Constitution

The numbered points below give an outline of each part of the Template Constitution. Noting your specific project constitution may include additional sections.

• 1. Definitions

  •  Defining Volunteering Project and Committee.

• 2. Name of the Project

  • The name of the Project and who represents them.

• 3. Aims and Objectives

  • Amended by each project to outline what the specific aims and objectives of the project are.

• 4. Membership

  • Outlines that membership should be open to all members of York SU (except where certain qualification/experience/training is required), that membership should be working towards at least 10 members, that project membership needs to be collected (number of volunteers and hours given in the End of Year Report) and explains the requirements of termly impact reporting and using the membership function on SUMS.

• 5. Code of Practice

  • Links directly to York SU’s Code of Conduct (By-law 12) that volunteers must abide by, as well as the Confidentiality Agreement, Room Bookings Agreement and that questions regarding Code of Conduct should be directed to the Fundraising and Volunteering Coordinator in the first instance. It also gives opportunity for the project to add any additional Code of Practice, such as DBS Checking requirements, Safeguarding, Training etc.

• 6. Project Committee

  • Provides information on the roles and responsibilities of the Project Committee. Additional roles other than: Project Coordinator, Secretary and Treasurer should be included here.

• 7. Project Committee - Volunteer Role Expectation

  •  Outlines expectations of each committee role, with the option for the Project Committee to add additional expectations of that volunteer role. Also outlines that no committee member should be expected to provide support and advice to any student

• 8. Project Finance

  • Summarises that project income and expenditure should be conducted through York SU’s Finance Office, and holding external funds will constitute grounds for re-ratification, and outlines that each project must have signatories to approve claims and purchase requests, and that York SU receives no remuneration from the project.

• 9. Meetings

  • Decision making bodies of the project are the committee meetings and AGM’s, minutes should be published to members, general meetings should be advertised, quorum for general meetings shall be 25% of project volunteers or 5 volunteers (whichever is greater) and outlines procedure of committee election.

• 10. Selection of the Committee

  • Decision of the Project Committee to impose any restrictions for those wishing to stand for committee roles (but cannot be unfair/discriminatory) and that elections should be fair and free, and unfilled positions should be filled by an EGM, democratically.

• 11. Project Complaints Procedure

  • Procedure whereby volunteers can raise complaints about any issues relating to the project. Complaints should be addressed in writing to the Activities Officer in the first instance, whereby minor cases may be dealt without formal disciplinary procedure. If this process does not provide a satisfactory outcome, a formal complaint should be made in writing to the Student Activities Officer, triggering the use of York SU’s Code of Conduct in By-law 12, followed in addressing formal complaints.

• 12. Dismissal and Resignation of Committee Members

  • Outlines the process of submitting a Vote of No Confidence against a Project Committee Member.

• 13. Suspension and Exclusion of Volunteers

  • Explains that no volunteer shall be deemed to be suspended or excluded without a formal process involving York SU, to ensure fairness and transparency in processes, but in certain circumstances there may be consideration of suspension of membership rights with or without entitlements whilst an unhindered investigation under by-law 12 takes place, which is a decision made by a York SU Manager responsible for handling the complaint after careful consideration and reviewed regularly.

• 14. Amendments to the Project Constitution

  • If the project wishes to make any amendments to the constitution, it should be done by two thirds of the volunteers present at an AGM or EGM, and then re-submitted to the Fundraising and Volunteering Coordinator before review by Volunteering Committee before coming into effect.

• 15. Dissolution

  • If the project wishes to make any amendments to the constitution, it should be done by two thirds of the volunteers present at an AGM or EGM, and then re-submitted to the Fundraising and Volunteering Coordinator before review by Volunteering Committee before coming into effect.

• 16. Data Protection

  • Project’s responsibility for keeping and storing membership and other personal data under York SU Procedures and data protection laws.

• 17. Declaration (all committee members)

  • Option here for the project to add any additional constitutional amendments. For a project to agree, abide by, enforce and operate in accordance with the project constitution, York SU’s constitution, York SU’s policies and guidelines. For the project to understand accountability under York SU’s Code of Conduct and that York SU’s procedures should be followed where procedures do not align, and for the committee to sign.