THECONSTITUTION
ANDRULES
of
AucklandStudent
MovementatAuckland
UniversityofTechnology
[Incorporated]
June2016
AUCKLANDSTUDENTMOVEMENT@AUT
TāmakiHerengaTauira
A
CONTENTS
1
Name
2
Mission
3
InterpretationandDefinitions
4
Objects
5
PowersofAssociation
6
Membership
Eligibility
DurationandCessationofMembership
7
President
8
VicePresident
9
GovernanceBoard
PowersandResponsibilities
Structure
Resignations,VotesofNoConfidenceandVacancies
10
StudentRepresentativeCouncil
PowersandResponsibilities
Structure
Resignations,VotesofNoConfidenceandVacancies
11
12
13
14
15
16
17
18
VacanciesandLackofCandidates
StudentRepresentativeonUniversityCouncil
GeneralMeetings
MeetingsoftheGovernanceBoardandStudentRepresentativeCouncil
AccountsandFinancialAdministration
Constitution
AlterationofRules
OtherMatters
Clubs
RegisteredOffice
CommonSealandAttestationofDocuments
Dissolutions
Revocation
ScheduleOne:AssociationElectoralRegulations
ScheduleTwo:CandidateNominationFormandCandidateAttestationForm
ScheduleThree:ConflictsofInterest
ScheduleFour:ProcedureforAssociationMeetings
ScheduleFive:PresidentandVicePresidentJobDescriptions
2
2
2
3
3
4
4
4
5
8
10
11
11
12
12
12
13
13
17
21
24
27
29
AucklandStudentMovement@AUT(Inc)ConstitutionandRules2016
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1
NAME
1.1
ThenameoftheAssociationshallbe“AucklandStudentMovementatAucklandUniversityof
TechnologyIncorporated(AuSM@AUT)”.
2
MISSION
2.1
TheAssociationexiststoprovideasupportnetworkforitsmembers,tobetheirvoiceatall levelsand
provideservicestoimprovethequalityofstudentlifeattheAucklandUniversityof Technology.
3
INTERPRETATIONANDDEFINITIONS
InthisConstitution,unlessinconsistentwiththecontent:
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
AcademicYearmeanstheAcademicYearoftheUniversitycommencingwiththefirstdayof Semester
OneandendingwiththelastdayofSemesterTwo.
ActmeanstheIncorporatedSocietiesAct1908.
AMINZTheArbitratorsandMediatorsInstituteofNewZealand
AssociationmeanstheAucklandStudentMovementatAucklandUniversityofTechnology
Incorporated(AuSM@AUT).
AssociationMeetingincludesGeneralMeetings,meetingsoftheGovernanceBoardand meetingsof
theStudentRepresentativeCouncil.
Clubmeansanyclub,society,associationorotherbodyconnectedwiththeAssociationasthis
Constitutionprovides.
Constitutionmeansthisdocumentanditsschedules.
Adeemedresignationeventoccurs
(a) FollowingavoteofnoconfidenceinthePresident inaccordancewithclause7;
(b) FollowingavoteofnoconfidenceintheVicePresident inaccordancewithclause8;
(c) FollowingavoteofnoconfidencefromtheGovernanceBoardinaccordancewithclause9; or
(d) FollowingavoteofnoconfidencefromtheStudentRepresentativeCouncilinaccordance with
clause10.
(e) Inaccordancewithclauses9.14and10.11.
ElectedMembermeansoneofthetwomembersappointedonbehalfoftheincomingStudent
RepresentativeCounciltotheGovernanceBoard.
Fitandproperpersonmeansapersonwho:
(a) Isnotanundischargedbankrupt;
(b) Isnotundertheageof16years;
(c) Hasnotbeenconvictedofacrimeinvolvingdishonestywithinthemeaningofsection2(1) ofthe
CrimesAct1961;
(d) Hasnotbeendisqualifiedfrombeinganofficerofacharitableentityundersection31(4)(b) ofthe
CharitiesAct2005; (e) Isnotprohibitedfrombeingadirectororpromoterof,ortakingpartinmanagementof,a
company;
(f) IsnotanindividualwhoissubjecttoapropertyorderundertheProtectionofPersonaland
PropertyRightsAct1988,orwhosepropertyismanagedbyatrusteecorporation;
(g) Isnotadirectorofabodycorporatethatisbeingwoundup,isinliquidationorreceivership, or
subjecttostatutorymanagement;and
(h) IsapersonwhohasnotbeendeemedbytheGovernanceBoardtobeanunfitandimproper
persontoholdoffice
GeneralMeetingincludesOrdinaryGeneralMeetingsandSpecialGeneralMeetings(as referredtoin
clause13ofthisConstitution).
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3.12
3.13
3.14
3.15
3.16
3.17
3.18
3.19
3.20
3.21
3.22
3.23
InCommitteemeanswhentheGovernanceBoardorStudentRepresentativeCouncil determinesthat
theitemsorinformationwhicharetobediscussedarecommercially,politically orlegallysensitive.
IndependentMembermeansanindependent,memberoftheGovernanceBoard,externalto the
AssociationandtheUniversity.
Mediationanon-bindingdisputeresolutionprocessinwhichanindependentmediator facilitates
negotiationbetweentheparties
NominatedPortfoliomeansanyotherOfficeHolder,asshallbedeterminedbytheAssociation on
recommendationfromtheGovernanceBoardfromtimetotime.
PresidentmeansthePresidentoftheAssociation.
ReturningOfficermeansanindependentpersonwhoisappointedbytheStudent Representative
Councilwhoisentrustedwithconductingtheelection,subjecttotheregulations inScheduletwoof
thisConstitution.
SemestermeansSemesterOneorTwooftheUniversity,thedurationofwhichshallbedefined bythe
UniversityCalendar.
StudentRepresentativeCouncilmeanstheStudentRepresentativeCouncilofthe Association.
Responsibleforexecutingstudentobjectivesgoodorderandallthingsdeemed necessaryorexpedient
bytheAssociation,forthefulfilmentoftheirobjectives.
UniversitymeansTheAucklandUniversityofTechnologyIncorporated.
GovernanceBoardmeans,TheGovernanceBoardoftheAssociation.
VicePresidentmeansTheVicePresidentoftheAssociation,whowillassistthePresidentin their
duties.
AllreferencestoaclauseorsectioninthisConstitutionarereferencestoclausesorsections withinthis
Constitutionunlessexpresslystatedtothecontrary.
4
OBJECTS
4.1
TheprincipalobjectsoftheAssociationshallbe:
(a) TofosterandfurthertheinterestsofstudentsattheUniversity;
(b) Topromoteactivitiesconsistentwithobject4.1(a)thatarebeneficialtotheUniversityand
membersoftheAssociation;and
(c) ToassistanyothercharityorcharitablepurposeswhichtheGovernanceBoarddetermines is
appropriatetoassist.
Allincome,assetsandpropertyoftheAssociationmustbeappliedonlytoadvancetheprincipal
charitableobjectsoftheAssociation.
4.2
5
POWERSOFTHEASSOCIATION
5.1
TogiveeffecttotheprincipalobjectsoftheAssociation,thepowersoftheAssociationare:
(a) TosecurethecooperationoftheUniversityindoingso
(b) Toelect,appointandnominatesuchpersonsasisdeemednecessaryforthegood governanceof
theAssociation.
(c) ToorganisesuchservicesandactivitiesastheAssociationconsidersbeneficialtoits members.
(d) ToliaiseandworkwiththeadministrationoftheUniversity,topromotethewelfareand
educationofstudentsattheUniversity.
(e) Toprovideastudentadvocacyandlegalinformationservice;
(f) Toprovideastudentmediaservice–includingbutnotlimitedtostudentpublications,marketing
communications,informationandanonlinemediacommunicationspresencethatmeetstudent
needs.
(g) Tofacilitatestudentemploymentrecruitmentservicefacilitygivingstudentsaccesstowork
opportunities.
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(h) Toproviderecreationalandculturalactivitiesthatfostersadynamiccampusenvironmentandvibrant
studentculture.
(i) Toprint,publishanddisseminatebooks,pamphletsandothermaterialthatmaybeofconcernorinterest
tostudents.
(j) ToinvestfundsoftheAssociation,asisreasonableandappropriateandasisdeemedby theGovernanceBoardtobeintheinterestsoftheAssociation.
(k) Toraisemoneybyanymeansasisreasonableandpropertosupporttheobjectsofthe
association.
(l) Toborrowmoneybyanymeansanduponsuchconditionsofsecurityorotherwiseasis
reasonableandappropriateandasisdeemedbytheGovernanceBoardtobeinthe interestsof
theAssociation,providedthatanyinterestpaidonmoniesborrowedshallnot exceedcurrent
commercialrateshavingregardtothetermandnatureofanyloan.
(m) Tosell,exchange,improve,lease,hire,mortgage,disposeoforotherwisedealwithorturn to
accountanyrealorpersonalpropertyoftheAssociationasisreasonableand appropriateandas
isdeemedbytheGovernanceBoardtobeintheinterestsofthe Association.
(n) ToemployandremuneratestaffasrequiredtomeettheobjectivesoftheAssociation.
(o) Toengagein,prosecute,defendorotherwisetakeanylegalactiononbehalfofthe Association
anditsmembersandtoexpendmoneyandemploysolicitors,counseland otheradvisersasis
reasonableandappropriate.
(p) TosupportanddevelopClubsastheAssociationdeemsreasonableandappropriate.
(q) ToapplyforandacquiresuchlicencesorpermitsastheAssociationdeemsfit.
(r) ToestablishandsetamembershipfeeinordertoenabletheAssociationtomeetits objectsif
required.
(s) Tosignandexecuteanddeliveranydeedordocument,whichmayberequiredtobe executedby
theAssociationforfurtheranceofitsobjects.
6.
MEMBERSHIP
Eligibility
6.1
ThePresidentoftheAssociationandallstudentswhoenrollattheUniversityaredeemed membersof
theAssociation.
Durationandcessationofmembership
6.2
6.3
6.4
6.5
6.6
7
7.1
7.2
7.3
AnymembermayresignbynoticeinwritingtothePresident.
Anymembernotenrolledasastudentshallceasetobeamember(excludingthePresident).
AnymembermaybeexpelledorexcludedfrommembershipbyresolutionoftheGovernance Boardif
thememberhasbroughtdiscreditordisreputetotheAssociation.
IftheGovernanceBoardresolvestoexpelorexcludeamember,themembershallhavearight tobe
heardatameetingoftheStudentRepresentativeCouncil. TheStudentRepresentative Councilmay
reporttotheGovernanceBoardastowhetherthemembershouldbeexpelledor excludedfromthe
Association. TheGovernanceBoardwillmakeafinaldecision.
TheAssociationshallbeundernoobligationtorefundanymembershipfees.
PRESIDENT
AcopyofthePresidentsJobDescriptionshallbecontainedinScheduleFive
ThePresidentshallbetheofficialheadandspokespersonoftheAssociation,andshall endeavouratall
timestorepresentthebestinterestsofcurrentandfuturestudentsthrough overallaccountabilityto
theAssociation.
ThePresidentshallreceiveanannualsalarycommensuratewithservicesrenderedtothe Association
atnogreaterthancurrentcommercialratesandasfurtherdeterminedintheJob Descriptiondrawn
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upandapprovedbytheGovernanceBoard.
ThepositionofPresidenthasaconsecutivetermoftwoyears. Nopersoncanholdtheposition of
Presidentformorethanoneterm.
ThePresidentshallceasetoholdoffice,andthepositionofPresidentwillbecomevacant,ifhis orher
fixedtermIndividualEmploymentAgreementisterminated,inaccordancewithitsterms
AvoteofnoconfidenceinthePresidentmaybecalledif:TherelationshipbetweeneithertheStudent
RepresentativeCouncilortheGovernance BoardandthePresidentisorbecomesunworkable.
AvoteofnoconfidenceinthePresidentshallbeputtotheGovernanceBoardandshallrequire a
majorityoftheGovernanceBoardtobecarried. ThePresidentshallbegivenarighttobe heard
beforethemotionisvotedon.Intheeventofanevenvotethereshallbenocastingvote, thestatus
quowillremain.ThePresidentmustabstainfromthevote.Noothermembercanabstain.
IfavoteofnoconfidenceinthePresidentispassedatameetingoftheGovernanceBoard,it willbea
deemedresignationevent,andthePresident’sindividualemploymentagreementwill beterminated
inaccordancewithitsprovisions. ThePresidentwillceasetoholdofficeandany otherassociated
positionswiththeAssociation.
TheVicePresidentoftheAssociationshallbetheActingPresidentuntilthevacantofficeis filledas
providedinclause11oftheConstitution.
ShouldanymemberoftheAssociationwishtoraiseanissueorcomplaintregardingthe President,
theymaydosoinwriting,totheExecutiveDirector,whowilldeterminethenature andextentofthe
complaintandinformtheSRCand/orGovernanceBoardifrequired.
7.4
7.5
7.6
7.7
7.8
7.9
7.10
8
VICEPRESIDENT
8.1
8.2
AcopyoftheVicePresidentsJobDescriptionshallbecontainedinScheduleFive.
TheVicePresidentshallbethespokespersonoftheAssociationwherethePresidentisnot abletoact,
shallsupportthePresident,andtorepresentthebest interestsofcurrentandfuturestudents,
throughoverallaccountabilitytotheAssociation.
TheVicePresidentshallreceiveanannualsalarycommensuratewithservicesrenderedtothe
AssociationatnogreaterthancurrentcommercialratesandasfurtherdeterminedintheJob
DescriptiondrawnupandapprovedbytheGovernanceBoard.
ThepositionofVicePresidenthasatermofoneyear. NopersoncanholdthepositionofVice
Presidentformorethantwoterms,consecutiveorotherwise.
TheVicePresidentshallceasetoholdoffice,andthepositionofVicePresidentwillbecome vacant,if
hisorherfixedtermIndividualEmploymentAgreementisterminated,inaccordance withitsterms
AvoteofnoconfidenceintheVicePresidentmaybecalledif:
a) TherelationshipbetweeneithertheStudentRepresentativeCouncilortheGovernance Boardand
theVice-Presidentisorbecomesunworkable.
AvoteofnoconfidenceintheVice-PresidentshallbeputtotheGovernanceBoardandshall requirea
majorityoftheGovernanceBoardtobecarried. TheVice-Presidentshallbegivena righttobeheard
beforethemotionisvotedon.Intheeventofanevenvotethereshallbeno castingvote,thestatus
quowillremain.TheVicePresidentmustabstainfromthevote.Noothermembercanabstain.
IfavoteofnoconfidenceintheVice-PresidentispassedatameetingoftheGovernance Board,itwill
beadeemedresignationeventandtheVicePresident’sindividualemploymentagreementwillbe
terminatedinaccordancewithitsprovisions. TheVice-Presidentwillcease toholdofficeandany
otherassociatedpositionswiththeAssociation.
ThevacantofficeofVice-Presidentshallbefilledinaccordancewithclause11ofthe Constitution.
ShouldanymemberoftheAssociationwishtoraiseanissueorcomplaintregardingtheVice
President,theymaydosoinwriting,tothePresident,whowilldeterminethenatureandextent of
thecomplaintandinformtheSRCand/orGovernanceBoardifrequired.
8.3
8.4
8.5
8.6
8.7
8.7
8.8
8.9
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GOVERNANCEBOARD
PowersandResponsibilities
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
TheGovernanceBoardshallbethegoverningbodyoftheAssociation,responsibleforensuring the
objectsoftheAssociationaremet.
TheGovernanceBoardshallgoverntheuseofthepropertyandfundsoftheAssociation.
TheGovernanceBoardhasthepowertoappointaSecretarytoassisttheGovernanceBoard withits
administrativeduties.
TheGovernanceBoardmaydelegateauthorityandpowerstotheStudentRepresentative Council,a
sub-committee,oranyothermemberoftheAssociationtomeettheneedsofthe Association.
TheGovernanceBoardshalldeterminepriortothefirstOrdinaryGeneralMeetingineach Academic
Year:
(a) what,ifany,NominatedPortfoliosshouldbecreated;and
(b) thecategoriesofstudentsthatshouldbeeligible forcandidaturefortheNominated Portfolios(if
any).
NodeterminationoftheGovernanceBoardunderthisclauseshallbebindinguntilratifiedatthefirst
OrdinaryGeneralMeetingineachAcademicYear.
TheGovernanceBoardshallappointtheReturningOfficerforelections. Thepersonappointed shall
beindependentoftheAssociationandshallbeentrustedwiththeconductoftheelection,in
accordancewiththeelectoralregulationssetoutinSchedulesOneandTwooftheConstitution.
TheGovernanceBoardshall:
(a) DeterminethefinancialbudgetfortheelectionwhichistobeavailabletotheReturning Officer;
(b)ConsideranddecideonallrequestsfromtheReturningOfficerforanextensiontothe financialbudget;and
(c) FixanyremunerationtobepaidtotheReturningOfficerforservices. Structure
9.9
TheGovernanceBoardshallcomprisethefollowingmembers:
(a) ThePresident
(b) TheVicePresident
ElectedMembers
(c) TwomembersappointedfromtheincomingStudentRepresentativeCouncilandelectedby the
incomingStudentRepresentativeCouncil,suchappointmentsaretobeconfirmedbefore theend
ofFebruaryoftheincomingyear.
IndependentMembers
(d) Threeindependentmemberswithgovernanceexperience. Theappointmentofthe
IndependentMembersistobecarriedoutbythecurrentPresident,andtwonominated
membersoftheGovernanceBoard,oneofwhomistobeanIndependentDirector.All
th
appointmentsmustbemadenolaterthanthe 20 ofDecember.
TheExecutiveDirectorandAdvocacyComplianceManagermaybeinvitedtobeinvolvedinthe
shortlistingprocess,butdonothaveavoteintheselectionofthepreferredcandidate.
9.10AllGovernanceBoardmembersmustatalltimes:
(a) Befitandproperpersons;
(b) AdheretotheresponsibilitiesofofficeassetoutintherelevantGovernanceManual.
(c)ComplywithallpoliciesapplicabletotheGovernanceBoard,includingbutnotlimitedtothe ConflictsofInterestPolicy(annexedasScheduleFourtothisConstitution);and
(d)AdvisetheGovernanceBoardinwritingassoonasheorshebecomesawareofany changein
circumstancesregardinganyofthematterssetoutinparagraphs(a)to(c)above.
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9.11 UnlessterminatedunderoneoftheotherprovisionsofthisConstitution, thetermsofofficefor GovernanceBoardmembersareasfollows:
(a) ForthePresident,twoyearsbeginningon1Januaryandendingon31December.
(b) FortheVicePresident,oneyearbeginningon1Januaryandendingon31December.
(c)FortheStudentRepresentativeCouncilrepresentatives,oneyearbeginningon1January and
endingon31December.
(d)FortheIndependentmembers,aninitialthree-yearterm,eachyearbeginningon1Januaryand
endingon31December.
(e)Oncompletionoftheinitialterm,servingIndependentmembersmaybeappointed
throughamajorityvoteoftheStudentRepresentativeCouncilforsubsequentterms(lengthof
termtobedeterminedatthedesignatedSRCmeeting).
9.12
Ifamember’spositionisfilledinaccordancewithclause11below,thetermofofficeshallonly befor
theremainderofthetermofoffice,forthepositionbeingfilled.
Resignations,VotesofNoConfidence,andVacancies
ResignationsandDeemedResignations
9.13
AnyGovernanceBoardMembermayresignfromtheGovernanceBoard. Suchresignation mustbe:
(a) Inwriting;
(b) ProvidedtothePresident;and
(c) PresentedatthenextGovernanceBoardmeeting.
9.14
Iftheabovecriteriaaremet,theGovernanceBoardmustaccepttheresignationbyresolution and
recordtheresignationintheminutesofthemeeting. Oncetheresolutionhasbeenpassed, the
resignationiseffectiveimmediately.
9.15
AmemberoftheGovernanceBoardshallbedeemedtohaveresignedfromtheGovernance Boardif,
atanytimeduringthe termofofficeheorshe:
(a) Isnotafitandproperperson
(b) IsthePresidentorVicePresidentandisdeemedtohaveresignedinaccordancewith clauses7or
8respectively;
(c) IsabsentfromthreeconsecutivemeetingsoftheGovernanceBoardwithoutnotifyingor
obtainingleaveofabsencefromthePresident;or
(d) IsamemberoftheStudentRepresentativeCouncilandresignsorisdeemedtohave resignedin
accordancewithclause10.
VotesofNoConfidence
9.16
If,afterthreemonthsfromthecommencementofhisorhertermofoffice,aGovernanceBoard
memberisorhasbeenabsentfrommorethan50%ofGovernanceBoardmeetings,theGovernance
Boardmaycallforavoteofnoconfidenceinthatmember. Thisclauseapplies eveniftheGovernance
BoardmemberhasnotifiedthePresidentofthereasonsforany absences.
9.17 IntheeventaGovernanceBoardmember(otherthanthePresidentorVice-President)failsto adhere
totheresponsibilitiesofofficeassetoutinthemember’sJobDescription,the GovernanceBoardmay
callforavoteofnoconfidence.
9.18 Avoteofnoconfidencemusthaveamajoritytobecarried.
9.19 OnceavoteofnoconfidenceispassedthememberisremovedfromboththeGovernance Boardand
StudentRepresentativeCouncilandallotherassociatedpositions,asapplicable.
Vacancies
9.20
AllvacanciesontheGovernanceBoardaretobefilledinaccordancewithclause11.
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AssociationProperty
9.21
UponthedepartureofanymemberoftheGovernanceBoard,allpropertybelongingtothe
Association,theUniversity,andanyotherpropertyobtainedinthecourseofhisorher appointment,
mustbereturnedimmediatelytotheAssociation’sregisteredoffice.
10 STUDENTREPRESENTATIVECOUNCIL
PowersandResponsibilities
10.1
10.2
TheStudentRepresentativeCouncilshalltakesuchactionasmaybenecessarytopromoteand
representtheinterestsofstudents,providedthatatalltimesitisactinginthebestinterestsofthe
Association.
TheStudentRepresentativeCouncilshallhaveanyotherpowersandresponsibilitiesthathave been
delegatedtoitbytheGovernanceBoard.
Structure
10.3
10.4
10.5
TheStudentRepresentativeCouncilshallbeelectedinaccordancewiththeprovisionsofthis
ConstitutionandtheelectoralregulationsassetoutinSchedulesOneandTwoofthisConstitution.
TheStudentRepresentativeCouncilshallcomprisethefollowingmembers:
(a) ThePresident;
(b) TheVicePresident;
(c) Upto9OfficeHolders,consistingof:
(i) aMaoriAffairsOfficer;
(ii) aPasifikaAffairsOfficer;
(iii) aDiversityOfficer;
(iv) aPostgraduateOfficer
(v) aDisabilityAffairsOfficer;and
(vi) AMatureStudents’Officer
(vii) AnInternationalOfficer
(viii) uptotwootherNominatedPortfolioOfficers(ifany);
(d) OneFacultyRepresentativefromeachFacultyoftheUniversityinoperationatthetimeof the
election;and
(e) OneCampusRepresentativefromeachCampusoftheUniversityinoperationatthetime ofthe
election;
AllStudentRepresentativeCouncilmembersmustatalltimes:
(a) Befitandproperpersons;
(b) BecurrentmembersoftheAssociation;
(c) BeacurrentstudentofAUT(excludingthePresident)
(d) AdheretotheresponsibilitiesofofficeassetoutintherelevantJobDescriptionsforeach
member,asapprovedbytheGovernanceBoard. TheGovernanceBoardmayamendor alterthe
JobDescriptionsatitsdiscretion;
(e) ComplywithallpoliciesapplicabletotheStudentRepresentativeCouncilincludingbutnot
limitedtotheConflictsofInterestPolicy(annexedasScheduleThreetothisConstitution);
(f) MeettheprerequisitesformembershipoftheStudentRepresentativeCouncilassetoutin
clause10.8below;and
(g) AdvisetheStudentRepresentativeCouncilinwritingassoonasheorshebecomesaware ofany
changeincircumstancesregardinganyofthematterssetoutinparagraphs(a)to(f) above.
UnlesstheTermofOfficeisterminatedunderoneoftheotherprovisionsofthisConstitution, the
TermsofOfficeforStudentRepresentativeCouncilmembersareasfollows:
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ForthePresident,twoyearsbeginningon1Januaryandendingon31December;
FortheVicePresident,oneyearbeginningon1Januaryandendingon31December;
FortheOfficeHolders,oneyearbeginningon1Januaryandendingon31December;
FortheFacultyRepresentatives,oneyearbeginningon1Januaryandendingon31 December;
and
(e) FortheCampusRepresentative(s),oneyearbeginningon1Januaryandendingon31 December.
IftheStudentRepresentativeCouncilmember’spositionisfilledinaccordancewithclause11 below,
thetermofofficeshallonlybefortheremainderofthetermofofficeofthepositionbeing filled.
PrerequisitesforMembershipofStudentRepresentativeCouncil:
(a) ThePresidentmustbeenrolledinatleastonepapereachsemesterofthefirstAcademic Yearof
office. ThePresidentisexemptfromthisrequirementinthesecondyearofhisor hertermof
officeifheorshegraduatesfromtheUniversityduringthatyear.
(b) TheVicePresidentmustbeenrolledinatleastonepaperineachsemesterthroughouthis orher
termofoffice.
(c) OfficeHoldersmustidentifywiththegrouptheyrepresentinboththeyeartheyseek election
andthroughoutthetermofoffice.
(d) FacultyRepresentativesmustbeenrolledinaprogrammetaughtbytheFacultytheywish to
representintheyeartheyseekelectionandthroughoutthetermofoffice.
(e) CampusRepresentativesmusttakeatleast50%oftheirpapersattheCampustheywish to
representintheyeartheyseekelectionandthroughoutthetermofoffice.
(a)
(b)
(c)
(d)
10.6
10.7
Resignations,VacanciesandVotesofNoConfidence
ResignationsandDeemedResignations
10.8
AnyStudentRepresentativeCouncilmembermayresignfromtheStudentRepresentative Council.
Suchresignationmust:
(a) Beinwriting;
(b) ProvidedtothePresident;and
(c) PresentedatthenextStudentRepresentativeCouncilmeeting.
10.9
Iftheabovecriteriaaremet,theStudentRepresentativeCouncilmustaccepttheresignationby
resolutionandrecordtheresignationintheminutesofthemeeting. Oncetheresolutionhas been
passed,theresignationiseffectiveimmediatelyandthememberisremovedfromoffice.
10.10 AmemberoftheStudentRepresentativeCouncilshallbedeemedtohaveresignedfromthe Student
RepresentativeCouncilif,atanytimeduringthetermofoffice:
(a) Heorsheisnotafitandproperperson;
(b) HeorsheisnotacurrentmemberoftheAssociation;
(c) IsthePresidentorVicePresidentandisdeemedtohaveresignedinaccordancewith clauses7or
8respectively;
(d) Heorshefailstocomplywiththeprerequisitesofmembershipassetoutinclause10.8 above;or
(e) HeorsheisabsentfromthreeconsecutivemeetingsoftheStudentRepresentative Council
withoutnotifyingorobtainingleaveofabsencefromthePresident.
VotesofNoConfidence
10.11
If,afterthreemonthsfromthecommencementofhisorhertermofoffice,aStudent Representative
Councilmemberisorhasbeenabsentfrommorethan50%ofStudent RepresentativeCouncil
meetings,theStudentRepresentativeCouncilmaycallforavoteofno confidenceinthatmember.
ThisclauseapplieseveniftheStudentRepresentativeCouncil memberhasnotifiedthePresidentof
thereasonsforanyabsences.
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10.12
10.13
10.14
10.15
IntheeventaStudentRepresentativeCouncilmember(otherthanthePresidentorVice- President)
failstoadheretotheresponsibilitiesofofficeassetoutinthemember’sJob Description,theStudent
RepresentativeCouncilmaycallforavoteofnoconfidence.
Avoteofnoconfidencemusthaveamajoritytobecarried.
Onceavoteofnoconfidenceispassed,thememberisremovedfromboththeGovernance Boardand
StudentRepresentativeCouncilandallotherassociatedpositions,asapplicable.
ShouldanymemberoftheAssociationwishtoraiseanissueorcomplaintaboutaStudent
RepresentativeCouncilmember(excludingthePresidentorVicePresident)theymaydosoin writing
tothePresident,whowilldeterminethenatureandextentofthecomplaintandinform theSRC
and/orGovernanceBoardifrequired.
Vacancies
10.16
AllvacanciesontheStudentRepresentativeCouncilaretobefilledinaccordancewithclause 11.
AssociationProperty
10.17
UponthedepartureofanymemberoftheStudentRepresentativeCouncil,allproperty belongingto
theAssociation,theUniversity,andanyotherpropertyobtainedinthecourseof hisorher
appointment,mustbereturnedimmediatelytotheAssociation’sregisteredoffice.
11 VACANCIESANDLACKOFCANDIDATES
11.1
VacanciesontheGovernanceBoardandStudentRepresentativeCouncilaretobefilledin accordance
withthissection.
11.2
TheGovernanceBoardandStudentRepresentativeCouncilmustfillanyvacanciesassoonas
practicable.
11.3
Fortheavoidanceofdoubt,theappointmentofanewGovernanceBoardorStudent Representative
Councilmemberisonlyfortheremainderofthetermofofficeoftheposition VicePresident
11.4
11.5
11.6
IntheeventthatonlythepositionofVicePresidentbecomesvacant,theStudentRepresentative
CouncilmustelectoneofitsnumberstothepositionofVicePresident.
IntheeventofbothPresidentandVicePresidentbecomingvacantconcurrently(withinthreemonths
ofthenextscheduledelection),theirpositionswillbefilledbythetworemainingstudentmembersof
theGovernanceBoard.
Ifthescheduledelectionismorethanthree(3)monthsafterthePresidentandVicePresident
positionsbecomevacant,aSpecialElectionwillbeundertakentoelectthenewPresidentandVice
President.
OtherStudentRepresentativeCouncilMembers
11.7
11.8
11.9
11.10
IntheeventthatthereisavacancyinthepositionofOfficeHolder,FacultyRepresentativeor Campus
Representative,theStudentRepresentativeCouncilmustgivewrittennoticeofthe vacancytothe
Associationassoonaspossible.
Intheeventoftheabovehappening,anypersonmay,subjecttotheprovisionsofthis Constitution,
applyinwritingtotheStudentRepresentativeCounciltofillthevacancy.
TheStudentRepresentativeCouncilshallconsiderandvoteonsuchapplicationatthenext Student
RepresentativeCouncilmeeting.
IntheeventthatthereisnocandidateforthepositionofOfficeHolder,FacultyRepresentative or
CampusRepresentativeornopersoniselectedforanyofthesepositions,theStudent Representative
Councilmayelectapersontofillthevacantpositionatitsdiscretion.
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ElectedMemberofGovernanceBoard
11.11
IntheeventthatavacancyoccursinoneofthepositionsontheGovernanceBoardwhichis heldbya
StudentRepresentativeCouncilmember(excludingthePresidentorVicePresident), theStudent
RepresentativeCouncilmaybymajorityelectoneofitsnumbertotheposition.
IndependentMemberofGovernanceBoard
11.12
IntheeventthereisavacancyinoneofthepositionsontheGovernanceBoardforan Independent
Member,thePresidentandtwonominatedmembersoftheGovernanceBoard,oneofwhomistobe
anIndependentDirector,shallappointanewIndependentMember.
12 STUDENTREPRESENTATIVEONUNIVERSITYCOUNCIL
12.1
ThePresidentoftheAssociationshallbetheAssociation’snomineetofilltheroleofStudent
RepresentativeontheUniversityCouncil.
12.2
TheVicePresidentshallbetheAssociation’ssecondnomineetofilltheroleofStudent Representative
ontheUniversityCouncil.
12.3
Ifthesecondrepresentativeresigns,isremovedfromofficeorisdeemednottobean acceptable
candidatebytheUniversityCouncil,areplacementshallbeappointedbythe StudentRepresentative
Counciltorepresenttheinterestsofstudentsofthe University.
13 GENERALMEETINGS
OrdinaryGeneralMeetings
13.1
13.2
13.3
13.4
TheAssociationshallhold,ataminimum,twoOrdinaryGeneralMeetings.
TheOrdinaryGeneralMeetingsmustbeheldatadateandplaceattheUniversitytobefixedby the
GovernanceBoard,inconsultationwiththeStudentRepresentativeCouncil.
OneOrdinaryGeneralMeetingshouldbeheldbeforetheendofMayandhavethefollowing itemson
theagenda:Present,Apologies,MinutesofthePreviousMeeting,President’sReport, Audited
Accountsfromthepreviousyear,AppointmentofAuditorsforthecurrentyearand Nominated
Portfolios(ifapplicable).
OneOrdinaryGeneralMeetingshouldbeheldbeforetheendofOctoberandhavethefollowing
itemsontheagenda:Present,Apologies,MinutesofthePreviousMeeting,theannual Association
membershipfee(ifany)andtheannualbudgetoftheAssociation.
(a) Intheeventthatamajoritydecisiononanymembershipfeecannotbereached,the
membershipfee(ifany)willremainthesame.
(b) Intheeventthatamajoritydecisiononthebudgetcannotbereached,theGovernance Board
shallbedelegatedresponsibilityforpreparingandconfirmingtheannualAssociation budget.
SpecialGeneralMeetings
13.5
13.6
ASpecialGeneralMeetingmaybeconvenedatanytimeduringaSemester.
ASpecialGeneralMeetingmustbeheld:
(a) atanytimethattheGovernanceBoardortheStudentRepresentativeCouncilthinksfit;or
(b) withinthreeweeksafterreceiptbythePresidentofarequisitioninwriting,statingthe purpose
forwhichthemeetingisrequiredandsignedbynotlessthanthirtymembersof theAssociation.
ProcedureforGeneralMeetings
13.7
TheproceduretobeadoptedateachGeneralMeetingissetoutintheProcedurefor Association
MeetingsinScheduleFourofthisConstitution.
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14 MEETINGSOFTHEGOVERNANCEBOARDANDSTUDENTREPRESENTATIVECOUNCIL
14.1
MeetingsofboththeGovernanceBoardandStudentRepresentativeCouncilwillideallybeheld at
leastonceamonthduringSemestersOneandTwo.Thetimeanddateofthemeetingshall beagreed
byamajorityoftheGovernanceBoardorStudentRepresentativeCouncil(as appropriate).
14.2
ASpecialMeetingoftheStudentRepresentativeCouncilortheGovernanceBoardmustbe held
withinsevendaysafterreceiptbythePresidentofarequisitioninwriting,statingthe purposefor
whichthemeetingisrequiredandsignedbyatleast:
14.2.1 ThreemembersoftheGovernanceBoard;or
14.2.2 FivemembersoftheStudentRepresentativeCouncil.
14.3
TheproceduretobeadoptedateachGovernanceBoardandStudentRepresentativeCouncil meeting
issetoutintheProcedureforAssociationMeetingsinScheduleThreeofthis Constitution.
15 ACCOUNTSANDFINANCIALADMINISTRATION
Accounts
15.1
15.2
15.3
ThefinancialyearfortheAssociationshallbeginonJanuary1standendonDecember31stin each
year.
TheAssociationshallatitsfirstOrdinaryGeneralMeetingineachyearappointanAuditorfor the
currentfinancialyearwhoshallbeamemberoftheInstituteofCharteredAccountantsof New
Zealand. TheAuditormustnotbeacurrentmemberoftheAssociation.
TheGovernanceBoard
shallarrangeforthepreparationoftheAssociation’sAccountsforeach financialyearandshall
arrangetohavethemauditedbytheAuditor. Acopyoftheseshallbe availablefreeofchargetoany
Associationmemberuponrequest.
AcopyoftheauditedaccountsshallbepresentedtotheUniversityCouncileachyear.
15.4
FinancialAdministration
15.5
15.6
15.7
AllincomeandpropertyoftheAssociationshallbeappliedsolelytowardsthecharitableobjects ofthe
Association.
NothingexpressedorimpliedinthisConstitutionshallpermittheactivitiesoftheAssociationto be
carriedoutfortheprivatepecuniaryprofitofanindividual.
AnypersonwhoisamemberoftheAssociationshallnotbeabletodetermine,ormaterially influence
inanyway,anyincome,benefit,advantagethattheymayreceiveastheresultof employmentbythe
Associationandsuchpersonsshallnotparticipateinanydeliberationsand proceedings,bywhichsuch
incomebenefitoradvantageisdetermined.
16 CONSTITUTION
16.1
AcurrentcopyoftheConstitutionshallbemadeavailableontheAssociation’swebsiteatalltimes.
16.2
WhereanydisputeordifferencearisesoutoforinconnectionwiththisConstitution,eitherparty to
thedisputemayinitiatearesolutionprocess,bywayofwrittennoticetotheGovernance Board.
16.3
Uponreceiptofthenotice,theGovernanceBoardmayarrangeachannel,whichcouldinclude a
meetingbetweenthepartiesconcerned.Iftheresolutionisnotpossible,thedisputemaybe referred
toAMINZtoappointasuitablemediator.Themediationwillbeconductedin accordancewiththe
MediationProtocolofAMINZ.
16.4
Ifthemediationisterminatedwithoutasettlementagreementbeingsigned,thedisputemaybe
referredtoarbitrationinaccordancewiththecurrentArbitrationProtocolofAMINZ.The arbitration
shallbebyonearbitratortobeagreeduponbythepartiesandifagreementisnot possible,then
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eitherpartyshallbeentitledtoaskAMINZtoappointasuitablearbitrator.The awardbythe
arbitratoristobefinalandbindingontheparties.
17 ALTERATIONOFCONSTITUTION
17.1
AnymembermayproposeanalterationofthisConstitutionbydrawingupamendmentsora
completesetofnewrulesinaccordancewiththeAct,providedthatanyalteration,amendment or
additiontotheConstitutionshallnotaffectthecharitablestatusoftheAssociation.
17.2
Anyamendments,alterationsoradditionstothisConstitutionmustbeapprovedbythe Governance
Boardwhomayappointanindependentlawyerforadvice.
17.3
Ratificationofanyamendment,alterationoradditionsmustbemadeatthenextGeneral Meetingand
byamajorityofleast75%.
17.4
AcopyofanychangesoralterationstotheConstitutionshallbepresentedtotheUniversity Council
afterthechangesoralterationshavebeenratified.
17.5
Acopyofanychangesoralterationsshallalsobedeliveredforthwithto:
(a) TheRegistrarofIncorporatedSocieties,inaccordancewiththerequirementsoftheAct, andshall
takeeffectasfromthetimeofregistration;and
(b) TheCharitiesCommission,inaccordancewiththerequirementsoftheCharitiesAct2005.
18 OTHERMATTERS
Clubs
18.1
18.2
18.3
Nobodyorgroupofstudentsshallbedeemedtohavecorporateexistencewithinthe University,and
shallnotbecapableofreceivingagrantfromtheAssociation,untilsuchabodyhasbeengranted
affiliationtotheAssociation.
ApplicationsforaffiliationshallbemadeinwritingtothePresidentorhis/hernominee. The terms
andconditionsoftheaffiliationareassetbytheGovernanceBoard.
Anapplicationwillnotbeconsideredunlesstheclub,society,orothersimilarbodyprovidesa service
tostudentsthatarenotcurrentlyprovidedbyanexistingclub,societyorothersimilar body.
RegisteredOffice
18.4
TheRegisteredOfficeoftheAssociationisLevel2,WCBuilding,AucklandUniversityof Technology,
59-67WellesleyStreet,Auckland.
18.5
Ifthelocationoftheregisteredofficeischanged,thePresidentshallnotify:
(a) TheRegistrarofIncorporatedSocieties,inaccordancewiththeAct;and
(b) TheCharitiesCommission,inaccordancewiththeCharitiesAct2005. CommonSealandAttestationofDocuments
18.6
18.7
18.8
TheAssociationshallhaveaCommonSealheldatitsregisteredoffice.
WhenevertheCommonSealisrequiredtobeaffixedtoanydeedordocumentorother instrument,
theSealshallbeaffixedinthepresenceofthePresidentandanytwomembersof theGovernance
Boardwhoshallsignthedocumentorinstrumenttowhichthesealistobe affixed.
TheGovernanceBoardshallhavethepowertoadoptanewCommonSealatitsdiscretion.
Dissolution
18.9
IftheAssociationisdissolved,itshallbedissolvedinaccordancewiththeprovisionsofSection 24of
theAct.
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18.10
OnthewindingupoftheAssociation,allsurplusassetsafterpaymentsofcosts,debtsand liabilities
shallvestintheUniversityupontrustforsuchcharitablepurposeswithinNewZealand asthe
Universitymayinitsdiscretiondecide.
Revocation
18.11
TheserulesshallrevokeallpreviousrulesoftheAssociation.
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APPENDICES
SCHEDULEONE
AssociationElectoralRegulations
SCHEDULETWO
CandidateNominationFormandAttestationForm
SCHEDULETHREE
ConflictsofInterest
SCHEDULEFOUR
ProcedureforAssociationMeetings
SCHEDULEFIVE
PresidentandVicePresidentJobDescriptions
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SCHEDULEONE
ASSOCIATIONELECTORALREGULATIONS
ScopeofRegulations
TheelectionofthemembersoftheStudentRepresentativeCouncilshallbeheldinthemanner
prescribedintheseregulations.
ReturningOfficer
General
1
TheReturningOfficershallbeindependentoftheAssociation.
TheReturningOfficershallappointsuchassistantsasheorshethinksfit.
TheReturningOfficershallbeentrustedwiththeconductoftheelection.
TheReturningOfficershalldecideallmattersrelatingtotheconductofanelectionnotdealt within
thisschedule.
PowersandDutiesoftheReturningOfficer
a)
b)
c)
d)
TheReturningOfficershalldoallthingsheorsheconsidersnecessary,expedientoradvisable forthe
properconductoftheelection.including
(a)
Determiningthedesignandcontentofallformsandofficialinformationpertainingtothe
runningoftheelection.
(b)
Providingsufficientballotpapersorotherwisefortherunningoftheelection.
(c)
Excludingfromvotingallpersonswhodonotappeartobedulyauthorisedtovote.
(d)
Providingforthepeacefulnatureandsecrecyoftheballot.
(e)
Directingandregulatingthemannerofvotingandofrecordingvotes.
(f)
Arrangingforandsupervisingthecountingofvotesanddisallowvotesnotrecordedinthe
specifiedmannerornotsufficientlyclearinhisorheropinion;and
(g)
Whenaballotisrequired,onthecompletionofthecountingofvotes,retainingand securely
keepingallvotesandrelevantelectronicrecordsuntiltheexpiryoftheappeal periodoruntil
determinationofanyinquiryarisingoutoftheelection,andattheendof thattimetakesteps
toeffectivelyandentirelydestroyallballotpapersanddeleteall recordsofballotscast
electronically.
3
TheReturningOfficemayappointassistantsasheorshethinksfit. SubstituteReturningOfficer
4
IfforanyreasontheReturningOfficerisunabletofulfilthedutiesoftheofficeatanelectionthe
GovernanceBoardshallappointasubstitutewhoforthepurposesofthatelectionshallbethe
ReturningOfficer.
FinancialBudgetfortheElection
2
TheReturningOfficershallbeprovidedwithabudgetpreparedbytheGovernanceBoard. The
ReturningOfficershallruntheelectionwithintheconstraintsofthisBudget. Anyextra expenditure
mustbeapprovedbytheGovernanceBoard.
Election
5
TimingofElectionandAssociatedSteps
6
TheelectionshallbeheldatatimetobedeterminedbytheGovernanceBoard. The Governance
Boardshallalsodeterminethetimeforeachsteptobecompletedwhichshall generallyfollowthe
followingtimetable:
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ACTIVITY
AppointmentofReturningOfficer
NotificationofElection
NominationsOpen
NominationsClose
CampaigningPeriodOpens
BallotCommences
CampaigningPeriodCloses
BallotCloses
GUIDELINEOFTIMINGS
BeforeendofSemesterOne
WeekOneofSemesterTwo
WeekTwoofSemesterTwo
WeekFourofSemesterTwo
WeekSixofSemesterTwo
WeekEightofSemesterTwo
WeekNineofSemesterTwo
WeekNineofSemesterTwo
NoticeofElection
7
8
TheReturningOfficershallgivenoticeofanelectionatleastfivedayspriortotheopeningof
nominations.
NoticeofanelectionshallbepostedonnoticeboardsthroughouttheUniversityandshallstate:
(a)
thepositionsopenforcandidature;
(b)
whoiseligibletostandforeachposition;
(c)
whoiseligibletovoteforeachposition;
(d)
theclosingdateforthenominations;and
(e)
thetimeanddateoftheelection. Positionsopenforcandidature
9
TheelectionfortheVicePresident,OfficeHolders,CampusRepresentatives,Faculty Representatives
andNominatedPortfolios(ifany)shalloccureveryyear.
10
TheelectionforPresidentoftheAssociationshalloccureverytwoyears. Theelectionfor President
shallbeheldconcurrentlywiththeelectionfortheVicePresident,OfficeHolders, Campus
Representatives,FacultyRepresentativesandNominatedPortfolios(ifany).
Eligibility
11
12
13
14
Tobeeligibleforelection,acandidatemustbe:
(a)
acurrentmemberoftheAssociation;
(b)
acurrentstudentoftheUniversity;
(c)
afitandproperperson;
(d)
notpreviouslyremovedfromthe StudentRepresentativeCommittee
(e)
ifstandingforthepositionsofPresidentorVice-President,thecandidatemustattenda
preliminarybriefingsessionheldbytheExecutiveDirector. TheReturningOfficerwill publish
Acandidatemaystandformorethanoneposition.Acandidateisonlyeligibletoholdone position.
Candidatesmustspecifyontheirnominationformtheirorderofpreferenceif successfulinbeing
electedtomorethanoneposition.
Amembermaynotstandforelectioniftheyhavepreviouslybeenremovedfromthe Student
RepresentativeCommittee
TheAssociationshallascertainthatallcandidatesmeettheeligibilityrequirementssetoutin clause11
ofthisSchedule,whereappropriate. TheAssociationshalldetermineeligibilitybased ontheofficial
recordofthecandidateheldintheUniversitystudentadministrationdatabase.
Nominations
15
NominationsforthepositionsopenforcandidaturemustbelodgedwiththeReturningOfficerby the
datespecifiedintheNoticeofElectionwhichshallbenolaterthanfourweekspriortothe firstpolling
dateoftheelection.
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16
17
18
19
ThenominationmustbeinaformwhichcontainstheinformationsetoutinScheduleFiveof this
Constitution.
OncenominationshaveclosedtheReturningOfficershallinformmembersofthenamesofall
candidatesandthepositionstheyarestandingfor.
AcandidatemaywithdrawtheirnominationbywrittenrequesttotheReturningOfficeranytime asof
rightupto4:30pmonthenextbusinessdayafterapplicationscloseorlateratthe discretionofthe
ReturningOfficer.
Ifafterapplicationsclosethereisonlyonecandidateforanyposition,theReturningOfficershall
declarethatcandidateasbeingthesuccessfulnomineeandwillnotincludetheirnameonthe ballot
paper. Howeverthatcandidateshallnotbedeemedtohavebeenelecteduntilaresolution tothat
effecthasbeenpassedataGeneralMeetingoftheAssociation.
Campaigns
20
21
22
23
24
Acandidatemayspendnomorethan$250oncampaigningpriortotheelection,includingthe valueof
anydonations. TheReturningOfficermayrequestinformationtoverifytheamountof expenditure
foreachcandidate.
Acandidatemaybegintocampaignfromtheopeningofthecampaigningperiodbutmust removeall
campaignmaterialbymidnightonthedaythecampaigningperiodcloses. Campaignmaterialincludes,
butisnotlimitedto,posters,leaflets,banners,chalkmarksand otheradvertisingmaterial.
Candidatesarepermittedtocampaign:
(a)
inpersonduringtheelectionperiod;and
(b)
usingelectroniccommunications(forexample,byemailandsocialmedia). Sendingof emails
fromUniversityemailaddressesapartfromthecandidate'sownassigned Universitystudent
emailaddressisnotpermittedunderanycircumstances.
Candidateconductduringtheelectionmustnotcompromisethepoliticalneutralityof Association
operationsortheUniversity. Itistheresponsibilityofthecandidatetocheckwiththe Association,the
UniversityandtheReturningOfficerbeforeundertakinganyactionthatmay affectthisneutrality.
Candidateswhodonotabidebytheseregulationsmaybesubjecttovotepenaltiesor elimination,at
thediscretionoftheReturningOfficer.
BallotPapers
25
26
BallotpapersshallbeintheformdecidedonfromtimetotimebytheReturningOfficerin accordance
withdirectionssetbytheGovernanceBoard.Fortheavoidanceofdoubtand withoutlimitation,ballot
papersmaybemadeavailabletovoterselectronicallybytheReturning Officer.
Anyballotpapernotadheringstrictlytotheinstructionsgiventovotersshallbeexaminedbythe
ReturningOfficer. IfintheReturningOfficer’sopinion aballotpaperdoesnotshowaclearvote for
theappropriatenumberofcandidatesitshallbedeclaredinvalid.
Voting
27
28
AllstudentsenrolledattheUniversityatthecommencementoftheelectionballot,basedupon the
officialrecordsheldintheUniversitystudentadministrationdatabase,shallbeeligibleto voteforall
positionsthataresubjecttotheelection.
Thesuccessfulcandidateshallbethecandidatepollingthehighestnumberofvotes. Ifthereis atied
votetheReturningOfficershallcallanotherballotforthatposition.
Appeals
29
30
Ifadisputearisesinrelationtotheelection,thedecisionoftheReturningOfficershallbefinal, subject
toanyappealdecisionundertheprovisionofthisrule.
AnyappealagainsttheconductorresultoftheelectionshallbenotifiedtotheGovernance Boardand
ReturningOfficerwithinforty-eighthoursoftheannouncementoftheresult.
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31
32
33
34
Anysuchappealshallbeinwritingandstatethegroundsfortheappeal.
Onreceiptoftheappeal,theGovernanceBoardshallinvestigatethematteranddeterminethe
outcomeasitconsidersappropriate. TheGovernanceBoardmayappointanindependent advisor,to
assisttheGovernanceBoardinmakingitsdecision.
Iftheelectionisheldinvalidawrittennoticetothiseffectmustbegiven. TheGovernance Boardshall
takeimmediatestepstoholdafreshelection.
ThedecisionoftheGovernanceBoardshallbefinalandthereshallbenoappealfromits decision.
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SCHEDULETWO
CANDIDATENOMINATIONFORM
ThisformisacandidatenominationformforelectiontoapositionintheAucklandStudentMovement at
AucklandUniversityofTechnologyLimited(AuSM).
Requirement
Information
CANDIDATENAME
[FirstName]:
OtherInformation
………………………………………………………………….
[LastName]:
…………………………………………………………………..
PROOFOFAuSM
MEMBERSHIP
POSITIONSIWISHTO BENOMINATEDFOR
StudentIDNumber:
• PreferredName:
1. ………………………….……………………….
2. ………………………….……………………….
3. ………………………….……………………….
4. ………………………….……………………….
5. ………………………….……………………….
6. ………………………….……………………….
7. ………………………….……………………….
8. ………………………….……………………….
9. ………………………….……………………….
Attachacopyofyour studentID
cardtothisform
Ifmorethanonepositionis being
contested,statein orderof
preference–the availablepositions
are:
• President
• VicePresident
• MaoriAffairsOfficer
• PasifikaAffairsOfficer
• DiversityOfficer
• PostgraduateOfficer
• DisabilityAffairsOfficer
• NominatedPortfolio Officer(if
applicable)
• FacultyRepresentative from
eachFacultyat theUniversity
• CampusRepresentativefrom
eachcampusatthe University
10.………………………………………….
Theaboveinformationisrequiredfromallcandidates,inaccordancewiththeConstitutionandRules of
AucklandStudentMovementatAucklandUniversityofTechnologyIncorporated(theConstitution).
Iftheaboveinformationisnotprovidedinfullandisnotsignedandwitnessedbytwoothermembers of
AuSM, this candidate nomination form will be invalid, and the candidate will be ineligible for
election.
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BysigningthefollowingCandidateNominationAttestationform,thecandidateacknowledgesandagreesas
follows:
1.
2.
3.
4.
5.
6.
ThecandidateconsentstoAucklandUniversityofTechnology(AUT)andAuSMcollectingand holding
theinformationon thisform forthepurposeof enablingthecandidatetoparticipatein elections
for positions within AuSM in accordance with the Constitution, and to assess the
candidate’squalificationsforholdingandperforminganyoffice,andtoformpartofany employment and or taxation records that may be kept by AuSM if the candidate becomes or
remainsanemployeeofAuSM. AUTandAuSMrecognisethatthecandidateretainsallrightsto access
theirinformationinaccordancewiththePrivacyAct1993.
Thecandidate understands that there is no guaranteethat the candidate will besuccessfulin any
electioncampaign,orwillbeappointedtoanyoffice,orofferedanyemploymentbyAuSMor AUT.
ThecandidateagreestoabidebytheprovisionsoftheConstitution,includingasamendedfrom time
totime.
Thecandidateagreesthatifheorsheiselectedtooffice,heorshewillbeofferedemployment by
AuSMontermssuitabletoAuSMandwhichareinaccordancewiththeConstitution,andthe
candidateagreestoacceptsuchtermsofemployment.
Duringthecandidate’selectioncampaign, and ifelected tooffice,thecandidateagrees not tomake
anystatementsofanuntrueordefamatorynature,orwhichwouldexposeAuSMtolegal riskor
liability,orwhichwouldpublicallydiscloseinformationconfidentialtoAuSMwhichmaybe
orcomeintothecandidate’spossession.
Ifelectedtooffice,thecandidateagreestofosterandfurthertheinterestsofallstudentsatAUT, and
to promote and protect the interests and rights of all students, in accordance with the
Constitution.
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CANDIDATENOMINATIONATTESTATION
I,……………………………………………………………………………………………………………… [full name of candidate],havereadand
understoodtheaboveterms andconditions,andwishtobecomeacandidateforelectiontoapositionat
AuSMinaccordancewith theabovetermsandinaccordancewiththeConstitution.
Candidate
Signature:
Date:
Name[pleaseprint]:
StudentID:
Witness1
Signature:
Date:
Name[pleaseprint]:
StudentID:
Witness2
Signature:
Date:
Name[pleaseprint]:
StudentID:
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SCHEDULETHREE
CONFLICTSOFINTEREST
1
Forthepurposesofthispolicy:
“Matter”meansacontractorproposedcontractorarrangementordealingwiththeAssociation.
“Person”meansanemployeeoftheAssociationoramemberoftheStudentRepresentative Council
ortheGovernanceBoard.
ConflictofInterest
Forthepurposesofthispolicy,aConflictofInterestarisesinrespectofamatterwhenaperson canbe
showntohaveactualbiasorapparentbias.
3
Apersonmaybefoundtohaveactualbiaswhenaperson’sdecisionoractinrelationtoa mattercould
giverisetoanexpectationoffinancialgainorloss(thatismorethantrivial)tothe person(and/ortothe
person’sparent(s),child(ren),spouse,civilunionpartner,defactopartner, businesspartner(s),
debtor(s)orcreditor(s).
4
Apersoncanbeshowntohaveapparentbiaswhenaperson’sofficialdutiesorresponsibilities tothe
Associationinrelationtoamattercouldreasonablybesaidtobeaffectedbysomeother interestor
dutythatthepersonhas.
Aperson’sother“interestorduty”includes;
(a)
theinterestsofthatperson’sparent(s),child(ren),spouse,civilunionpartnerordefacto partner
thatmaybeaffectedbythematteratissue;
(b)
otherpersonalorprofessionalcommitments thepersonmayhavethatcouldimpacton the
person’sabilitytocarryoutthepositioninthebestinterestsoftheAssociation;and
(c)
theinterestsofsomeonewithwhomthepersonhasaclose,personalrelationshipwhere there
isarealdangerofpersonalfavouritism.
5
ThereisnoConflictofInterestwheretheperson’sotherinterestordutyissoremoteor insignificant
thatitcannotreasonablyberegardedaslikelytoinfluencehimorherincarrying outhisorher
responsibilities.
PotentialConflictofInterest
2
Forthepurposesofthispolicy,aPotentialConflictofInterestariseswhenapersonhasan interestina
matter,butitisnotclearifthatinterestismaterial.
Disclosure
6
7
8
AnyemployeeoftheAssociationwithaConflictofInterestoraPotentialConflictofInterest must
identifytheconflictorpotentialconflictanddiscloseittotheExecutiveDirectorinatimely and
effectivemanner. TheExecutiveDirectormustthendisclosetheConflictofInterestor Potential
ConflictofInterestatthenextmeetingoftheGovernanceBoard.
AmemberoftheStudentRepresentativeCouncilortheGovernanceBoardwithaConflictof Interest
oraPotentialConflictofInterestmustidentifytheconflictorpotentialconflictand discloseittothe
ExecutiveDirectorinatimelyandeffectivemanner,ideallypriortoameetingof theStudent
RepresentativeCouncilortheGovernanceBoard,whendisclosurewouldbe required. Thisistoallow
forthepersonandtheExecutiveDirectortodiscussthenatureand significanceofthematterthatthe
conflictrelatestoandmitigationoptionsinlightoftheconflict.
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9
10
11
12
13
ApersondisclosingaConflictofInterestoraPotentialConflictofInterestmustdisclosethe following
information:thenatureoftheinterestandanymonetaryvalueoftheinterest(ifthemonetaryvalue
can bequantified);and/or
a) thenatureoftheinterest(ifamonetaryvaluecannotbequantified).
IfanymemberoftheStudentRepresentativeCouncilortheGovernanceBoardisunsure whether
thereisanyConflictofInterestorPotentialConflictofInterest,thatpersonmust discloseittothe
ExecutiveDirectorpriortothenextmeetingoftherelevantbodyasaPotential ConflictofInterest.
IftheConflictofInterestorPotentialConflictofInterestconcernstheChair,theChairshould disclose
theConflictofInterestorPotentialConflictofInteresttotheExecutiveDirector. An appropriate
personshallbenominatedtoactasChairforthepurposesofthatmeeting.
IfapersondoesnotdiscloseaConflictofInterestoraPotentialConflictofInterest,theConflict of
InterestorPotentialConflictofInterestmayberaisedattherelevantmeetingbyanother personwho
isconcernedaboutit. TheChairofthemeetingmustdecidehowtodealwiththe ConflictofInterest
orPotentialConflictofInterestinaccordancewithparagraphs18to21. The Chairisentitledto
adjournthemeetingtotakeindependentadviceontheconflict,ifheorshe considersappropriate.
ThedisclosureofanyConflictofInterestorPotentialConflictofInterestmustberecordedinthe
minutesofthemeetinginwhichitisdisclosedandenteredintheConflictsRegister.
RegisterofInterests
TheExecutiveDirectorwillkeepandmaintainaregisterofdisclosedinterests(“Conflicts
Register”)whichwillrecordthefollowinginformation:
(a)
Dateofdisclosureofinterest;
(b)
Typeofdisclosureofinterest;
(c)
Natureoftheinterestdisclosed;and
(d)
Datethattheinterestwillcometoanend.
15
TheConflictsRegistermustbeincludedintheagendaforeachregularmeetingoftheStudent
RepresentativeCouncilandGovernanceBoard.
DealingwithaConflictofInterest
14
WhenapersonisconsideredtohaveaConflictofInterestinrespectofamatter,theExecutive
Directormay,inconsultationwiththeGovernanceBoard,determinethattheaffectedperson:
(a)
Shallbeexcludedfromdiscussionsregardingthematter(includingnotbeinginthesame room
whenthematterisdiscussedifsorequiredbytheChair);
(b)
Shallnotvoteonissuesrelatedtothematter;
(c)
Shallnotreceivepapersoranyotherinformationonthematter;
(d)
Shallnotdiscussthematterwithanyotherperson;or
(e)
Isnolongerabletoadheretotheresponsibilitiesoftheofficeassetoutinthemember’s Job
DescriptionasaresultoftheConflictofInterest.
DealingwithaPotentialConflictofInterest
16
17
WhereaPotentialConflictofInterestisraisedatorpriortoameetingoftheStudent Representative
CouncilortheGovernanceBoard,theExecutiveDirector,inconsultationwiththeGovernanceBoard
willdeterminewhetherthereisaConflictofInterestandwilldecideon anappropriatecourseof
action,whichmayincludethefollowing:
(a)
IfthereisaConflictofInterest,applyingsomeoralloftheactionsappliedtoaperson witha
ConflictofInterest(setoutatparagraph17);and/or
(b)
Monitoringthemattertodeterminewhetheratanypointthematterchangessuchthat thereis
aConflictofInterest.
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18
19
Indeterminingtheappropriatecourseofaction,theExecutiveDirector,inconsultationwiththe
GovernanceBoard,willhaveregardto:
(a)
Thenatureoftheperson’sinterest;;
(b)
Thenatureorsignificanceoftherelevantmatter;and
(c)
Theextenttowhichthesituationcouldunderminetrustandconfidenceinthepersonor the
Associationand/orthecharitablepurposesoftheAssociation.
Thepersonwillbegiventheopportunitytobeheardbyonthepointsinparagraph18andthe
person’ssubmissionswillbetakenintoconsiderationbytheExecutiveDirector.
Gifts,rewardsorbenefits
20
21
22
NopersonmayusetheirpositionasanemployeeoftheAssociationoramemberofthe Student
RepresentativeCouncilorGovernanceBoardforpersonalgain,orsolicitoraccept gifts,rewardsor
benefitswhicharelikelytobeperceivedasinducements.
Everypersonwillexercisecareandjudgementinacceptinggifts.
TheAssociationwillkeepagiftregistrytobemaintainedbytheExecutiveDirector.
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SCHEDULEFOUR
PROCEDUREFORASSOCIATIONMEETINGS
GeneralMeetings
ThePresidentmayactasChairofthemeeting,oralternatively,heorsheshallnominatean
appropriatepersontobetheChairofthemeeting. InthePresident’sabsence,theVice- President
mayactasChairofthemeeting,oralternatively,heorsheshallnominatean appropriatepersontobe
theChairofthemeeting. Ifneitherispresent,thememberspresent shallnominateamemberofthe
StudentRepresentativeCounciltoactasChairforthemeeting.
Noticeofmeetings
1
WrittennoticeofthetimeandplaceofanOrdinaryGeneralMeetingorSpecialGeneralMeeting must
be:
(a)
publishedinthemagazineprintedbytheAssociationatleastthreeweeks beforethe meeting
date; and
(b)
postedonallAssociationnoticeboardsatleastoneweekbeforethemeetingdate.
3
Thenoticemuststatethenatureofthebusinesstobetransactedatthemeetinginsufficient detailfor
memberstoformareasonedjudgmentinrelationtoit,includingdetailsofthe resolutionstobe
passedatthemeeting(theAgenda).
Quorum
2
4
5
6
7
ThequorumforOrdinaryGeneralMeetingsandSpecialGeneralMeetingsisthirty.
Ifaquorumisnotpresent,themeetingshallbeadjournedforonehour. Ifatanytimeduring that
timeaquorumisreachedthemeetingmaybegin.
Ifafteronehourthemeetingstilldoesnothavequorum,themeetingshallbepostponedforno more
thanfourteendays. Noticeofthetimeandplaceoftheadjournedmeetingshallbeposted onall
Associationnoticeboards.
IfaquorumisnotreachedafteronehourinrespectofaSpecialGeneralMeetingthathasbeen called
followingarequisitionunderclause13.6(b)above,therequisitionshalllapse.
Conductofmeetings
8
9
10
11
12
13
14
AnymemberoftheAssociationmayattendanOrdinaryGeneralMeetingoraSpecialGeneral Meeting
andshallhavefullspeakingandvotingrights.
AnymemberofthepublicmayattendanOrdinaryGeneralMeeting,butshallhavenovoting rights.
Theymay,atthediscretionoftheChair,begrantedspeakingrights.
Themodeofvotingonallmotionsshallbebyvoiceorbyashowofonehand,asdeterminedby the
Chair.
Incaseofanequalityofvotesonanymotions,theChairshallhavethecastingvote.
IfamotionofatleasttenmembersoftheAssociationcallsforvotingtobebysecretballot,the
ChairpersonshallappointapersonwhoisindependentoftheAssociationtooverseethevoting
process.
Thereshallbynoproxyvoting. Minutes
TheChairshallensurethatminutesarekeptofallproceedingsatanOrdinaryGeneralMeeting ora
SpecialGeneralMeeting.
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15
16
MinutesshallbedistributeduponrequesttoallmembersoftheAssociationwithinonemonthof the
meeting.
TheminutesshallbeconfirmedasaccurateatthenextOrdinaryGeneralMeeting.
StudentRepresentativeCouncilandGovernanceBoardMeetings
17
ThePresidentmayactasChairofthemeeting,oralternatively,heorsheshallnominatean
appropriatepersontobetheChairofthemeeting. InthePresident’sabsence,theVice- President
mayactasChairofthemeeting,oralternatively,heorsheshallnominatean appropriatepersontobe
theChairofthemeeting. Ifneitherispresent,thememberspresent shallnominateanappropriate
persontoactasChairforthemeeting.
Noticeofmeetings
18
19
WrittennoticeofthetimeandplaceofameetingoftheStudentRepresentativeCouncilorthe
GovernanceBoardmustbesenttoeachmemberoftheStudentRepresentativeCouncilorthe
GovernanceBoardatleasttwoweeksbeforethemeetingdate.
Thenoticemuststatethenatureofthebusinesstobetransactedatthemeetinginsufficient detailfor
memberstoformareasonedjudgmentinrelationtoit,includingdetailsofthe resolutionstobe
passedatthemeeting(theAgenda).
Quorum
20
21
ThequorumfortheStudentRepresentativeCouncilshallbesevenformeetingsheldduring Semesters
1and2,orfouroutsidesuchperiod.
ThequorumfortheGovernanceBoardshallbefiveformeetingsheldduringSemesters1and 2,or
fouroutsidesuchperiod. Thisnumbermustincludeatleastonerepresentativefromthe Student
RepresentativeCouncilandatleastoneindependentmember.
Conductofmeetings
22
23
24
25
26
27
AnymemberoftheAssociationmayattendameetingoftheStudentRepresentativeCouncilor the
GovernanceBoard,butshallhavenovotingrights. Theymay,atthediscretionoftheChair, be
grantedspeakingrights.
AnymemberoftheStudentRepresentativeCouncilnotcurrentlyamemberoftheGovernance Board
mayrequesttoattendameetingoftheGovernanceBoard.Anymemberofthe GovernanceBoard
mayattendameetingoftheStudentRepresentativeCouncil.Inboth circumstancesthesemembers
willautomaticallybegrantedspeakingrights,butshallhaveno votingrights.Thisclausedoesnotapply
iftheStudentRepresentativeCouncilorGovernance Boardis‘incommittee’.
AnymemberofthepublicmayrequesttoattendameetingoftheStudentRepresentative Councilor
theGovernanceBoard. Theyshallhavenovotingrightsbutmay,atthediscretionof theChair,be
grantedspeakingrights. ThisclausedoesnotapplyiftheStudentRepresentative Councilor
GovernanceBoardis‘InCommittee’.
Themodeofvotingonallmotionsshallbebyvoiceorbyashowofonehand,asdeterminedby the
Chair.
Incaseofanequalityofvotesonanymotions,theChairshallhavethecastingvote.InCommittee
TheStudentRepresentativeCouncilandtheGovernanceBoardmaybymotionmove
‘in committee’atanytimeduringanymeetingtodiscussitemsorinformationwhichmaybe, comme
rcially,politicallyorlegallysensitive.
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29
30
TheStudentRepresentativeCouncilandtheGovernanceBoardmayinvitecertainpersonsto remain
during‘incommittee’discussionsduetotheirinvolvementwithorspecialistknowledge oftheitemsor
informationtobediscussed.
IntheeventtheStudentRepresentativeCouncilortheGovernanceBoardmove‘incommittee’:
(a)
allpersonsnotamemberoftherespectivebodymustleavethemeeting,unlessinvited to
remaininaccordancewithclause28ofthisSchedule.
(b)
allmattersdiscussedarestrictlyconfidentialtothemembersoftherespectivebodyand any
invitedpersons,butmaybedisclosedtotheotherbodyifitisconsideredtobe appropriateto
doso,andamotionispassedtothateffect.
Minutesofmotionsmade‘incommittee’shallbekeptseparatelyandshallremainconfidentialto
membersoftheStudentRepresentativeCouncilandtheGovernanceBoard.
Minutes
TheChairshallensurethatminutesarekeptofallproceedingsatmeetingsoftheStudent
RepresentativeCouncilandtheGovernanceBoard.
32
TheStudentRepresentativeCouncilandtheGovernanceBoardmustprovidecopiesofthe minutesof
theirmeetingstotheotherbodywithinonemonthofthedateofeachmeeting,with theexception
ofminutestakenfromany‘incommittee’sectionsofthemeeting.
33
TheminutesshallbeconfirmedasaccurateatthenextmeetingoftheStudentRepresentative Council
ortheGovernanceBoard.
Memberproposals
31
34
35
AnymemberoftheStudentRepresentativeCouncilortheGovernanceBoardmaypropose itemstobe
includedontheAgendaforthenextmeeting,providedthatsuchnoticeisgivento theChairnotless
thanoneweekbeforethenextmeeting.
Uponreceiptofanotice,theChairmustincludetheitemontheAgendaforthenextmeeting,to be
circulatedtoallmembersoftheStudentRepresentativeCouncilortheGovernanceBoard.
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SCHEDULEFIVE
PRESIDENTANDVICEPRESIDENTJOBDESCRIPTIONS
PRESIDENT
POSITION
DURATIONOFTERM
REPORTSTO
President
1January2016to31December2017
AccountabletostudentsviatheAuSMGovernance Board.
Note:Theroleofthepresidentisafulltimepaidpositionandiscontractedthroughanemployment
agreementtowork40hoursperweek.Presentemploymentagreementsetsouttermsandconditions ofthe
role,including detailsofremuneration asdecidedbytheGovernanceBoardasper theAuSM Constitution.
Purposeofposition:
TorepresentthebestinterestsofcurrentandfutureAUTstudentsthroughoverallaccountabilityfor AuSM,its
officers,staff,resources,andservices.
Principalaccountabilities:
1. TOADHERETOANDACTINACCORDANCEWITHTHEAuSMPOLICY.
2. ORGANISATIONLEADERSHIP:
Objective:
Toactas"ChairoftheBoard"asprincipalofficerofAuSM,anIncorporatedSociety.
(a) ActastheofficialspokespersonforAuSM,assumingresponsibilityforallcontactwiththe media.
(b) DevelopaworkingknowledgeofAuSMconstitutionandpolicies.
(c) ChairBoardandSRCmeetings,attendallappropriateAUTCommitteeandBoardmeetings, and
fulfilallex-officiopositionsasrequired.
(d) EffectivelyrepresentAuSMlocally,regionallyandnationallyandliaisewithallotherNZ Student
Associations.
(e) OfficiallyrepresentAuSMonthecurrentnationalbodiesthatAuSMisaffiliatedtosuchas Student
JobSearchandUniversitySportNewZealand.
(f) Preparesubmissionstolocal,regionalandnationalbodiesasrequired.
(g) ConveneregularmeetingswithAuSMmanagement/OfficeHolders.
(h) EnsureAuSMfinancesandadministrationisproperlymanagedinthebestinterestsof AuSMand
AUTstudents.
(i) AttendformalAUTfunctionsincludingGraduationceremonies.
(j) Exerciseauthorityimmediatelyinanysituationhe/shedeemsanemergency,notifying Executive
membersassoonaspossible(particularlyoverholidayperiods)
(k) Prepare President'sReportforeachAnnual General Meeting,summarising activities,
accomplishments andcurrentstatus andsituationofAuSM.
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3. EXECUTIVETEAMLEADER
Objective:
Toeffectively manageandleadtheExecutivesotheywork together asawell-integrated andmotivated
team.Preparetrainingatthebeginningoftheyeartopreparethenewexecutive forthecomingyear.This
should involvesuchthings asteam building activities andtraining byinternalandexternal bodiesto
AuSM.
(a) Reportregularlytothe ExecutiveonAuSM activities,achievements, meetingsattendedand
important issues raised.
(b) Ensurecomprehensive andrelevantpapersaredistributed to Executive priortomeetingsand
that minutesarerecorded atallimportant committees andmeetings.
(c) ExhibitleadershipatExecutivemeetingswhilstdeveloping and maintaininggoodworking
relationships.
(d) Involve Executive membersappropriately inplanninganddecision making.
(e) Fosterapositiveenvironment with ahighdegreeofco-operation and morale.
(f) Helpout,whereappropriate,withAuSM activities e.g. Student orientation.
(g) Assist incoachingandpassingonknowledge to newmembersof ExecutiveandAuSMstaff.
(h) Prepareandsupervise the President Elect'strainingprogramme.This should involvea
comprehensive2 -weektraining programme.
(i) Regularly liaisewith other ExecutiveOfficersandensuretheyarefulfilling theirrolesas per
theirjob descriptions,adviseandguidewhere appropriate.
4. STUDENTADVOCATE/REPRESENTATIVE
Objective: Toactivelyandconfidentlysupportandrepresentcurrentandfuture students'interests,individually
andcollectively.
(a) Regularlyliaisewith studentsandstaffofAUT.
(b) Actively listento&canvass studentopinions,maintain agoodoverview ofhowstudents think
andfeelonissues.
(c) Attend meetingsofAUT committees anddecision-making bodieswhere relevanttoput forward
AuSM'spoliciesandconstructively andconfidentlyassistinrepresenting student interests.
(d) Assume ultimateresponsibilityforensuringthatallstudentsareawareofAuSM Representation,
servicesandbenefits.
(e) Planandscheduleannualprogrammeofkeyeventse.g.AnnualGeneralMeetings,Special General
Meetings,elections,orientation,GovernanceBoardmeetings,StudentSenatesetc.
(f) Encourage&invitestudentstobecomeClassRepresentatives,chairtheirmonthlymeetings and
encouragethemtoparticipateinAUTCommitteemeetingsandAuSMactivitiesas appropriate.
(g) AttendAuSMactivitieswherepossible.
(h) Actasstudentadvocateinrelationtostudenttraffic,transportandparkingneedswithinthe
Aucklandarea.
5. POLICY&STRATEGYDEVELOPMENT
Objective:
Toleadtheexecutive informulating,developing andimplementingAuSM policy.
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(a) Actively seektokeepwellinformedonallaspectsofthe universityandeducation sector,
regionally,nationallyandinternationally.
(b) Maintainanuptodatelistofinternalandexternalcontacts.
(c) Initiateandprepare,withtheassistanceofAuSMExecutiveDirector &Communications
Manager,submissions,policypapersandreportsforGovernmentselectcommittees,local
Government,AUT committees etc.
(d) Annually updatetheassociation's(5year)strategic planandprepareanannual operational plan
tofurther aimsofAuSM andtobepreparedforthefuture.
(e) MaintainanoverviewofAuSMstudentservices;assesssuggestionsforimproved serviceswith
Executive.
(f) Regularly reviseAuSM policyandupdateasnecessary.
6. MANAGEMENTANDADMINISTRATION
Objective:
ToensureAuSM (throughtheGeneralManagerandstaff)effectively implements policiesand plansas
agreed.
(a) BetheconduitforallexecdealingswiththeAuSM staffviatheGeneral Manager.
(b) Maintainareasonable knowledgeofAuSM businessaffairstoensure properfinancial
managementandpreparationofreports.
(c) Actasasignatoryforchequesandtakeresponsibility foralloutgoing monies.
(d) Superviseandliaiseregularlywith theExecutiveDirectortoensure Executivepolicyis effectively
communicatedtohim/herandduly implemented bystaff.
(e) RegularlyadviseandupdateexecutiveoftheactivitiesoftheGeneralManager andstaff.
(f) KeepinregularcontactwithAuSM officestaff.
(g) AssistwithAuSMstaff recruitmentandconflictresolutionwhereappropriate.
(h) Overseetheappointment oftheeditorofDebateandensurethat issuesarepublished in
accordancewithAuSM/AUT contract.
(i) Approve overallexpenditure budgetsforallAuSMdepartments.
(j) Approve annualfeesubmissions andexpenditure budgetsthroughthe Financeand
Administration CommitteeoftheExecutive
(k) Prepareanannual performanceandtraining planfortheExecutiveDirector.
(l) MonitortheperformanceoftheExecutiveDirectorvia regularonetoone meetingsthat use the
performance planasavehicleforpositivefeedback.
7. MARKETINGANDPROMOTION
Objective:
Toensurestudents,AUT staffandthewidercommunityareawareof andsupportAuSM'spolicies and
services.
(a) LiaiseregularlywithAUT Councilmembers.
(b) Buildandmaintaineffective networkswith keystaff inAUT,widercommunity and Government
education agenciesto promoteAuSM's interests,views andinitiatives.
(c) Prepareandpresent DVD'sthatcanbeplayedbylecturesinclasspromotingAuSM's services
andfacilities tostudents.
(d) PromoteAuSM'sviewsthrough provisionofbackground informationandarticlesto broadcast
andprintedmedia.
(e) WritepressreleasesandregulararticlesforDebateandother publications asrequired.
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VICEPRESIDENT
POSITION
DURATIONOFTERM
REPORTSTO
VicePresident
1January2016to31December2016
TheExecutiveDirector
Note: SubjecttotheprovisionsoftheAuSMConstitutionthepositionoftheVicePresidentis apart timepaid
positionandiscontractedthroughanemploymentagreementtowork20hoursinany7 days.Present
employmentagreementsetsouttermsandconditionsoftherole,includingdetailsof remunerationas
decidedbytheStudentRepresentativeCouncilaspertheAuSMConstitution.
Purposeofposition:
TorepresenttheinterestsofcurrentandfutureAUTstudentsthroughsecondaryaccountabilityfor AuSM,
itsOfficers,staff,resources,andservices.
PRINCIPALACCOUNTABILITIES
1.
2.
3.
4.
5.
6.
7.
ToadheretoandactinaccordancewiththeAuSMConstitutionandAuSMpolicy.
YourprimaryresponsibilityasVice-PresidentistorepresentallstudentsatAUT.
TofamiliariseyourselfwiththeeffectiveoperationandfunctioningoftheAssociation.
Beknowledgeableabouteducationpoliciesthatimpactonstudents.
SubmitawrittenreporttotheStudentRepresentativeCouncilANDtablereportatthe Governance
Boardateverymeeting.
MaintaincommunicationwiththePresidentregardingissuesrelatingtoyourportfolio.
Tobeavailableforuptoamaximumof20hoursofgeneralStudentRepresentative Counciland
GovernanceBoarddutieseachweek.
1. STUDENTREPRESENTATIVEONAuSMGOVERNANCEBOARD
(a)
AttendallmeetingsoftheAuSMGovernanceBoardanditssubcommitteeandwhere relevantor
asrequired,putforwardtheStudentRepresentativeCouncilperspective constructivelyand
confidentlyassistinrepresentingstudentinterests.
2. STUDENT ADVOCATE/REPRESENTATIVE
(a)
(b)
(c)
(d)
(e)
(f)
(g)
AssumeresponsibilityforensuringthatallstudentsareawareofAuSM representation, services
andbenefits.
Activelylistento&canvasstudentopinions,maintainagoodoverviewofhow students thinkand
feelonissues.
DevelopasoundunderstandingoftheAssociationandattendanyappropriate training, sothat
shouldtheneedariseyouareabletoassumetheroleanddutiesof the President.
Ensurethatyouarefullyconversantwiththeproceedingsofanymeetingthatyouare unableto
attend.
AttendmeetingsofAUTcommitteesanddecision-makingbodieswhererelevantoras requiredto
putforwardAuSM’spoliciesandconstructivelyandconfidentlyassistin representingstudent
interests.
BethesecondrepresentativeofAUTstudentsonanynationalbodythatAuSMis affiliatedtoand
atanynationalconferenceoreventasrequiredthroughouttheyear.
MaintainanoverviewofAuSMstudentservices’assesssuggestionsforimproved serviceswith
StudentRepresentativeCouncilandGovernanceBoard.
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(h)
(i)
AttenddisciplinaryhearingsdelegatedtoyoubythePresident;ifunavailableto attend ensure
thatsuchisdelegatedtoanotherStudentRepresentativeCouncilmember.
PrepareandpresentclasstalkspromotingAuSM’sservicesandfacilitiestostudents.
3. STUDENTREPRESENTATIVECOUNCIL
(a)
(b)
(c)
(d)
(e)
(f)
RegularlyliaisewiththeStudentRepresentativeCounciltoensuretheyarefulfilling their rolesas
pertheirjobdescriptions,advisepresidentandstaffmembersofany information relevantto
theirrole.
BefullyconversantwithmattersofimportancebeforetheStudentRepresentativeCouncil andto
readallrelevantpapersbeforemeetings.
AssistincoachingandpassingonknowledgetonewmembersofStudent RepresentativeCouncil
andguidewhereappropriate.
PrepareandensueallrelevantpapersaremadeavailabletotheStudent Representative Council,
includingpreparingtheagendaandmaintainadatabaseof Student RepresentativeCouncil’s
details.
PrepareanannualperformanceandtrainingplanforthePresident.
MonitortheperformanceofthePresidentviaregularonetoonemeetingsthatusethe
performanceplanasavehicleforpositivefeedback.
4. OFFICEHOLDERS
(a)
(b)
(c)
(d)
(e)
Regularlyliaisewithofficeholdersprovidesupportandformfunctional communication networks
betweenofficeholders.
Coordinatefocusweeks.
Disseminateinformationtopresident,andstaffwhocanassist.
EnsuretheyarefulfillingJobDescription.
GaugeopiniononissuesatAUTandNationally.
5. POLICY&STRATEGYDEVELOPMENT
Objective: ToassisttheGovernanceBoardinformulating,developingandimplementing AuSM policy.
(a) RegularlyreviseAuSMpolicyandupdateasnecessary
(b) Beknowledgeableabouteducationpoliciesthatimpactonstudents.
(c) Activelyseektokeepwellinformedonallaspectsoftheuniversityand educationsector,
regionally,nationallyandinternationally.
(d) AssistinprovidingguidelinesandformulatingpolicyfortheAssociationandforthe staff viathe
GovernanceBoard.
(e) AidtheAssociationinanystudentactionorreactiontochangesinstudentissues.
(f) FormulateAuSM’sreactiontoAUTfeesettinginconjunctionwiththepresidentand assistwith
writinganyproposalsnecessary.
(g) Maintainanuptodatelistofinternalandexternalcontacts.
6. ASSOCIATIONFINANCES/ADMIN
Developasoundunderstandingoftheassociationsfinancialrunningincluding:
(a) Settingofthebudget.
(b) Monitoringassociationsfinances.
(c) Allpolicieswithfinancialramifications.
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(e)ActasachequesignatoryforapprovedAssociationexpenditurewhen required.
(f) Contributefeedbacktothepresident’sperformanceappraisal.
(g) AttendtheAuSMFinanceAdministrationcommittee.
(h) AssistwhereverpossibleatofficialAuSMactivities.
(i) CarryoutanyreasonabletaskasrequestedbythePresidentandExecutiveDirector.
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