1. Article 17.16 provides for the following standing committees of the Student Senate, namely:
1. Election Ratification & Appeals Committee
2. Disciplinary Committee
3. Audit & Risk Committee
4. Finance, Human Resources, & Capital Development Committee
2. Article 17.17 provides for the following standing Sub-Committees of the Finance, Human Resources, and Capital Development Committee of the Board of Trustees, namely:
1. Commercial Activities Sub-Committee
2. Services & Facilities Sub-Committee
3. The Election Ratification & Appeals Committee shall ratify the results of elections within the Union and shall rule on all appeals that come to its attention pursuant to Schedule 23 of this Constitution.
1. The function of the Committee shall be to:
(a) ratify election and referendum results submitted to the Committee by the Chief Retuning Officer
(b) hear appeals in respect of elections and referendums
i. Any member of the Union may appeal an election or referendum matter to the Committee within 3 days of the results being declared by the Chief Returning Officer.
ii. Any member of the Union may appeal a constitutional matter to the President for consideration first, and then appeal that decision to the committee.
iii. Appeals in respect of elections and referendums under any other grounds may be submitted to the Committee by putting in the hands of the President in writing the case in question.
iv. The Committee shall meet and rule on any such appeal as soon as is practicable of the appeal’s receipt by the President.
v. No election or referendum result shall be deemed final until an appeal has been heard by the Committee.
2. Membership of the committee shall be as follows, namely:
(a) Immediate past President of the Union
(b) One member from the external panel of the Board of Trustees (who shall be the Chairperson of the Elections & Appeals Committee).
(c) Speaker of the Student Senate
(d) One person, not a member of the Union, with significant experience in election procedure to be appointed by the Board of Trustees.
(e) One past officer of the Union
3. The Committee shall meet at least twice per academic year, normally once per semester, and then as often as required to carry out its function.
4. Subject to the provisions of this Constitution and the Board of Trustees, the Committee shall shall determine its own working procedures.
4. The Disciplinary Committee shall investigate charges of stated misbehaviour against any member of the Executive, subject to the provisions of Article 7 of this Constitution.
1. Membership of the committee shall be as follows, namely:
(a) One other past President or Vice President of the Union
(b) One member from the external panel of the Board of Trustees (Chairperson).
(c) One person, not a member of the Union, with significant experience in Human Resources and personnel management to be appointed by the Board of Trustees
2. The Committee shall meet as and when required.
3. Subject to the provisions of this Constitution and the Board of Trustees, the Committee shall shall determine its own working procedures.
5. The Audit & Risk Committee shall assist the Board of Trustees in the fulfilment of its functions with respect to the Union’s financial statements, financial condition, and risk management.
1. The function of the Committee shall be to:
(a) Review the draft annual financial statement of the Union and consolidated statements, and their format, taking account of all relevant considerations and of accounting standards and legal requirements, before they are submitted to the Board of Trustees;
(b) Recommend to the Board of Trustees whether the Board of Trustees should approve any financial statements so reviewed by the Committee;
(c) Determine, at least annually, whether, in the Committee’s opinion, the Union has kept adequate accounting records
(d) Advise the Board of Trustees on the appointment of the external auditors, the audit fee and any questions of resignation or dismissal of the external auditors;
(e) Discuss with the external auditor, before the audit commences, the nature and scope of the audit;
(f) Discuss problems and reservations arising from the audit and any other matters requested by the external auditors;
(g) Review the external auditor’s Management Letter and all other audit letters from the external auditors and consider management’s response;
(h) Monitor the performance and quality of the external auditor’s work and the auditor’s independence from the Union;
(i) Obtain from the external auditor up-to-date information to enable the Committee to monitor the Union's relationship with the external auditor, including but not limited to information relating to the external auditor’s affiliates;
(j) Taking account of the legal provisions, recommend whether or not to award contracts to the external auditor (or an affiliate) for non-audit or audit-related work
(k) Satisfy itself that the arrangements made for and resources available to the Internal Auditor are suitable and appropriate, and monitor the performance of the Internal Auditor;
(l) Consider the system of internal financial controls and to satisfy itself that the control environment is adequate and that controls are operating effectively;
(m) Keep under review and advise on the operation and effectiveness of the Union’s risk-management systems;
(n) Provide an opinion annually on the proposed statement of internal controls and on any legal compliance requirements and;
(o) Consider the Internal Audit annual audit programme, review reports of the Internal Auditor and consider major findings and management’s response
(p) Satisfy itself that arrangements are in place to promote economy, efficiency and effectiveness;
(q) Consider other topics, as requested by the Board of Trustees or initiated by the Committee and promote co-ordination between the Union’s internal and external auditors
2. Membership of the committee shall be as follows, namely:
(a) Not less than one and not more than two members from the external membership of the Board of Trustees
(b) Not less than one and not more than two members with relevant risk assessment and risk management experience
(c) Not less than one and not more than two members with relevant financial experience
3. The Chairperson of the Committee should be appointed by the Board of Trustees
4. The Committee shall meet on at least six occasions per academic year, normally with three meetings per semester, and then as often as required to carry out its function.
5. The Committee shall make a written report on its activities to the Board of Trustees following each meeting of the Committee. At least annually, such a report will include the Committee’s opinion on the adequacy of the systems of internal controls and risk management. The Committee will report to meetings of the Board of Trustees on such other occasions as requested. Minutes of meetings of the Committee shall be circulated to each member of the Board of Trustees to satisfy this reporting requirement
6. The Chairperson of the Committee should lead a periodic review by the Committee of its own effectiveness. This will include full consideration of communications within the Committee and between the Committee and the Union, external auditors, internal auditors, risk advisors and the Board of Trustees
7. Subject to the provisions of this Constitution and the Board of Trustees, the Committee shall shall determine its own working procedures.
6. The Finance, Human Resources, & Capital Development Committee shall have a major oversight role in relation to the implementation of the Union’s Strategic Plan, the management of the Unions finances and human resources of the Union, and the management of the assets of the Union.
1. The function of the Committee shall be to:
(a) Review and comment on financial plans and budgets prepared under the direction of the President, and in conjunction with the Unions finale function, prior to their presentation for the approval of the Board of Trustees;
(b) Review whether the policies, processes and procedures used in the recruitment, selection and appointment of staff are in accordance with best practice
(c) Support the development of the Union's Strategic Plan prior to presentation for the approval of the Board of Trustees
(d) Receive and approve reports on the levels of activity within the Union’s commercial services, non-commercial services, and facilities
(e) Receive and approve reports on the financial performance of the Union’s commercial services, non-commercial services, and facilities
(f) Receive and approve reports on the financial resourcing needs of the Union’s commercial services, non-commercial services, and facilities
(g) Receive and approve reports on the human resourcing needs of the Union’s commercial services, non-commercial services, and facilities
(h) Consider and approve proposals for development opportunities of the Union’s commercial services, non-commercial services, and facilities
(i) Consider and approve proposals for capital development and investment needs and opportunities of the Union’s commercial services, non-commercial services, and facilities
(j) Consider and approve service agreements relating to the Union’s commercial services, non-commercial services, and facilities
(k) Review and comment on financial plans and budgets prepared under the direction of the President, and in conjunction with the Unions finale function, prior to their presentation for the approval of the Board of Trustees;
(l) Review and comment on the draft annual audited accounts prior to their presentation for the approval of the Board of Trustees
(m) Review whether the policies, processes and procedures used in the recruitment, selection and appointment of staff are in accordance with best practice and conform to the Union’s HR policies
(n) Review the full schedule of all the documents formally sealed by the Union since the previous Committee meeting (as the keeper of the seal of the Union, the Secretary, will put a schedule before the Committee for noting)
(o) Note the annual report of the trustees of the Union’s Group Pension and Risk Scheme
2. Membership of the committee shall be as follows, namely:
(a) President
(b) Not less than three and not more than four permanent members of staff of the Union
(c) Not less than two and not more than six external members with a significant experience in finance, human resourcing and/or capital development.
3. The Committee shall select a chairperson from among the external membership of the Committee
4. The Committee shall meet on at least six occasions per academic year, normally with three meetings per semester, and then as often as required to carry out its function.
5. Subject to the provisions of this Constitution and the Board of Trustees, the Committee shall shall determine its own working procedures.
7. The Commercial Activities Sub-Committee shall ensure the smooth running of the Union’s commercial activities
1. The function of the Committee shall be to:
(a) Review and consider levels of activity within the Union’s commercial services
(b) Review and consider financial performance of the Union’s commercial services
(c) Review and consider the financial resourcing needs of the Union’s commercial services
(d) Review and consider the human resourcing needs of the Union’s commercial services
(e) Review and consider capital development and investment needs and opportunities of the Union’s commercial services
(f) Oversight of service agreements relating to the Union’s commercial services
(g) Maintain and review the schedule of service agreements relating to the Union’s commercial services
(h) Identify and consider developments opportunities of the Union’s commercial services
(i) Ensure Union’s commercial services compliance with the Unions reserves policy
(j) Advise, as and when consulted, on mandates relating to the Union’s commercial services
2. Membership of the committee shall be as follows, namely:
(a) Not less than one and not more than three members of the Executive
(b) Not less than one and not more than two ordinary members of the Union
(c) Not less than four and not more than six permanent members of staff of the
Union
3. The Committee shall select a chairperson from among the membership of the Committee
4. The Committee shall meet on at least four occasions per academic year, normally twice per semester, and then as often as required to carry out its function.
5. Subject to the provisions of this Constitution and the Board of Trustees, the Committee shall shall determine its own working procedures.
8. The Services & Facilities Sub-Committee shall ensure the smooth running of the Union’s services and facilities
1. The function of the Committee shall be to:
(a) Review and consider levels of activity within the Union’s services and facilities
(b) Review and consider financial performance of the Union’s services and facilities
(c) Review and consider the financial resourcing needs of the Union’s services and facilities
(d) Review and consider the human resourcing needs of the Union’s services and facilities
(e) Review and consider capital development and investment needs and opportunities of the Union’s services and facilities
(f) Oversight of service agreements relating to the Union’s services and facilities
(g) Maintain and review the schedule of service agreements relating to the Union’s services and facilities
(h) Identify and consider developments opportunities of the Union’s services and facilities
(i) Ensure Union’s services and facilities compliance with the Unions reserves policy
(j) Advise, as and when consulted, on mandates relating to the Union’s services and facilities
2. Membership of the committee shall be as follows, namely:
(a) Not less than one and not more than three members of the Executive
(b) Not less than one and not more than two ordinary members of the Union
(c) Not less than four and not more than six permanent members of staff of the Union
3. The Committee shall select a chairperson from among the membership of the Committee
4. The Committee shall meet on at least four occasions per academic year, normally twice per semester, and then as often as required to carry out its function.
5. Subject to the provisions of this Constitution and the Board of Trustees, the Committee shall shall determine its own working procedures.
9. The Committees and Sub-Committees of the Board of Trustees shall be bound by the following provisions:
1. Each Committee shall appoint from one of its number no later than at its second meeting a Deputy Chairperson. The Deputy Chairperson shall act if the Chairperson is temporarily incapacitated.
2. A Secretary shall be appointed by each Committee to provide such technical and administrative supports as it may determine.
3. Each Committee shall appoint from one of its number no later than at its second meeting a Vice-Secretary. The Vice-Secretary shall act if the Secretary is temporarily incapacitated.
4. Staff of the Union may, at the invitation of a Committee, attend for all or part of a meeting of the Committee. In additional external independent experts may be asked by a Committee to attend all or part of a Committee meeting
5. Any member of a Committee shall be deemed to have resigned if they fail to attend two consecutive meetings of the Committee, without submission of their apologies in advance of the meeting to the Secretary.
6. Except where otherwise stated in Schedule 22 of this Constitution, each Committee shall report back to the Board of Trustees after each meeting and at least once per semester.
7. Quorum for each committees shall be no less than one third of those entitled to attend and vote
8. Decisions shall be made by consensus in the first instance, but where necessary may be made by a simple majority vote of a quorate meeting.