    3. General Meetings may take place in-person or via online means.
  2. Agenda
    1. All Full Members of the Students’ Union will have the opportunity to place items on the agenda, and will have access to the agenda and papers at least a week before the meeting.
  3. Motions for discussion
    1. Motions will be discussed at the meeting if they are:
    2. Submitted by the published motions deadline, or accepted by the Governance Sub Committee as an emergency motion.
    3. Prepared in the agreed format, i.e. ‘Union Believes, Union Further Believes & Union Resolves’.
    4. Proposed and nominated by two Full Members of the Students’ Union.
    5. Accepted by the Governance Sub Committee. The Sub Committee will only approve motions that call for action that would be legal for the Students’ Union to undertake.
  4. Discussion of motions
    1. Motions will be discussed in the following manner:
      1. (a.) Speech in favour (2 minutes), property of the proposer
      2. (b.) Speech against (2 minutes), open
      3. (c.) Basket debate – must be balanced, this continues as long as there is balance or until the Chair decides it is in the best interest of the meeting to move on (1 minute each)
      4. (d.) Informal questions, those present may ask questions of the proposer in order to clarify information.
      5. (e.) Summation (1 minute), property of the seconder
      6. (f.) Vote.
  5. Voting
    1. Policy motions and changes to the agenda will be resolved by a straight majority vote, changes to Memorandum & Articles of Association and its bye-laws require a two-thirds majority.
    2. Voting will take place by a show of hands.
    3. Quorum for voting purposes will be 50 Full Members.
Officers
1. Major Union Office Holders
  1. The following ‘sabbatical officers’ shall be considered as major Union office holders and are subject to the requirements of the 1994 Education Act:
    1. Group President
    2. President, Carmarthen Campus
    3. President, Lampeter Campus
    4. President, Swansea Campus
  2. Responsibilities of all Sabbatical Officers include:
    1. Responsibilities of all Sabbatical Officers include:To work in such a way that promotes the values and mission of the students’ union and does not bring the Union into disrepute.
    2. To effectively represent the views of students to the University and other stakeholders in order to advance the experience of students at the University of Wales Trinity Saint David.
    3. To fully participate in the University’s committee cycle by attending designated committees, groups and boards and making representation on behalf of UWTSD students.
    4. To ensure that the Union is operating according to its constitution and bye-laws.
    5. To work in a transparent manner, updating students regularly through articles, blogs and other methods of communication as deemed appropriate.
    6. To understand how issues of Higher Education policy affect current and future students, and disseminate knowledge and collectively organise students to act in their best interests.
    7. To encourage students to participate in activity that strengths student voice, improves their University experience, develops their skills and/or creates a vibrant and engaging community.
    8. To serve as a ‘Sabbatical Trustee’ on the TSDSU Board of Trustees in accordance with Articles 24-50 of the Memorandum and Articles of Association.
    9. To champion core SU policies, including a commitment to equal opportunities; zero tolerance to harassment; sustainability; and bilingualism and the Welsh language.
    10. To increase student involvement in all aspects of the Union’s processes, structures, and activities.
    11. To work together as a team to strengthen and advance the aims of the Students’ Union
  3. Responsibilities of the Group President include:
    1. To represent students on the London, Cardiff and Birmingham campuses and develop a system of representation on those campuses that works for the needs of those students.
    2. To maintain contact with representatives in UWTSD partner colleges and, where there are no representatives, work with student liaison officers to ensure students on UWTSD courses are effectively represented.
    3. To represent the Students’ Union at University Council and University Senate.
    4. To chair the Executive Committee, and to support the work of the Campus Presidents.
    5. To attend, and report to, Students’ Union Council, the campus Student Councils, and the Annual General Meeting.
  4. Responsibilities of the Campus Presidents include:
    1. To oversee the provision of high-quality activities and facilities for students, and the development of the range of activities and facilities available on each campus.
    2. To support the development of localised engagement opportunities for student in activities and volunteering.
    3. To support the development of the student representation system and provide advice, guidance and assistance to Course and Student Voice Reps as required.
    4. To ensure information is gathered and fed back between the Students’ Union, the University and Students regarding issues, wins and challenges.
    5. To promote and refer students to the relevant University support services.
    6. To support initiatives that encourage student well-being and promote community cohesion.
    7. To attend, and report to, Students’ Union Councils, the appropriate Campus Student Councils, and the Annual General Meeting.
2. Part-time Officers
  1. The following are part-time officer positions on the Carmarthen Campus Student Council:
    1. Black Students' Officer
    2. Disabled Students' Officer
    3. International Stuents' Officer
    4. LGBT+ Officer (Womens Space)
    5. LGBT+ Officer (Open Space)
    6. Postgraduate Students' Officer
    7. Societies Officer
    8. Sports Officer
    9. Student Engagement Officer
    10. Student Parents/Carers Officer
    11. Sustainbility Officer
    12. Volunteering & RAG Officer
    13. Wellbeing Officer
    14. Welsh Language Officer
    15. Mature Students' Officer
    16. Trans Students' Officer
  2. The following are part-time officer positions on the Swansea Campus Student Council:
    1. Black Students' Officer
    2. Disabled Students' Officer
    3. International Stuents' Officer
    4. LGBT+ Officer (Womens Space)
    5. LGBT+ Officer (Open Space)
    6. Postgraduate Students' Officer
    7. Societies Officer
    8. Sports Officer
    9. Student Engagement Officer
    10. Student Parents/Carers Officer
    11. Sustainbility Officer
    12. Volunteering & RAG Officer
    13. Wellbeing Officer
    14. Welsh Language Officer
    15. Mature Students' Officer
    16. Trans Students' Officer
  3. The following are part-time officer positions on the Lampeter Campus Student Council:
    1. Black Students' Officer
    2. Disabled Students' Officer
    3. International Stuents' Officer
    4. LGBT+ Officer (Womens Space)
    5. LGBT+ Officer (Open Space)
    6. Postgraduate Students' Officer
    7. Societies Officer
    8. Sports Officer
    9. Student Engagement Officer
    10. Student Parents/Carers Officer
    11. Sustainbility Officer
    12. Volunteering & RAG Officer
    13. Wellbeing Officer
    14. Welsh Language Officer
    15. Mature Students' Officer
    16. Trans Students' Officer
  4. Responsibilities of all part-time officers include:
    1. To work with the appropriate Campus President to set relevant role-specific objectives for their year in office.
    2. To report on progress against their objectives to each meeting of their Campus Student Council.
    3. To attend their Campus Student Council meetings and report back to the student body on the work of the Sabbatical Officers and the Students’ Union.
    4. To gather student feedback on topics relevant to the student experience and report ideas into the appropriate Campus Student Council.
    5. To champion core SU policies, including a commitment to equal opportunities; zero tolerance to harassment; sustainability; and bilingualism and the Welsh language.
    6. To work with SU officers and staff to hold events, campaigns or other activity designed to advance the experience of students at UWTSD.
Board of Trustees
1. This bye-law is to be read in conjunction with Part 3, Articles 24 - 50 of TSDSU’s Memorandum & Articles of Association.
2. Purpose, Structure & Delegation
  1. The purpose, powers and responsibilities of the Board of Trustees are set out in Part 3 of the Memorandum & Articles of Association.
  2. The Trustees are free to structure Board of Trustee meetings as they see fit, provided that the conditions outlined in Part 3 of the Memorandum & Articles of Association are met.
  3. The Trustees may delegate operational responsibility to appropriate staff and sub-committees as necessary.
  4. Trustee board and sub-committee meetings may take place in-person or via online means.
3. Trustee Appointments and Period of Office
  1. External and Alumni Trustees will commence their appointment from the date of their appointment by the Trustee Board for a period of office as detailed in Articles 27 & 28.
  2. Under normal circumstances Officer and Student Trustees will commence their appointment from July 1stin the year they are elected, and their period of office will cease at 23:59 on the following June 31st.
  3. If an Officer or Student Trustee vacancy exists, a by-election will be called following the procedure outlined in Bye Law 2. Their period of office will be determined by the Trustee Board and will end in line with other elected Trustees.
4. Trustee Roles, Responsibilities & Expectations
  1. All Trustees are expected to:
    1. Uphold the Students’ Union’s Mission, Vision and Values at all times.
    2. Adhere to the seven Nolan Principles of Public Life whilst carrying out their duties: these are Selflessness, Integrity, Objectivity, Accountability, Openness, Honesty, and Leadership.
    3. Attend all Trustee Board, and appropriate sub-committee, meetings or send written apologies in advance.
    4. Promote the work, aims and ideology of the Union, maintaining confidentiality where necessary.
    5. Envision, monitor and evaluate the Union’s strategic direction.
    6. Maintain an active interest in the Union and ensure that they are appropriately prepared and briefed in order to make informed decisions for the benefit of UWTSD students.
    7. Contribute towards the on-going development of a high performance Trustee Board.
    8. Take part in appropriate additional activities as may be determined by the Trustee Board for the furtherance of the Union.
    9. Ensure that the Union: complies with all relevant legislation and this governing document; uses charitable funds and assets only in the furtherance of the Union’s objects; and ensures continued solvency.
    10. Take appropriate steps to avoid activities that might place the charity’s assets, resources or reputation at undue risk.
    11. Report progress to Students’ Union Council on a bi-annual basis, and to Annual General Meeting annually.
  2. Chief Executive Appraisal & Performance Management
    1. In line with Article 37.4 the Trustee Board is responsible for providing the Chief Executive with appropriate performance management and a suitable annual appraisal.
    2. The Chair of the Board will annually propose an appraisal process for approval by the Trustee Board, with the appraisal process to be overseen by the Chair and Deputy Chair who will report back to the Board upon completion.
    3. The Chief Executive’s appraisal should be completed prior to the end of the sabbatical handover period in order to allow participation from both the outgoing and incoming teams.
5. Sub-Committees of the Board
  1. The Board of Trustees may set up sub-committees, working groups or task and finish groups to meet as necessary to provide a more detailed forum for discussion and/or to deliver operational and monitoring requirements.
  2. The Board should ensure that the sub-committee structure works efficiently and effectively, and that terms of reference and reporting requirements for each sub-committee are clearly understood.
  3. Governance,Nominations & Appointments Sub-Committee (GNAC)
    1. Purpose
      1. To ensure that the Students’ Union operates a governance model that is fit for organisational purpose and in line with the published vision and values
      2. To make certain that the Students’ Union operates adequate recruitment, training, monitoring and evaluation processes and procedures.
      3. To evaluate and monitor the performance of the Trustee Board and consider strategic succession planning.
      4. To oversee the recruitment and selection process for External and Alumni Trustees and permanent staffing positions in the Students’ Union.
      5. To review the Students’ Union’s performance management approach to ensure the identification of appropriate training and development opportunities.
      6. To evaluate and monitor the performance of the Trustee Board and identify areas for additional training or expertise.
      7. To consider succession planning at Board level and to identify, assess and make recommendations to the Trustee Board on potential new Trustees.
      8. To oversee the annual appraisal process and performance of the Chief Executive
      9. To recommend the appointment of the Students’ Union’s Election Returning Officer to the Board on an Annual Basis.
      10. To undertake such responsibilities as the Trustee Board may determine.
    2. Membership
      1. The membership of the GNAC may be determined by the Trustee Board on an annual basis but will normally include: 4 Sabbatical Trustees & 1 External Trustee as full members. The Chief Executive and UWTSD’s HR Manager as ex-officio members.
      2. Other individuals may also be invited to attend meetings from time to time to provide the Sub-Committee with information on specific items on the agenda.
  4. Human Resources & Remuneration Sub-Committee (HRRC)
    1. Purpose
      1. To set and review the Students’ Union’s Human Resources and remuneration policies and monitor relevant issues.
      2. To review and make recommendations to Board regarding the living allowance salary received by Sabbatical Officers.
      3. To review and make recommendations to the Board regarding organisational employment policies and benefits.
      4. To recommend the salary level for new staff posts in the Students’ Union.
      5. To consider requests made by officers, management or staff which would have a material effect on Students’ Union pay costs.
      6. To monitor the effectiveness of staff and sabbatical induction, training, appraisal and performance monitoring within the Students’ Union.
      7. To undertake such responsibilities as the Trustee Board may determine.
    2. Membership
      1. The membership of the HRRC may be determined by the Trustee Board on an annual basis but will normally include: 3 External Trustees (1 in the Chair), 1 Sabbatical Officer, 1 Student Trustee and an external appointee as full members. The Chief Executive and UWTSD’s Director of HR as ex-officio members.
      2. Other individuals may also be invited to attend meetings from time to time to provide the Sub-Committee with information on specific items on the agenda.
  5. Finance Sub-Committee (FC)
    1. Purpose
      1. To provide strategic oversight and operational guidance on the Students’ Union’s financial mechanisms, performance and reporting; to maintain financial scrutiny between Trustee Board meetings; and to ensure that the Students’ Union manages its financial resources effectively and meets its statutory reporting requirements.
      2. To advise the Board on the proper control and management of the Union’s financial resources
      3. To approve the design of the planning and budgeting process, ensuring that it is legal, responsible and designed to deliver the aims and objectives outlined by the Students’ Union’s strategic plan.
      4. To monitor the agreed annual budget and advise the Trustee Board on any matters of concern, and to consider and recommend to the Trustee Board any proposals for significant subsequent amendments to the budget during the year.
      5. To advise the Trustee Board on any factors, internal or external, which might have a significant effect on the Union’s budget.
      6. To provide authorisation for the following:
        
        Setting up and closing Union bank accounts
        
        Approving long and short-term borrowing
      7. To ensure that the Board has access to external professional financial advice where necessary.
      8. To support the Chief Executive and the Head of Finance in ensuring that the statutory and regulatory financial reporting is undertaken in a timely manner, compliant with necessary regulations and best practice guidance.
      9. To undertake such responsibilities as the Trustee Board may determine.
    2. Membership
      1. The membership of the FC may be determined by the Trustee Board on an annual basis but will normally include: 3 Sabbatical Trustees; 1 Student Trustee; 1 External Trustee & the UWTSD Deputy Vice Chancellor (Finance & Resources) (or their nominee) as full members. The Chief Executive and the Business & Finance Manager as ex officio members.
      2. Other individuals may also be invited to attend meetings from time to time to provide the Sub-Committee with information on specific items on the agenda.
  6. Audit & Risk Sub-Committee (ARC)
    1. Purpose
      1. To provide strategic oversight and review of Students’ Union processes and procedures (financial and non-financial) to ensure that internal controls are robust and that risk is identified and managed.
      2. To review and monitor the Students’ Unions’ compliance with laws, regulations and ethical codes of practice.
      3. To oversee the selection and propose the appointment, re-appointment and removal of the Students’ Union’s external auditors.
      4. To be responsible for the remuneration and oversight of the work of the external auditors, receive and review the Students’ Union’s Annual Report and supporting documentation prior to review, and pre-approve all audit and non-audit services undertaken.
      5. To receive and discuss the External Auditors report, and oversee the application of any recommendations.
      6. To monitor internal control and risk management systems
      7. To identify areas for internal investigation and consider the findings of reports.
      8. To periodically review the operation of policies and procedures and ensure that changes to statutory requirements are reflected in Students’ Union operation.
      9. To ensure that the Trustees are knowledgeable about the level of organisational risk, understand their personal responsibilities, and are equipped to make decisions and manage and mitigate risk.
      10. To undertake such responsibilities as the Trustee Board may determine.
    2. Membership
      1. The membership of the ARC may be determined by the Trustee Board on an annual basis but will normally include: 2 Sabbatical Trustees; 1 Student Trustee; 1 External Trustee as full members. The Chief Executive and the Head of Finance as ex officio members.
      2. Other individuals may also be invited to attend meetings from time to time to provide the Sub-Committee with information on specific items on the agenda.
  7. Health & Safety Sub-Committee (HSC)
    1. Purpose
      1. To provide strategic oversight and operational guidance on Students’ Union processes regarding matters related to the health and safety of staff and volunteers
      2. To advise the Trustee Board on the proper management and control of the Union’s health and safety policies and procedures
      3. To review and recommend to the Trustee Board changes deemed necessary with regards to the Union’s health and safety policies and procedures
      4. To receive reports from Union staff on recent ongoing issues and cases relating to health and safety
      5. To make recommendations to the Audit and Risk Sub-Committee on any health and safety issues that may impact the work of said Sub-Committee
      6. To undertake such responsibilities as the Trustee Board may determine.
    2. Membership
      1. The membership of the HSC may be determined by the Trustee Board on an annual basis but will normally include 1 Sabbatical Trustee, 1 External Trustee and 1 Student Trustee and be chaired by the Chief Executive. The Finance & Business Manager, Student Development Coordinator, Bar Manager (Lampeter) will also be in attendance, as well as a University Representative.
      2. Other individuals may also be invited to attend meetings from time to time to provide the Sub-Committee with information on specific items on the agenda.
Executive Committee
1. Purpose and Functions
  1. To make decisions of a political and reactive nature in response to such issues as arise affecting the student experience, institutional relationship, and such other matters as the Committee considers appropriate.
  2. For Officer Trustees to share updates and progress on their campaigns, projects, and manifestos, and to seek advice and support from other Committee members.
  3. For Senior Management to provide updates on operational issues to the Officers in a regular and formal manner, and for Officers to ask questions and receive other updates.
  4. When necessary, to make appointments to Campus Councils
  5. To review and accept applications for new clubs, societies, and volunteering projects.
  6. All meetings shall be run to an agenda agreed by the Chair, with all regular attending members (voting and non-voting) able to add items. All meetings shall be minuted.
  7. Minutes of the meetings should be sent to Student Union Council and Student Union Board for scrutiny.
  8. Meetings should be held no less than once a month.
2. Membership
  1. Officer Trustees (voting). The Group President will be Chair of the meeting.
  2. Chief Executive, Head of Business and Finance, Head of Membership Services (not voting).
  3. Governance and Administration Manager (not voting, for secretarial support).
  4. Any member of staff or student member at the invitation of the Committee (not voting).
Clubs, Societies & Volunteering Projects
1. Ethos
  1. The Students’ Union is committed to provide support to students setting up their own clubs, societies and volunteering projects for the following reasons:
    1. Personal and professional development and employability
    2. Creating an active and vibrant student community
    3. Supporting retention and a sense of belonging within the student community
    4. Promoting an active student lifestyle and positive mental health whilst at study
    5. Promoting wider community engagement and a sense of civic responsibility
    6. Networking and an opportunity to engage with the wider UK student community
  2. All student-led groups should elect their committees following guidance published by the Students’ Union. Only Full SU Members may be considered for committee positions.
2. Applying for recognition as a Students’ Union group
  1. To apply to become a Students’ Union group, a club / society or volunteering project must:
    1. Have at least 5 members interested in joining
    2. Have three named individuals (Full SU Members) willing to take leadership positions
    3. Have a draft constitution (model constitution available from the SU)
    4. Fill in the application form (available on the SU website)
    5. Be accepted by Students’ Union Executive Committee
  2. Officially recognised Students’ Union groups are able to apply for funding from the Students’ Union to support their activities. The Students’ Union will annually publish financial guidelines explaining how to access funding and what it may be used for.
  3. All members of Students’ Union clubs, societies and volunteering projects need to purchase the appropriate TSD card, which contributes to the cost of supporting student-led activities.
3. Sports Clubs
  1. The Students’ Union will annually run training for sports club committees, covering (as a minimum):
    1. Financial Procedures
    2. Administrative Procedures
    3. Standards of Behaviour
    4. Club Development opportunities
  2. All clubs must have a relevant risk assessment covering all of their planned activities.
  3. All clubs must have at least 2 qualified emergency First Aiders.
  4. BUCS teams must attempt to fulfil all of their fixtures and may be removed from a League, at cost to the club, if two fixtures are forfeited during the course of an academic year.
  5. New teams may be considered for entry to BUCS competition, if they fulfil the following criteria:
    1. Are able to display that they have sufficient members to fulfil league fixtures
    2. Have completed a year of local league or friendly competition
    3. Have demonstrated that they are running in line with the SU Code of Conduct (Bye-Law 11) and would be considered good ambassadors for the Students’ Union and the University.
4. Societies & Volunteering Projects
  1. The Students’ Union will annually run training for societies/volunteering committees, covering (as a minimum):
    1. Financial Procedures
    2. Administrative Procedures
    3. Standards of Behaviour
    4. Development opportunities
  2. All groups must have a relevant risk assessment covering all of their planned activities.
  3. All groups must have at least 2 qualified emergency First Aiders
5. Complaints
  1. Complaints relating to Clubs, Societies and Volunteering Projects (and their members) will be dealt with via the Disciplinary process as outlined in Bye-Law 12.
Academic Representatives
1. Partnership
  1. The Students’ Union is responsible for running an active academic representation system in partnership with UWTSD as outlined in Chapter 12 of the Academic Quality handbook.
2. Student Voice Reps
  1. The following Student Voice Reps shall be appointed each year:
    1. Institute of Management & Health (Carmarthen)
    2. Institute of Management & Health (Swansea)
    3. Institue of Management & Health (London)
    4. Institue of Management & Health (Birmingham)
    5. Institute of Education & Humanities (Swansea)
    6. Institute of Education & Humanities (Lampeter)
    7. Institute of Education & Humanities (Carmarthen)
    8. Institute of Science & Art (IQ, Swansea)
    9. Institute of Science & Art (Dynevor, Swansea)
    10. Institute of Science & Art (Carmarthen)
    11. Institute of Science & Art (Cardiff)
  2. Should all positions not be filled during the April / May elections, the remaining positions will be filled via an appointment process before the first Institute Board meetings in October of the following academic year.
  3. Student Voice Reps will be remunerated for their work at a rate set by the Remuneration and HR sub-committee of the Trustee Board.
  4. In addition to sitting on Institue Board, Student Voice Reps are also a full voting member of the relevant Campus Student Council.
  5. The Students’ Union will publish a role description outlining Student Voice Rep duties on an annual basis and will additionally provide comprehensive training and support.
3. Course Reps
  1. The Students’ Union will work with the University’s Student Experience Department, Institute and Academic Schools to ensure that all students have the opportunity to be engaged in all aspects of their educational experience.
  2. The Students’ Union will provide University staff with guidance and support on running course rep elections, and will provide training opportunities to elected reps.
  3. The Students’ Union will publicise the elected reps contact details and encourage reps to network and share ideas and issues.
  4. The Students’ Union will work with Academic Schools to identify cohorts of students with specific engagement needs and develop flexible systems of representation.
4. Complaints
  1. Complaints relating to Institute and Course Reps will be dealt with via the Disciplinary process as outlined in Bye-Law 12.
Code of Conduct
1. Code of Conduct
  1. The Students’ Union shall expect that as a minimum standard of behaviour, each member shall:
    1. Conduct themselves in a reasonable and responsible manner at all times and whilst being a member of the Union;
    2. Conduct themselves in a manner of mutual respect and understanding for all members of the University community;
    3. Not engage in any activity or behaviour likely to bring the Union or the University into disrepute;
    4. Conduct themselves in a manner that shall not offend others and shall not use foul and abusive language, either orally, in writing or by expression or by engaging in any form of discriminatory, bullying, or anti-social behaviour;
    5. Treat all Union and University property with respect and shall not interfere with other peoples’ the enjoyment of Union facilities or events;
    6. Comply with the reasonable requests of Union and University staff;
    7. Adhere to the Union’s and University’s Health & Safety policies and to any specific requirements that apply to areas where they work. A copy of the Health & Safety manual is available for consideration on the Students’ Union website. It is the members’ responsibility to be familiar with the policy at any event and at all times.
2. Breeches of the Code of Conduct
  1. Breeches of this Code should be reported and dealt with using the Disciplinary Procedure outlined in Bye-Law 12.
Complaints & Disciplinary Procedures
1. Complaints Procedure
  1. Anyone external to the staff, sabbatical officer and trustee team who is dissatisfied in their dealings with Trinity Saint David Students’ Union, its Officers, Staff or Trustees shall have the right to complain.
  2. All complaints should be dealt with promptly and fairly and should be investigated and resolved in accordance with the following stages:
2. Stage 1: Informal Complaint
  1. It is expected that most complaints can be resolved by discussing the matter informally at the earliest opportunity. A complainant should initially bring the matter to the attention of the appropriate Manager or Sabbatical Trustee in charge of the relevant area, who will aim to resolve the matter by informal discussion.
  2. Recipients of informal Student complaints are responsible for addressing them promptly and fairly. The recipient will normally let the complainant know within five working days of receiving the initial complaint what steps (if any) will be taken to address the complaint and the expected timescale.
  3. Should the complaint not be resolved by the above action, the complainant may bring the matter to the attention of the TSDSU Group President, who will make their own investigations and come to a judgement on the complaint, and inform the complainant accordingly.
    1. If the complaint is against a member of staff, the Group President will normally pass the matter to the TSDSU Chief Executive who will be responsible for addressing the complaint and for letting the complainant know the outcome.
    2. If the complaint is against the Group President the issue will be referred to the Board of Trustees via the Chief Executive who will support the Board in investigating the issue. The Chief Executive will be responsible for letting the complainant know the outcome.
    3. If the complaint is against the Chief Executive the issue will be referred to the Board of Trustees via the Group President who will support the Board in investigating the issue. The Group President will be responsible for letting the complainant know the outcome.
  4. It should be noted that this stage will normally be an informal oral process (or via email if a meeting is not possible) and a written record will not normally be made.
3. Stage 2: Formal Complaint
  1. If the complaint has not been resolved to the satisfaction of the complainant under Stage 1, they may make a formal complaint in writing to the Group President, or to the Chief Executive (in the case of the complaint being against the Group President). The Group President, or the Chief Executive, will be responsible for investigating the issue, presenting their findings and recommending a course of action to the Board of Trustees, or relevant sub-committee. The Group President, or the Chief Executive, will be responsible for letting the complainant know the outcome.
4. Stage 3: Review
  1. If the complaint has not been resolved to the satisfaction of the complainant under Stages 1 and 2, they may request a meeting of the Trustee Board (or relevant sub-committee) be convened to review the matter. The request must be made in writing to the Group President, or to the Chief Executive (in the case of the complaint being against the Group President) within one week of receiving notification of the outcome of stage 2, and the Trustee Board meeting (or relevant sub-committee) must be arranged within one month of receiving the written request.
  2. The review meeting will follow this format:
    1. The complainant is required to attend the meeting and may be accompanied by another full member of TSDSU.
    2. The complainant will be asked to explain their complaint and present any supporting evidence, with the assistance of their companion as necessary, following which they may be asked questions by the Board of Trustees.
    3. The Group President and / or the Chief Executive will then respond to the complaint, following which they may also be asked questions by the Board of Trustees and the complainant (or their companion).
    4. The complainant, their companion, and either the Group President and / or the TSDSU Chief Executive will then leave the room (depend which person has been involved in the complaint) and the Board of Trustees will make their final decision.
    5. The complainant will receive a full written response to their complaint, which should detail the nature of the complaint, the findings of Board of Trustees, and the points covered in the review meeting.
5. Stage 4: Appeal
  1. If dissatisfied with the decision of the Board of Trustees, the complainant may ask for their complaint to be reviewed by the University. The complainant must write to the Group President, or Chief Executive in the event that the complaint is against the Group President, and state the grounds for review and request that the matter be referred to the University.
    1. The grounds for review must meet one of the following criteria:
      1. That there were procedural irregularities in the investigation of the complaint; or
      2. That fresh evidence can be presented which was not or could not reasonably have been made available to the investigation; or
      3. That the finding of the investigation was inappropriate in light of the evidence.
  2. The complaint will then be referred onto the University for investigation and judgement. The University will be responsible for informing both the Student and the Group President the result of the investigation.
  3. The above represents the final stage of TSDSU’s complaints procedure.
6. Disciplinary Procedure
  1. Any complaints made concerning TSDSU members will be dealt with through this procedure. Complaints about TSDSU staff and Sabbatical Officers should follow the internal HR procedures that form part of the contractual arrangement of employment.
  2. All complaints should be dealt with promptly and fairly and should be investigated and resolved in accordance with the following stages:
    1. The complaint must be submitted to the Group President in writing. The Group President must then decide whether there is enough evidence to investigate the complaint. If so the Group President will task the Chief Executive to investigate and resolve the complaint.
    2. The Chief Executive, or their delegated nominee, should then investigate the complaint, including making efforts to consult all relevant parties. The Chief Executive may take the following action:
      1. No further action
      2. Caution the member (or a group) on future action
      3. Suspend a member from SU activities for a period up to the end of an academic year.
      4. Suspend a group from running a particular activity for a period up to the end of an academic year.
      5. Withdraw SU funding and administrative support from an activity
      6. Refer the matter to the Trustee Board for consideration
      7. Refer the matter to the University for consideration
    3. Should the matter be referred to the Trustee Board for consideration the procedure outlined under Bye Law 12.4.2 (Complaints Procedure, Review Meeting) will be followed to ensure due process. All options detailed in Bye Law 12.6.2.2 remain available. In addition, the Trustee Board may:
      1. Suspend the member from SU activities indefinitely
      2. Expel the member from SU membership
  3. Following the decision, both the complainant and the subject of the complaint should be informed of the action taken by the Group President.
  4. If dissatisfied with the outcome, both the subject of the disciplinary action and the complainant may appeal, following the process outlined in Bye Law 12.5.1 (Appeal).

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