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Wednesday 8th September

City & Guilds College Union

Regulation 1

Officers of the Union

Officers of the Union
Job Descriptions for the Officers, and the Guildsheet Editor

Ratification

Officers of the Union (up)
1. The Officers of the Union shall be:
  1. President
  2. Vice-President (Activities)
  3. Vice-President (Finance & Societies)
  4. Honorary Secretary
  5. Chairman
  6. Academic Affairs Officer (Education Representative)
  7. Academic Affairs Officer (Research Students' Representative)
  8. Masters Students' Representative
  9. Sports Officer
  10. CGCA Officer
  11. Welfare Officer
  12. Lord Mayor's Show Co-ordinator
  13. Regalia Officer
  14. RAG Co-ordinator
  15. Boanerges Driver
  16. Derrick Rider
  17. Spanner Bearer
  18. Bolt Bearer
  19. The Chair of each Departmental Society Committee
  20. Each Departmental Representative
  21. Each Research Representative
  22. The President of the Royal School of Mines Clubs and Societies Committee
2. Any person can hold more than one of the positions in Article 1.1 except for the role of President, Vice President (Activities), Vice President (Finance & Societies), and the Academic Affairs Officers.
3. All posts may be held jointly by two or more persons, except for:
  1. President
  2. Vice-President (Activities)
  3. Vice-President (Finance & Societies)
  4. Honorary Secretary
  5. Chairman
Job Descriptions for the Officers, and the Guildsheet Editor (up)
1. The President shall:
  1. Be the ultimate representative of the Union.
  2. Maintain relations between the Union and ICU, College, and other committees, institutions and associations as appropriate.
  3. Be responsible for the interpretation and development of the Constitution and Regulations.
  4. Be ultimately responsible for the finances of the Union.
  5. Be ultimately responsible for Health & Safety issues within the Union.
  6. Be ultimately responsible for public relations issues and sponsorship of the Union.
  7. Be ultimately responsible for the Academic Affairs Network.
  8. Be ultimately responsible for all elections within the Union.
  9. Be ultimately responsible for the publications of the Union.
  10. Be ultimately responsible for discipline and grievance issues in the Union.
  11. Be ultimately responsible for the conduct of Union Committees and Clubs and Societies.
  12. Be ultimately responsible for all activities of the Union.
  13. Be ultimately responsible for the work of the Executive and represent their views to the Council.
  14. Supervise other Officers of the Union, delegate the duties of any Officer who is unable to fulfil them and negotiate extra duties with other Union Officers, as appropriate.
2. The Vice-President (Activities) shall:
  1. Deputise for the President, as required.
  2. Oversee student activities and host traditional events.
  3. Co-ordinate the involvement of the Union in ICU Rag.
  4. Be responsible for violate mascotry in the Union
  5. Be responsible for public relations issues of the Union.
  6. Co-ordinate the procurement of sponsorship for the Union.
  7. Oversee the Union's regalia trading activities.
  8. Be responsible to the President for the co-ordination of central activities.
  9. Facilitate communication and cooperation between Departmental Societies and organisation of inter-departmental events and activities.
3. The Vice-President (Finance & Societies) shall:
  1. Deputise for the President, as required.
  2. Facilitate communication between clubs, societies and the Union.
  3. Assist and advise the Clubs and Societies in matters relating to finance, Union Policy and organization.
  4. Be responsible to the President for the activities and health & safety issues of, and co-operation between, Clubs and Societies.
  5. Be responsible to the President for the day-to-day running of Union finance.
  6. Report the financial position of the Union to the Executive, as required.
  7. Maintain an inventory in accordance with the ICU Financial Regulations.
  8. Inform all persons with financial authority in the Union of their duties and responsibilities and obtain a written declaration from each such person to confirm their knowledge and acceptance of this responsibility.
  9. Oversee the Union's representation at ICU Trading and Services Committees.
4. The Honorary Secretary shall:
  1. Be responsible for the provision of Office facilities and services.
  2. Oversee the accurate recording and compilation of all minutes of meetings of General Meetings and Executive Committee. A full copy shall be archived when appropriate.
  3. Ensure handover information is exchanged between incoming and outgoing Union Officers.
  4. Notify all post-holders of the Union of their responsibilities at the start of the year.
  5. Organise the Freshers' Dinner to introduce new students to the College.
  6. Maintain a list of names and contact details, of all Officers and representatives of the Union.
  7. Maintain and protect a documentative and photographic record of Union activities during the academic year, including names of all Union, Club and Society Officers and representatives.
  8. Submit material to Imperial College Archives as and when necessary.
  9. Maintain a list of all Full, Honorary and Life Members of the Union.
  10. Maintain and distribute an accurate list of authorised signatories to the following locations:
    1. ICU Bar
    2. Imperial College Computer Services Shop
    3. ICU Shop
    4. ICU Union Manager (2 copies)
  11. The list of authorised signatories shall consist of specimen signatures from each of the following:
    1. President
    2. Vice-President (Activities)
    3. Vice-President (Finance & Societies)
    4. Honorary Secretary
    5. Guildsheet Editor, on the copy for the ICU Shop only
  12. Ensure that a copy of the current Constitution, Regulations and Union Policy is available to all members of the Union and that the master copy is kept secure.
5. The Chairman shall:
  1. Uphold the duties and responsibilities detailed in the Constitution and Regulations.
  2. Be impartial in all proceedings and duties as Chairman.
6. The Academic Affairs Officer (Education Representative) shall:
  1. Be responsible for the Academic Affairs Network for taught students.
  2. Represent the views of taught students of the Union in matters concerning academic affairs and student welfare to the following and any other appropriate committees:
    1. General Meetings
    2. The Student Affairs Committee
    3. ICU Council
    4. The Undergraduate Studies Committee of Imperial College
    5. The Engineering Studies Committee of the College
    6. The Staff-Student Committees of each department
  3. Co-ordinate and supervise the activities of the Academic Representatives of the taught students in the Union.
  4. Ensure compliance of the elections of Academic Representatives of taught students with the Election Regulations.
7. The Academic Affairs Officer (Research Representative) shall:
  1. Be responsible for the Academic Affairs Network for research students.
  2. Represent the views of taught students of the Union in matters concerning academic affairs and student welfare to the following and any other appropriate committees:
    1. General Meetings
    2. The Student Affairs Committee
    3. ICU Council
    4. The Graduate School of Engineering and Physical Sciences Management Committee
  3. Co-ordinate and supervise the activities of the Academic Representatives of the taught students in the Union.
  4. Ensure compliance of the elections of Academic Representatives of research students with the Election Regulations.
8. Masters Students' Representative
  1. Represent the views of taught postgraduate students of the Union in matters concerning the academic affairs and student welfare to the following and any other appropriate committees:
    1. General Meetings
    2. The Student Affairs Committee
    3. The Graduate School of Engineering and Physical Sciences Management Committee
9. The Sports Officer shall:
  1. Facilitate competitive and participative sport within the Faculty.
  2. Organise sporting competitions within the Faculty.
10. The CGCA Officer shall:
  1. Represent the views of the Union to the City and Guilds College Association.
  2. Recruit current members of the Union to the City and Guilds College Association.
  3. Assist in organising alumni-student careers networking events.
  4. Promote alumni events to the members of the Union.
  5. Chair a specially convened meeting of the Colours Committee to consider nominations for the A.M.Holbein Award, as detailed in the Colours Regulations.
  6. Assist members and Committees of the Union in any applications to the alumni trust funds.
11. The Welfare Officer shall:
  1. Co-ordinate and supervise the promotion of welfare issues in the Union.
  2. Represent the views of the students of the Union in matters concerning welfare issues to the following and any other appropriate committees:
    1. General Meetings
    2. The Student Affairs Committee
    3. ICU Council
    4. ICU Welfare Committee
12. The Lord Mayor's Show Co-ordinator shall:
  1. Organise the Union's participation in the City of London's Lord Mayor's Show.
  2. Be responsible to the President, through the Vice-President (Finance & Societies) for the finances of participation.
  3. Be responsible to the President, through the Vice-President (Activities), for public relations, health and safety issues involved.
13. The Regalia Officer shall:
  1. Manage the Union shop and co-ordinate its commercial activities
  2. Be responsible to the President, through the Vice-President (Finance & Societies) for the finances of the shop.
  3. Be responsible to the President, through the Vice-President (Activities), for public relations issues involved.
14. The RAG Co-ordinator shall:
  1. Co-ordinate the involvement of the Union in ICU RAG.
  2. Be responsible to the President, through the Vice-President (Finance & Societies) for the finances of participation.
  3. Be responsible to the President, through the Vice-President (Activities), for public relations, health and safety issues involved.
15. The Guildsheet Editor shall:
  1. Organise the publication and distribution of the student newspaper of Union, which shall be called Guildsheet.
  2. Promote the Union, its clubs, societies, activities and events through Guildsheet, in addition to providing a forum for members of the Union to voice their opinions.
  3. Exercise editorial independence, whilst maintaining the principles of honesty and fair play.
  4. Recruit assistance as necessary from the student body.
  5. Operate in accordance with Code of Practice appended to the ICU Memorandum of Understanding. The Management Committee shall perform a role similar to the Press Complaints Commission in the case of disputes, and adjudicate the Guildsheet Editor to abide by decisions reached.
  6. Archive a copy of all publications.
16. The Boanerges Driver, Derrick Rider, Spanner Bearer and Bolt Bearer shall:
  2. Recruit volunteers to assist in their responsibilities.
  3. Boanerges Driver and Derrick Rider Only: Be responsible to the President through the Vice-President (Finance & Societies) for the finances and health and safety issues of their activities.
  4. Spanner and Bolt Bearers Only: Be responsible to the President through the Vice-President (Activities) for the security of their respective mascots and the safe supervision of their use.
  5. The Departmental Representatives (Taught Students) shall:
  6. Be the representative to the Union, College and ICU for the taught students in their respective Departments.
  7. Co-ordinate the activities of the Academic Taught Student Representatives of their department.
  8. Represent the views of the taught students of their department to the following and any other committees, institutions and associations:
    1. General Meeting
    2. Executive
    3. Taught Student Affairs Committee
    4. Their Departmental Society Committee
    5. The Staff-Student Committee of their department
  9. Promote the activities of their departmental society.
  10. Act as returning officer in the election of Academic Taught Student Representatives, under the Election Regulations.
17. The Departmental Representatives (Research Students) shall:
  1. Be the representative to the Union, College and ICU for the research students in their respective Departments.
  2. Co-ordinate the activities of the Academic Research Student Representatives of their department.
  3. Represent the views of the research students of their department to the following and any other committees, institutions and associations:
    1. General Meeting
    2. Research Student Affairs Committee
  4. Act as returning officer in the election of Academic Research Student Representatives, under the Election Regulations.
18. The job descriptions for each Departmental Society Chair and the President of the Royal School of Mines Clubs and Societies Committee is given in their respective standing orders.
Ratification (up)
1. This Regulation was approved by the Union:
  John Collins - President of the Union
  Sunny Chiu - Chairman of the Union