student groups

Student Group Constitution

1.0 1.1 Designation and context The name of the group shall be The University of Birmingham Guild of Students. Birmingham Ethnic Minorities Association, which maybe abbreviated/shortened to: BEMA . For the rest of this document, called the Association. 1.2 It is recognised that this Association is a constituent part of the University Of Birmingham Guild Of Students and must therefore fulfil all stipulations and regulations contained within the Memorandum, Articles of Association, bye-laws and policies thereof. Guild Council, or the Student Groups Committee [SGC], acting on its behalf, may require the Association to amend this constitution to safeguard the interests of the Guild. Amendments to a group Constitution, as approved by Annual General Meeting or Extraordinary General Meeting, shall not take effect until approved by the SGC. Queries regarding interpretation should be referred to the Vice-President (Activities and Development) [VPAD] after consideration by the Association committee. This constitution, and any additional policies enforced by the Association, will be available to all members at any time.

1.3 1.4 1.5 1.6

2.0 2.1 2.1.1

Objectives of the student Association The objectives of the Association shall be: Promote the interests and equality of Black and Minority Ethnic (BME) students on campus to University society, working alongside the Ethnic Minority Students Officer and the Equality & Diversity Officer (Guild). Advise Guild Council and Guild bodies on issues relating to the social, political and welfare interests of BME students, and lobby all relevant bodies. Campaign and actively defend the social, political and welfare interests of BME students and communities on campus and locally. Organise and co-ordinate annually for Black History Month in October. Provide a safe space for discussion of BME issues amongst members. Work alongside the Guild Officer group, especially the Vice-President (Welfare), to enforce the Guilds Zero-Tolerance campaign and No-Platform policy. Work alongside the ARAF to monitor and keep note of hate crime/incidents on campus and report this to the University.

2.1.2 2.1.3 2.1.4 2.1.5 2.1.6 2.1.7

2.1.8 Uphold and maintain principles of Liberation, anti-racism, anti-fascism and antiImperialism. 2.1.9 To act as an umbrella organisation for other cultural societies/groups working specifically for the BME constituency within the Guild, support these societies where necessary and maintain communications. 2.1.10 Establish and maintain working links with local/national bodies and organisations working with and for the interests of BME groups. 2.2 All activities of this Association must be related to the objectives. 2.3 Unless specifically required by the above objectives, membership and admittance to the student Association activities shall be open to all University of Birmingham students, except where the activity is deemed to be for members only, and/or where safe space is applied. Positive discrimination may be permissible. Membership of the Association should not be refused for any of the following reasons: religion or creed, sex, sexual orientation, political opinion, gender (including gender reassignment), age, marital status, pregnancy or disability. The Committee members shall ensure that

activities of the Association are pursued in the best interests of student members and independently of any political or religious group external to the Guild of Students. 3.0 3.1 3.1.1 3.1.2 3.2 4.0 4.1 All changes to the above list of affiliations must be approved by the SGC Address The address for all correspondence shall be: Group Name, Student Development, Guild of Students Edgbaston Park Road, Birmingham, B15 2TU. Membership Membership of this Association shall be open to all Full and External Members of the Guild who self-define as Black and/or Minority Ethnic, subject to the Guilds byelaws and relevant legislation. Full members of the Association may: Run for committee positions at General Meetings of the Association (Annual and Emergency); Hold office in the Association committee and sub-committee/representative roles; Attend, speak and vote at all General Meetings of the Association; Submit motions to General Meetings; Hold committee officers to account, and instigate appropriate measures at General Meetings against officers (vote of no confidence, etc.); Use any of the facilities provided by the Association; Relinquish membership Membership of the Association shall itself not be deemed to confirm membership of the Guild or any of the privileges pertaining thereto. External Members may participate in the activities of the Association but not hold office or vote at General Meetings of the Association. Responsibilities of committee members To be responsible for the running and proper management of the Association. To be responsible for the financial affairs of the Association in line with the Guilds Financial Procedures Manual. To uphold the clauses contained in this constitution. To uphold the clauses contained in the bye-laws, Memorandum and Articles of Association of the Guild of Students. Co-ordinate, lead and execute campaigns on behalf of the Association and its members. To represent the Association at any meetings required by Student Development. Affiliations The Association may affiliate to the following bodies/organisations: NUS Black Students Campaign

5.0 5.1

5.2

5.2 5.3

6.0 6.1.1 6.1.2 6.2 6.3 6.4 6.5

6.6.1.1 To ensure their correct contact details are held by Student Development. 6.6.1.2 To ensure the Association accounts do not become overdrawn without the agreement of the SGC. 6.6.1.3 To be personally liable to the Guild for any debts owed by the Association to the Guild (applicable to authorised signatories only). 6.6.1.4 To ensure no other bank account exists for the Association outside of the Guild. All financial transactions relating to the Association must be dealt with through Student Development. 6.7 The Association does not have the authority to enter into contracts with any external bodies, all such contracts or agreements require the authorisation of the VPAD

6.8.1 6.8.2 6.8.3 6.8.4 6.9

The committee (excluding the VPAD) should meet whenever required, but at least two times per term. The chair shall call a committee meeting at the request of any two members of the Committee. Every committee member shall be given at least two days notice of an ordinary meeting. In case of emergency, an emergency meeting may be held within less than 48 hours, provided that reasonable notice has been given to every member of the committee. Any member of the Association can recommend that a committee member be removed from office. This will then be referred to the VPAD for investigation, with the final decision resting with the SGC, as outlined in the appropriate discipline procedure. If any vacancies occur in the membership of the committee during its term of office, the committee will inform the VPAD and Student Development, the vacancy shall be democratically filled at an Extraordinary General Meeting as soon as is practical. The VPW is an ex-officio member of the committee. Financial liability shall be devolved to the Guild only where it can be shown that the relevant procedures have been complied with; all other liability rests with the committee members. Responsibilities of the Chair

6.10

6.11 6.12

7.0

7.1 To co-chair and co-ordinate the committee (alongside the Ethnic Minority Students Officer). 7.2 7.3 8.0 8.1 8.2 8.3 8.4 To ensure that the Association is represented at meetings required by the Guild, and in any dealings with the Guild or other bodies. To chair the Annual General Meeting and any other meetings, unless there is a conflict of interest, in which case another committee member shall chair the meeting. Responsibilities of the Treasurer. To provide the committee with regular reports on the Associations financial status. To liaise directly with Student Development so as to maintain and update the Associations accounts. To advise the committee on the financial implications of all decisions taken. To prepare a grant application requesting financial assistance from the Guild and to submit this application by the required deadline, if the Association desires to request funding. Groups may apply for a grant to support some or all of the activities listed in their constitution. This funding should supplement the fundraising and budgeting efforts of the Association, and should not be relied upon to ensure the sustainability of the Association. To maintain an inventory of, and to ensure that safety checks are regularly carried out on, all equipment; and to provide related information to Student Development. Responsibilities of the Vice-Chair/Secretary To take minutes of the Annual General Meeting, Extraordinary General Meetings and committee meetings if required, and to submit copies of these to Student Development. To maintain and update membership lists for the Association, and ensure that Student Development has current records. To deal with correspondence with members, interested students and external bodies. To ensure the promotion of the Association and its activities to encourage increased awareness of and participation in the Association. To ensure that Student Development receives minutes and full details of the Associations committee within 10 days of the Annual General Meeting or any Extraordinary General Meeting.

8.5

9.0 9.1 9.2 9.3 9.4 9.5

10. Roles and Responsibilities of other committee members 10.0.1 Other committee members shall be: 10.1 Co-Chair (ex-officio) Will by default be the Ethnic Minority Students Officer, as elected by cross-campus ballot. To work alongside the Chair to co-ordinate the committee and assist the aims and campaigns of the Association.
To attend the Student Equality and Diversity Committee.

10.2

Marketing and Publicity Officer To maintain visibility of the Association. To utilise social media and other communications media to promote the Associations, its campaigns and activities to members and locally. Local Liaison Officer(s) To establish/maintain communications with local/ Birmingham-based bodies, groups and organisations working for, with, and in the interests of, BME communities and individuals. To bring to the attention of the committee/membership the work of these bodies and encourage working relationships towards shared goals of the Association and bodies

10.3

10.4

Guild Councillor To represent the Association and vote in the interests of its members at meetings of Guild Council. Cultural outreach officer(s) To establish and maintain communications with other cultural societies/groups within the Guild that work specifically with or for BME members. To act as a point on contact between BEMA and those societies, and allow BEMA to adequately support them where necessary. Campaigns officer(s) To assist with the planning and execution of specific BEMA campaigns (e.g. Black History Month, Imperialism Awareness week, NUS BSC campaigns). To maintain communications with external bodies and Student Unions to orchestrate more wide-reaching campaigns and help co-ordinate joint actions. Annual General Meeting There will be an Annual General Meeting at which the Association committee members shall be elected for the forthcoming year, which must occur within 12 months of the previous elections, as far as is practically possible; these must be held in February or March, except where the SGC has granted exemption (which may be reviewed/revoked).

10.5

10.6

. 11.0 11.1

11.1.1 The election of all Association officers shall be carried out in a free and fair democratic manner (in line with Guild election regulations). 11.1.2 All members (including present and potential committee members) are entitled to vote. Voting shall be first-past-the-post, carried out by secret ballot, unless there is only one candidate (in addition to the option to vote to Re-Open Nominations, which must be an option in every election) and if no-one objects, in which case, a show of hands will be permissible. 11.1.3 In the event of two or more candidates receiving the same number of votes, the winner shall be selected by chance (e.g. flipping a coin or drawing straws). 11.2 A minimum of two term-time weeks notice of the Annual General Meeting shall be given to all members of the Association and the VPAD; the Association should undertake all reasonable steps to encourage members to participate and to ensure that sufficient information about the roles available is available, promoting the elections through all available means. Quorum for an Annual General Meeting shall be twenty members.

11.3

11.4.1 The Annual General Meeting shall follow the following format: 11.4.2 Approval of the minutes of the last meeting. 11.4.3 Matters arising from the last minutes. 11.4.4 Review of the year from the Chair.

11.4.5 Financial report from the Treasurer, summarising the financial position and any significant issues during the course of the year. 11.4.6 Reports from other officers as required. 11.4.7 Amendments to the constitution (such as objectives, membership fee or committee roles). 11.4.8 Elections to the committee for the following year. 11.4.9 Any Other Business. 11.5 Subsequent to the Annual General Meeting, the new Officers will book a handover meeting with a member of Student Development staff within two term-time weeks. Only at that meeting, when the newly elected committee have signed the committee declaration, will officers assume responsibility for all matters relevant to their elected post and committee member status, including all business undertaken by their respective predecessors.

12. Extraordinary General Meetings 12.1 12.2 Extraordinary General Meetings may be called to discuss urgent matters that can not be postponed until the next due Annual General Meeting Reasons for an Extraordinary General Meeting may include, but are not limited to: amendments to the constitution, election of an officer to a vacant position, responding to a threat to the reputation or sustainability of the Association.

12.3 Extraordinary General Meetings may be called following a request by any two committee members, any ten members of the Association or the SGC. 12.4 One full term-time weeks notice is required for any Extraordinary General Meetings, and all reasonable efforts should be made to make members aware of the meeting. 13.0 13.1 13.2 13.3 Cessation of Recognition and discipline The SGC cannot derecognise the Association. Committee of the Association are solely accountable to its members; the Association and its activities are bound by the Guild Bye-Laws. In extreme cases, the SGC can require an Extraordinary General Meeting to elect a new committee, or enforce other disciplinary actions where the actions of the committee are deemed to be significantly in conflict with the Guild Bye-Laws, etc.

Date approved by group: 21/03/2013 (Standard constitution template approved by Guild Council, March 2010)