KCSU Constitution

The KCSU Constitution, as ratified at the Constitutional Open Meeting of 23rd October 2009

I. Name

There shall be a body, the name of which shall be King's College Student Union (informally called KCSU), hereinafter referred to as the “Union”.

II. Aims

The aims and objectives of the union shall be:
a. To be the official representative body for the undergraduates of the College;
b. To develop the intellectual, educational, social, political, and athletic aspects of College life;
c. To promote the welfare of students OF the College;
d. To be, within the restrictions of Appendix B, an organisation which opposes racism, sexism, heterosexism, prejudice, discrimination and inequality;
e. To maintain close links with the Cambridge University Student Union;
f. To prevent - so far as is legal, and according to the restrictions of Appendix B - the display or propagation by any material advocating any form of prejudice or discrimination at any meeting of the Union or by means of any of its facilities.

III. Membership

1. All undergraduate Junior Members of King's College shall be entitled to be full members of the Union.
2. Any member of the Union who wishes to resign their membership must give notice in writing to the Secretary. They will not be discriminated against as a result of such a decision, and can still use the services provided by the Union, in accordance with the 1994 Education Act. Non-members may not stand or vote in any election and may not speak in Open Meetings unless permission is granted by a simple majority of the members present.
3. Any past member of the Union who is employed as a paid sabbatical officer of Cambridge University Students' Union shall be entitled to be a full member of the Union while they remain in the post.
4. Members of the College other than undergraduates, such as graduate students, academic, domestic, and administrative staff can use the facilities of the Union and take part in its social, sporting and cultural activities. They may not, however, participate in any KCSU election, and may not speak at Open Meetings unless permission is granted by a simple majority of members present.
5. Notwithstanding Section 4 above, members of KCGS may speak at any Open Meeting where matters relating to the Societies Funding Committee are being discussed and may also vote on any related motions.

IV. The Executive and Other Union Officers

1.The affairs of the Union shall be managed by an Executive Committee (hereinafter referred to as the "Exec").
2. The Officers of the Exec shall be:

a. The Chairperson
b. The President
c. The Secretary
d. The Junior Treasurer
e. The External Affairs Officer
X f. The Welfare & Academic Affairs Officer (Female)
X g. The Welfare & Academic Affairs Officer (Male)
h. The Green and Charities Officer
i. The Access Officer

j. The Communications Officer
k. The Entertainments Officer
Y l. The Ethnic Minorities
Y m. The International Students Officer
n. The Sports, Societies & Fresher's Officer
o. The Women's Officer
p. The LBGT Officer

q. The Domus Officer

3. The duties and responsibilities of all Officers of the Union are detailed in Appendix C.
4. The Senior Treasurer of the Union shall be appointed by the College Council.
5. The Computing Support officer(s) will be member(s) of the Union who are elected alongside the Exec, but are not voting members of the exec.
5. All Exec Officers and the Computing Support Officer shall be elected in accordance with the procedures detailed in Appendix A of this constitution, and at the times detailed in Appendix E.
6. On election, the Junior Treasurer-elect shall act as assistant Junior Treasurer until assuming office at the start of the next Lent Term.
7. In the event of a vacancy of any Exec Officer position, the Exec may co-opt a replacement for a period not exceeding four weeks. Where it is anticipated that the vacancy will last more than four weeks, a by election shall be conducted in accordance with the procedures detailed in Appendix A.
8. It is anticipated that the post of Access Officer shall normally be held jointly. Where this is the case, the Access Officers shall only have one vote on the Exec.

9. The Exec shall co-opt a member of the Union to serve as Computing Support Officer and another to serve as KCSU Archivist/Librarian. The duties of these posts are described in Appendix C. Co-option will be effective immediately but subject to ratification at the next Open Meeting by a simple majority of members present.
10. The Computing Support Officer and the KCSU Archivist/Librarian, as well as the undergraduate representatives on College Council and Governing Body, shall be known as Associates of the Executive shall be strongly encouraged to attend all Open Meetings and meetings of the Exec.

V. Functions and Duties of The Exec

1. The Exec shall meet once a week during Full Term. The meetings shall be chaired by the Chairperson of the Union. The Quorum shall be two-thirds of the Officers, detailed in Section IV.2 above.
2. All members of the Exec shall be expected to:

i. assist the President in the general running of the Union, especially in the case of elections and the organisation of Freshers' Week.
ii. attend all Exec and Open meetings. Any member who fails to attend three Exec and Open Meetings consecutively without apology shall be deemed to have resigned.
iii. to bring to the attention of the Exec matters relating to their particular office.

3. Upon becoming a member of the Exec, each Officer is required to agree to his/her name, e-mail address, box number and photograph being posted on the KCSU website, KCSU notice board and other related publicity, and to sign a declaration confirming their agreement. Such a document will also seek agreement for archived KCSU records to hold such details. Any officer objecting to this requirement must agree with the President the extent to which their details can be publicised and sign an agreement to this effect.
4. All outgoing members of the Exec shall ensure, to the best of their abilities, that their successors are in possession of all information relevant to their new post. This process shall be co-ordinated by the Chairperson.
5. The Chair, President, Secretary, and Junior Treasurer shall be non-voting ex-officio members of all Union Committees and Societies.
6. Representatives on College Committees shall be appointed by the Exec. Appointments shall be ratified at an Open Meeting by a simple majority of members present. Representatives will be accountable to the Exec and to the Open Meeting, and, after each Committee meeting they attend they must make a report, either oral or written, to the Exec.
7. All members of the Union may attend Exec meetings and may speak, but not vote.
8. The Chairperson may rule a motion to be out of order if he or she deems it to be incompetent or in danger of bringing the Union into disrepute.
9. It shall be the duty of the Chairperson to ensure compliance with section II.f of this
Constitution on behalf of the Exec. The Chairperson may take such action as he or she deems appropriate under this section. Appeals against action taken must be brought to an Open Meeting where they shall be dealt with as Motions under Section VI.8 and VI.9 of this Constitution.
10. There shall be three permanent working parties of the Union – Access, Entertainment and Freshers’ Week as described in section IX.1 of this constitution. The Exec may form other working parties to focus on relevant issues: any Union member may be appointed. Working parties shall report back to the KCSU Exec, but possess no autonomous executive powers. The formation of a working party will be announced at an Open Meeting at the earliest opportunity.

VI. Open Meetings of the Union

1. Subject to the Statutes and Ordinances of the College, the Open Meeting shall have the authority to deal with all matters relating to the Union.
2. The Constitution of the Union may only be amended by a Constitutional Open Meeting.
3. There shall be at least four Open Meetings in each Michaelmas and Lent terms and at least three in each Easter Term.
4. At a meeting to be held before the end of the fourth week of each Michaelmas term, the Junior Treasurer shall present a draft budget for the next financial year. Members of KCGS must be notified of the date and time of this meeting and shall have the right to participate fully in any discussion and vote relating to the Societies Funding Committee.
5. At least one week's notice shall be given of all Ordinary Open Meetings.
6. The Order of Business at Open Meetings shall be decided upon by the Chairperson and shall be set out in an Agenda, but must include the following items:

a. Apologies
b. Matters relating to the minutes of the last meeting;
c. Emergency motions;
d. Reports and Announcements;
e. Questions to the Executive;
f. Motions;
g. Elections;
h. Other business.

7. The Agenda of all Open Meetings shall be agreed circulated to all members of the Union no fewer than 24 hours before a meeting.
8. Motions and amendments to motions to be considered at an Open Meeting must be proposed and seconded by members of the Union.
9. Motions for discussion at an Open Meeting must be submitted at least 72 hours before the relevant meeting. They must either be submitted to the KCSU mailbox or by email to the Secretary.
10. An Open Meeting may allow motions that are not on the agenda to be discussed as emergency motions. To qualify as an emergency motion a reason, acceptable to the meeting, explaining why the motion cannot be left until the next meeting must be given. Motions calling for the removal of an Officer of the Union may not be discussed as emergency motions.
11. Extraordinary Open Meetings of the Union can be called by the Exec at any time or by the Secretary on the receipt of a written request, signed by 25 members of the Union. Any such request must specify the motions or subjects to be discussed. Notice of an Extraordinary Open Meeting, together with the agenda, must be circulated to all members of the Union at least 24 hours before it takes place.
12. Amendments to motions may be proposed to the Open Meeting. Unless accepted by the proposer of the motion, any such amendment shall require a two-thirds majority of members present to be adopted.
13. All members of the Union may speak and vote at Open Meetings. Non-members may not vote but may speak subject to a simple majority of members present.
14. All Open Meetings shall be held in this College during Full Term and be held in a room which is accessible to all members of the Union.
15. The Quorum for all Open Meetings shall be 25 voting members of the Union, except Constitutional Open Meetings and those meetings where expenditure exceeding £50 is to be discussed, when the Quorum shall be 30 voting members.
16. Should the meeting fail to be quorate, then no business other than receiving reports shall take place.
17. All Open Meetings shall be chaired by the Chairperson of the Union, save that the Chairperson may cede the Chair to the Secretary, or another member of the Exec, when he or she deems this to be appropriate. An emergency motion proposing that a member of the Union other than a member of the Exec act as Chairperson for all or part of an Open Meeting may be moved in extraordinary circumstances under section VI.10 of this Constitution. Any such motion shall require a two-thirds majority vote of members present in order to be adopted.
18. The Secretary shall record any business discussed at Open Meetings and communicate this record to all Union members. The Communications Officer shall be responsible for displaying the record on the Union notice board.
19. All motions proposed at an Open Meeting require a simple majority vote of members present to be passed, save that any motion proposing the removal from office of any member of the Exec or amendment to the Constitution of the Union shall require a two- thirds majority of members present. In event of a tie, the Chairperson shall have a casting vote.
20. Motions agreed by an Open Meeting will remain in force for at least one academical year unless an amendment is approved by a two-thirds majority vote at a subsequent Open Meeting. Any such amending motion shall require the agreement of a majority of the Exec in order to be present to an Open Meeting.
21. The following procedural motions may be moved during an open meeting:

i. that a "guillotine", or time limit may be put on discussion of any motion;
ii. that the meeting move to a vote on any issue;
iii. that any motion be adjourned to the next meeting;
iv. that a motion may be voted on in parts.

22. Points of Order take precedence over other business but may not take place during the counting of votes. Points of Order are questions to the Chair relating to the conduct of the meeting.
23. Points of Information are points relevant to the motion but contain no argument. Points of Information may only take place during speeches if the speaker indicates she or he is giving way. Points of Information can also be taken between speeches.
24. Any motion requesting unbudgeted expenditure in excess of £50 must be proposed at the third or subsequent Open Meeting of the Michaelmas and Lent terms or the first or subsequent Open Meeting of Easter Term (as long as such a meeting has the quoracy for a budget open meeting). Before any such motion is considered, the Junior Treasurer must give a report on the current state of the Union’s finances and may advise the level of expenditure which is affordable in the light of the financial situation.
25. The Union will maintain a fund to be called the “Campaigns Fund”. This fund is to be used to facilitate campaigning on student issues which benefit the wider student body. Expenditure from this fund shall be subject to the approval of an Open Meeting.

VII. Amendments to the Constitution

1. The Constitution of the Union can only be amended at an Open Meeting which has the required quorum (see Section VI.15) and providing that the proposed constitutional amendments have been circulated to all members no fewer than 96 hours’ before the time of the meeting.
2. All proposed amendments to the Constitution shall require a two-thirds majority of members present to be adopted.
3. Once adopted, any amendment to the Constitution must be submitted to the College Council for ratification, as required by the 1994 Education Act.
4. The Chairperson shall have the power to call an informal meeting at which proposed changes to the Constitution can be discussed. Such meetings shall be open to all members of the Union. The Chairperson may call for a “straw poll” to be taken on any proposed amendment(s) and communicate the outcome of any such vote to the Open Meeting at which the amendment is debated.

VIII. Finance

1. The finances of the Union shall be managed by the KCSU Budget Committee.
2. The Budget Committee shall be comprise:

a. The Junior Treasurer, who shall be Chairperson;
b. Four Budget Committee members nominated by the Exec and ratified by an Open Meeting;
c. The Sports and Societies Officer (ex-officio).

3. The quorum for a Budget Committee meeting shall be four.
4. The Budget Committee shall operate the Union Bank Account. No expenditure may be incurred on behalf of the Union except in pursuance of a resolution by the Exec of an Open Meeting.
5. The affairs of the Budget Committee shall be carried out in accordance with the
procedures detailed in Appendix B as amended from time to time.
6. The Budget Committee shall be responsible for monitoring the financial affairs of KCSU committees and societies.

IX. Committees and Societies

1. There shall be the following KCSU subcommittees or working parties:

i. Access
ii. Entertainments
iii. Freshers’ Week

2. All other committees and societies that receive funding from the Union shall be accountable to the Exec and Open Meeting.
3. KCSU Committees and Societies shall submit a copy of their Constitution and an annual budget to the Exec and / or Open Meeting on request. They shall also submit a detailed annual inventory of all their equipment to the Sports and Societies Officer, who shall maintain this information on behalf of the Union.
4. All KCSU Committees and Societies must be open to all members of the Union unless otherwise agreed by an Open Meeting.

X. Dissolution

1. The Union may be dissolved by the resolution of an Open Meeting. Any such motions shall be debated as a Constitutional amendment under the terms of section VII. 1. of this constitution.
2. On dissolution, the total assets of the Union shall be held in trust by the College until such time as a new representative student body is formed.

XI. Interpretation of this Constitution

1. The Chairperson of the Union shall be the final authority on the interpretation and application of the Constitution, subject to the right of appeal to the College Council by no fewer than 15 members of the Union.

Appendices

A : Election Procedures

1. Elections shall be organised jointly by the Chairperson, President and Secretary. The Communications Officer shall publicise any elections.
2. A returning officer, who shall not be a member of the student body, shall be appointed by the Executive to conduct the election of officers to the Executive. This shall normally be the Chaplain, as required by College Ordinances.
3. Nominations shall open two weeks before the election and close one week before the election.
4. No candidate may stand for more than one post at any election. All candidates must be nominated by a proposer and a seconder. Notice of nomination must be given to the Secretary before midnight on the day that nominations close.
5. Candidates may submit a manifesto to the secretary to be displayed on a notice board in College and distributed to the student body via email. This notice may include a photograph of the candidate and should be submitted on A4 paper. The Exec will set an explicit limit on the amount of paper to be used by candidates in the publicity for elections, and communicate this limit clearly to all candidates. In setting this limit the Exec will consider both environmental and financial issues.
6. The Secretary shall ensure that a list of all candidates for the posts at an election is displayed within 24 hours of the close of nominations.
7. The election shall be carried out by means of the single transferable vote system.
8. Re-Open Nominations (RON) shall be a candidate in all Union elections at the discretion of the Exec.
9. Only members of the Union may vote in Union elections.
10. Only women can stand and vote in elections for the Women's Officer.
11. Only women can stand and vote in elections for the Welfare Officer (Female).
12. Only men can stand and vote in elections for the Welfare Officer (Male).
13. Elections for the LBGT representative will be conducted in accordance with the LBGT Constitution. In line with this, only those who self-define as LBGT are eligible to vote in this election.
Y 14. Only students who self-define as an ethnic minority may stand and vote in elections for ethnic minorities officer
Y 15. Only students who self-define as international may stand and vote in elections for international officer.

B : Details of Financial Arrangements Financial Framework

1. The income of KCSU shall be determined by the current Financial Agreement between KCSU and KCGS, as ratified by the College Council

Budget

1. The Union budget must be drawn up by the KCSU Budget Committee by the end of the fourth week of Michaelmas.
2. The budget must be passed at a Budget Open Meeting. Any alterations to the budget during the financial year must also be passed at an Open Meeting.
3. The decision to spend over £50 from central KCSU finances or to draw on funds from the ‘Campaigns Fund’ must be agreed at an open meeting as detailed in Section VI.15.

Audit

1. The accounts for the previous academic year, up to 30th June, are to be prepared by the Accountant and submitted to the Audit Panel (as detailed below) before the end of October each year.
2. The accounts are to be audited annually by the Audit Panel comprising the following:

a. KCSU Junior Treasurer
b. The Senior Treasurer
c. One other Fellow to be nominated by the Senior Treasurer and approved by the Junior Treasurer. In the case of disagreement, the Senior Tutor shall have the right to appoint the second Fellow.

3. The accounts are to be audited and signed by all of the above by the end of Michaelmas term. A copy of the signed accounts is to be deposited with the College Bursar for submission to Council with copies being sent to the Senior Treasurer and Junior Treasurer by the end of Michaelmas term.

Maintaining the Account

1. All cheques of £1,000 or greater must be signed by the Union's Senior Treasurer. If the Senior Treasurer refuses to sign a cheque for an amount agreed to by an Open Meeting, he or she shall be invited to attend an Open Meeting to provide an explanation.
2. Any cheque under £1,000 can be signed by either the Junior or Senior Treasurer.
3. The chequebook for the KCSU account shall be kept in the College Office.
4. All expenditure not included in the budget must be approved by an Open Meeting.

Legal Restrictions placed upon the use of Union funds and Facilities

1. Union funds and facilities can be used to support student publications and societies within College.
2. Union funds and facilities may also be used to support student political societies in College, so long as these are dealt with in an even-handed manner, and so long as the aforementioned societies do not breach II.d and II.f.
3. Union funds and facilities may be used to promote or support campaigns on matters that directly affect present and future members of the Union as students.
4. Union funds and facilities may not be used to promote or support campaigns on matters which may be of general interest or concern but which do not affect members of the Union as students. Examples of such issues would be industrial disputes, general campaigning on environmental issues, or on the treatment of political prisoners in a foreign country.
5. Union funds and facilities may not be used to participate in party political demonstrations, or to persuade members of the public to vote for or against a candidate or party in local or national elections.
6. Neither the Union, nor any of its societies, can make donations to any external organisation or cause, particularly if it is political in nature – unless the organisation or cause has a connection with the welfare of students in College. However, funds for external organisations and causes may be raised through the collection of donations from members of the Union and from the public, so long as these funds pass directly to the organisation or cause for which they were collected.
7. Any facilities owned by the Union may be lent or hired out to members of the Union. However, the Union must charge a proper commercial rate for the use of the aforementioned facilities if they are hired out to a non-member, or they are to be used for a purpose other than those stated in Section II of the Constitution.

Appendix C: Duties of Union Officers

The Union Officers shall have the following functions and duties:

a. The Chairperson shall:

i. Serve as the senior officer of the Union
ii. Chair Open and Executive Meetings of the Union;
iii. Ensure that the Constitution is adhered to;
iv. Assist the President in co-ordinating the work of the Union;
v. Convene and organise Open and Executive meetings;
vi. Organise all Union elections and referenda;

b. The President shall:

i. Co-ordinate the work of the Union ensuring the adoption of mandate policy, and shall have overall responsibility for relations between the Union and College authorities;
ii. Have overall responsibility for the day to day administration of the Union subject to the Rules of the Union;
iii. Represent the Union at the CUSU Council.

b. The Secretary shall:

i. Be responsible for the general administration of the Union Open Meeting and Committees including the booking of rooms where necessary.
ii. Be responsible for helping the Chairperson in the application of the Constitution.
iii. Be responsible for the duties of the Chair in his or her absence. iv. Communicate the Agenda and minutes for all Open Meetings to members, as detailed in section VI.7 and VI.18 of this Constitution.
v. Make a record of all business carried out at the Open Meeting.
vi. Give at least 48 hours notice to all members of any referendum.
vii. Ensure that a list of all candidates for the posts at an election is displayed within 24 hours of the close of nominations, as detailed in Appendix A (6).
viii. Maintain, with the aid of the Archivist/Librarian, details of what the Union can
and cannot legally do, including the relevant legal sources.
ix. Maintain an up to date version of the Constitution and ensure that any amendments passed are submitted to the College Council for ratification.

c. The Junior Treasurer shall:

i. Be responsible for the administration and management of the Union's finances, in consultation with the Senior Treasurer.
ii. Chair the KCSU Budget Committee and produce minutes of its meetings which shall be communicated to Senior Treasurer of the Union.
ii. With the Budget Committee draw up a draft budget for the academic year for presentation to the Open Meeting.
iii. Be responsible with the Budget Committee for the operation of the Union's services. Also, the duties of the incumbent Junior Treasurer may not be relinquished until the following have been executed:

a. The delivery of the audited accounts of all Subcommittees
b. The Completion of the audited accounts of the Union.
c. The explanation of the draft budget to the incoming Junior Treasurer.

.
iv. Inform the Budget Committee of all financial matters relating to the Union.

d. The Senior Treasurer shall:

i. Act as long term financial adviser to the Union.
ii. Be responsible, where necessary, for negotiations with the College
authorities on matters of Union Finance.
iii. Hire, dismiss and regulate the working conditions of staff on behalf of the
Union subject to the jurisdiction of the Open Meeting, and within the terms of staff contracts.

e. The External Affairs officer shall:

i. Be directly responsible for co-ordinating work relating to the National Union of Students, the NUS Services Ltd, the Cambridge University Students' Union and the NUS Cambridgeshire Area (NUSCA), and shall represent the Union on the CUSU Council and at NUS conference where the College has the rights to such representation, unless the Open Meeting considers it more appropriate for an alternative delegate to be sent in place of the External Officer.
ii. Be responsible for the duties of the Chair in his or her absence if the Secretary is also absent.
iii. Keep and maintain a register of all external organisations and causes to which the Union is affiliated, and make this available upon request to any member of the Union. This register must also detail any donations or membership fees paid to the external organisations and causes to which the Union is affiliated.

(X)f. The Welfare and Academic Affairs Officers shall:

i. Represent the welfare and opinions of KCSU members at KCSU Executive and Open Meetings and to College Tutorial staff, with particular regard to representation of students with current welfare needs, including students with disabilities.
ii. Take responsibility for matters pertaining to student academic affairs that arise in the business of KCSU and to bring such matters to the attention of KCSU.
iii. Support any welfare-related events that may, from time to time, occur in College.
iv. Encourage KCSU members to be actively involved in all areas of College life.
iv. Be approachable to individual KCSU members for welfare advice and information, and to act as a link between individuals and associations.
vii. Be approachable to KCSU members with disabilities and offer support, advice and advocacy to students with disabilities, and act as a link between individuals and associations.
v. Distribute free welfare material, including condoms, as long as they are available from CUSU and/or KCSU.
vi. Monitor discrimination against students with disabilities at King's, and take appropriate action.
vi. Liaise with the CUSU Academic Affairs Officer, Welfare Officers and Disabilities Officer on any initiatives which they might be making.
vii. Liaise with the Senior Tutor on matters relating to student welfare and academic affairs.

g. The Access Officer shall:

i. Be a point of contact for prospective students.
ii. Co-ordinate student representation at College open days.
iii. Co-ordinate the running of a helpdesk, at the appropriate times, to provide
information and support to visiting interview candidates.
iv. Co-ordinate the production of an alternative prospectus, and ensure that the college website includes instructions on how to get hold of one.
v. Liaise with the CUSU Access Officer and assist with any initiatives they may be taking.
vi. Liaise with Cambridge Inter-Collegiate Admissions Office (CIAO) to keep members of the Union informed of admissions conferences and open days outside the College.
vii. Liase with the Women's, (Y) International and Ethnic Minorities Officers to address relevant access issues.

viii. Ensure that students with disabilities are not disadvantaged in any way in their application to King's by considering the possible needs of disabled students during open days and other access initiatives, and by encouraging initiatives which make King's more accessible, so as to make the college a more attractive and feasible option for disabled applicants.
viii. Recruit and chair the Access working party which should consist of both junior and senior members of college and help in the co-ordination of all Access initiatives.
ix. Carry out recruitment and training for the CUSU Access initiatives that are in place at the time.

h. The Green and Charities Officer shall:

i. Take responsibility for matters pertaining to the environment and other social justice matters that arise in the business of KCSU and to bring such matters to the attention of KCSU.
ii. Take responsibility for co-ordinating and publicising environment/development campaigns within the college, both those college based and those of the CUSU Environment campaign.
iii. Maintain contact with the CUSU Environment Officer, The CUSU Environment campaign and, where relevant, environment/development groups in the University and the City.
iv. Co-ordinate (or ensure another Member of King’ s co-ordinates) King’ s SAFE and to encourage King’s Members to donate through their College bills,
vi. Co-ordinate (or ensure another Member of King’ s co-ordinates) King’ s
Social Action, when such an organisation is in existence at the point of handover
vii. Act to encourage charitable activities within King’s and pass on relevant information from charities who approach KCSU asking for donations when such charities fall within the remit of KCSU’s beliefs.
viii. Represent KCSU on the College Environmental Committee, communicate its actions with the Union, and, where appropriate, participate in the activities of the Committee.

i. The Communications Officer shall:

i. Publicise all activities and meetings of KCSU.
ii. Publicise all activities of the NUS, and CUSU, which are in line with
KCSU's aims and policy.
iii. Have regard to the desirability of maintaining a standard KCSU identity (e.g. in poster design) to increase the effectiveness of KCSU publicity.
iv. Ensure, to a reasonable degree, that old posters on notice boards are regularly removed and, whenever possible, placed in the paper recycling receptacles around college.
v. Supervise the regular production of a newsletter with the following aims:

a. To keep the membership of the Union informed of its activities, including Open meetings.
b. To provide a forum for debate on issues relevant to the Membership.
c. To print material relating to the sporting, social, recreational, and educational lives of the student body.

vi. Display a copy of the minutes of all Open Meetings on the Union notice board. The minutes of each meeting shall be displayed from their publication until the publication of the minutes of the Union’s next Open Meeting.

vii. Ensure that an up-to-date copy of the KCSU contacts list is displayed on the Union notice board, and ensure that this list is given to the Porters to be used as a list of those authorised to sign-out the KCSU Office key.
viii. Ensure that ta KCSU website is maintained, and that the website any other online presence of KCSU is kept up to date, interesting and relevant.
ix. Be the Exec contact for the Computing Support Officer(s) to ensure that the role of the Officer is fulfilled, and that the Officer(s) have the help and information they require from the Exec.

j. The Entertainments Officer shall:

i. Be responsible for regular entertainments within the College.
ii. Liaise with the Cellar Bar Committee, including attendance at necessary meetings (ex-officio) whilst fully respecting the autonomy of the Cellar Bar Committee.
iii. Be responsible for the hire and upkeep of such machines or property as the Union may from time to time decide.
iv. Monitor dullness levels within the College, and take any and all necessary corrective action.
v. Recruit and chair the Entertainments working party which should participate in all Entertainment activities.

(Y)
k. The Ethnic Minorities’ Officer shall:

i. Maintain or establish contact with GEEMA and Black and Asian Caucus, and the CUSU anti-racism officer and committee.
ii. In collaboration with the above organisations and the KCSU Access Officer, take action to encourage applications to King's from ethnic minority groups.
iii. Support ethnic minority 'events' at King's.
iv. Represent the welfare and opinions of ethnic minority and international
students at the KCSU Executive, Open meetings and to the College Tutorial
staff.
v. Monitor discrimination against ethnic minorities at King's, and take
appropriate action.
vi. Liase with the International Students Officer in the case of common issues.
vii. Be approachable for individuals from ethnic minorities
to ask about and discuss any of the above and act as a link between individuals and associations.

(Y)
l. The International Students' Officer shall:

i. Support international 'events' at King's.
ii. Liase with the freshers week working party and (if appropriate) with external organisations such as iCUSU, to ensure that international students are supported when they arrive at King's.
iii. Monitor discrimination against international students at King's, and take
appropriate action.
iv. Liase with the Ethnic Minorities Officer in the case of common issues
v. Represent the welfare and opinions of international students at the KCSU Executive, Open meetings and to the College Tutorial staff.
vi. Be approachable for students to ask about and discuss any of the above and act as a link between individuals and associations.

m. The Sports, Societies & Freshers Officer shall:

i. Liaise with KCSU societies and assist with their co-ordination, publicity and promotion, and ensure people have the chance to participate.
ii. Liaise with team captains and assist with co-ordination, publicity and promotion of sport at King's and ensure people have the chance to participate.
iii. Take responsibility over issues concerning KCSU societies and sport at King's and bring any such matters to the attention of KCSU and college authorities.
iv. Be responsible for organising the KCSU Societies’ Fair in Freshers’ Week each year.
v. Assist team KCSU societies and sports teams with financial matters.
vi. Ensure any items purchased by KCSU are maintained, insured and accounted for by maintaining a detailed inventory, with the exception of any audio visual equipment which shall be responsibility of the Domus Officer.
vii. Chair (or ensure another member of the Union chairs) the Fresher's week working party which will include members in organising the programme of Fresher's week activities.
viii. Ensure there is a programme of freshers week activities for freshers to get to know each other and the college, and which will include activities which are alcohol free, and activities which are accessible for students with disabilities.
ix. Organise the Sports and Societies Fair in Freshers week
x. Ensure that information about freshers week activities, and other information of interest about King's, is disseminated effectively to freshers in the form of a freshers guide or otherwise.

n. The Women’s Officer shall:

i. Attend CUSU Women's Forum and maintain contact with the CUSU Women's Officer and Women's Officers and groups in the City and University.
ii. Be treasurer of the King's Women's Group, if such a thing is, at the time, in existence.
iii. Support King's Women's Group, King's Women's Group termly party, if such things are, at the time, in existence, and support any other women's events in King's.
iv. Represent the welfare and opinions of women at KCSU Executive and Open Meetings and to the College Tutorial staff.
v. Encourage women to be actively involved in all areas of college life.
vi. Monitor discrimination and exploitation of women in King's College, and
take appropriate action.
vii. Be approachable by individual women to ask about and discuss any of the
above and to act as a link between individuals and associations.
viii. Distribute free pregnancy tests as long as they are available from CUSU.

o. The Lesbian, Bisexual, Gay, Transgender and Queer Officer shall:

i. Maintain or establish contact with the CUSU LBGTQ officers, and lesbian, bisexual, gay men, transgender and queer groups in the City and the University.
ii. Represent the welfare and opinions of lesbians, bisexuals, gay men, transgender people and queer people at KCSU Executive and Open Meetings and to the College Tutorial staff.
iii. Liaise with the KCSU Welfare Officer
iv. Monitor discrimination against lesbians, bisexuals, gay men, transgender people and queer people in King's
College, and take appropriate action.
v. Be approachable for individual lesbians, bisexuals, gay men, transgender
people and queer people to discuss any of the above, and to act as a link between individuals and relevant associations.

p. The Domus Officer shall:

i. Attend the college Building and Safety committees and oversee the room ballot.
ii. Run projector training for members of the Union, and be responsible for its maintenance, insurance and availability.
vii. Ensure that any KCSU-owned TVs, video recorders and DVD players are maintained, insured and accounted for.
iii. Be approachable for students for any queries about accommodation or maintenance, and the use of the projector.

q. The Computing Support Officer shall:

i. Update the KCSU Exec e-mail list and KCSU computer file space access list as and when Exec officers join/leave their posts.
ii. Maintain the KCSU website.
iii. Keep the KCSU contacts list updated and supply the Communications Officer with hard copies for display on the Union notice board.
iv. Introduce to new Exec members the computing facilities (e.g. the KCSU file space) available for the effective running of the Exec.
v. Ensure that the KCSU file space is kept organised.
vi. Backup the KCSU file space regularly.
vii. Organise the KCSU file space at the end of each academic year, and provide the KCSU Archivist/Librarian with hard copies of all files.
viii. Provide other relevant computing support as required.
ix. Meet with the Communications Officer to liase at least twice per term.

r. The KCSU Archivist/Librarian shall:

i. Archive all Union documents and records, including the Constitution, and make such documents available to any Union member upon request.
ii. Liaise with the College Archivist, and ensure all Union documents and records, including the Constitution, are also archived in the College Archives.
iii. Be responsible for updating the Union Constitution.
iv. Be responsible for the maintenance, administration and furtherance of any and all Union collections and libraries, including the CD and record collections.
v. Sit automatically on Library Committee and any other College or Union Committees or Working Parties relating to the Library or Archives, as from time to time shall exist.
vi. Ensure that each outgoing Exec Officer passes on the details of their job to the incoming officer, preferably in the form of a folder, a copy of which can be kept in the Union Archive, and be updated by the KCSU Archivist/Librarian.
vii. Ensure that all incoming Exec Officers sign a document giving permission for her/his name, e-mail number, box number and photograph to be posted on the KCSU website to comply with data protection requirements. Such a document will also seek agreement for archived KCSU records to hold such details.
viii. Aid the Secretary with the maintenance of details of what the Union can cannot do legally, including the archiving of all relevant legal sources.
and

D : Affiliation to External Organisations and Causes

1. The Union can affiliate to the National Union of Students or other similar organisations concerned with further or higher education and related training, and can spend money on attendance by representatives at conferences, seminars and training events organised by such organisations.
2. The Union can affiliate to a campaigning alliance, even if the alliance includes non- charitable organisations. However, the issues on which the alliance is campaigning must be of a kind that the Union can campaign for directly itself, as outlined in Appendix B, Legal Restrictions placed upon the use of Union funds, Sections 3 to 6.
3. A register of all external organisations and causes to which the Union is affiliated must be kept and updated by the External Officer, who must also make it available upon request to any member of the Union. This register must also detail any donations or membership fees paid to the external organisations and causes to which the Union is affiliated.

E : Union Calendar

1. An election for all places on the Executive Committee shall take place in the fifth week of Michaelmas Term, at the same time as the College Council and Governing Body elections, and the election of the Cellar Bar Chair.
2. The new Executive Committee will take up their posts officially at a handover Exec meeting on the first Sunday following the elections.

F: Transparency & Accountability

1. It is important for reasons of efficiency, and to allow the proper upholding of the aims of the Union (including, but not limited to opposing racism, sexism, heterosexism, prejudice, discrimination and inequality), that the Exec communicates properly between committee members, and with the wider community.
2. Each Exec member is therefore expected to take responsibility for informing other Exec members about their planned and completed activities. This is particularly important where the activities could potentially cause alarm or offence (even if the exec member concerned does not feel such a response would be justified).
3. To facilitate transparency, each meeting of the Exec should include on the agenda a 'week behind, week ahead' item in which each member informs the others of their activities. Those members sending their apologies should also include a summary of their activities. 'Week behind, week ahead' should not preclude additional communication at any other time.