Rules & Regulations

Society Rules & Regulations

Contents

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To ensure that all our societies are treated fairly and equally, and operated for the benefit of students, there are a few rules that all societies must follow. It will be the society's responsibility to show Societies Committee that they are a legitimate society, that they operate within the aims and objectives of the Union and that they are
following the current rules that govern societies.

Rules

  • Societies with aims and objectives considered to be similar to existing societies may not be recognised by Societies Committee.
  • The aims and objectives of societies must not conflict with the Union Constitution or UK law.
  • Societies that exist primarily for the purpose of generating commercial income will not be
    recognised by Societies Committee.
  • All societies must bank with the Union's bankers.
    Societies must not run up an overdraft. Bank mandate signatories are responsible for any debts.
  • Societies must inform the Student Activities Officer of any change in Committee membership and amend their constitution accordingly. All Committee
    members must be ordinary members of the Union.
  • All property bought by societies and claimed for from their Union budgets remains the property of the Union. An inventory of societies' equipment will be kept in the Student Activities Centre. This provides the opportunity for you to
    borrow equipment from other societies.
  • If your society is seeking external funding to supplement your society budget, you must inform the Student Activities Officer. This is unlikely to affect your budget allocation. The Union may be able to give you support and advice on how to go about it.
  • Societies' efforts to generate income should not compromise or compete with Union services.

Penalties

Societies Committee may impose any or all of the following penalties if they believe that any of the rules or regulations governing societies have been broken, or that societies' actions have brought the Union into disrepute.

  • Current budget allocation may be reduced or removed.
  • Future budget entitlement may be reduced or removed.
  • Official society status may be revoked.

Serious cases may be referred to the Union's Disciplinary
Committee.

Duty of Care

As a result of accidents which have occurred with student and school groups on activity excursions, student groups (sporting clubs and other societies) must be aware of the health and safety implications of their activities.

The Students' Union aims to provide as much help in this area as possible - to ensure the safe operation of all society activities and to allow students to run their own
activities with the minimum of interference.

Societies also have responsibilities to their members and must do their best to make sure all activities are well planned and all practical safety precautions taken.

All Societies must complete an Activities Risk Assessment (Form A3) as part of the registration process listing:

  1. the kinds of activities you are involved in.
  2. the risks associated with these activities.
  3. the actions you take to reduce these risks.

For information about the type of activities that should be included on Form A3, please look at this Guidance Document

Special Requirements for Trainers/Instructors

Societies using trainers/instructors must provide copies of their training qualifications and public liability insurance documents for retention in the Student Activities Centre.

For further information or advice on completing your Risk Assessment Forms please contact Charlotte Raynes: craynes@umsu.manchester.ac.uk

Visiting Speakers Procedure

If you wish to book a visiting speaker for a meeting or event, you must follow the procedure set out below.

Notice of Speaker Visit

A society cardholder must notify General Office at least two weeks in advance of your intention to invite a speaker. This requirement applies to events held anywhere on campus. Get the necessary form from General Office. Failure to do so is likely to result in your speaker not being allowed entry to the Union, and even disciplinary action being taken against those involved.

Please note: the fullest possible information makes it more likely that your form will be approved. We need:

  • The speaker's full name
  • The organisation they represent
  • The position they hold in that organisation
  • The date, time and location of the meeting
  • A summary of the content of the speech/purpose of the event

Without this information you may be called back in to complete the form.

Notice is required since some meetings may be considered controversial by the University, or by other student groups, in which case the role of principal administrator falls to the Academic Affairs Officer. Permission will be granted or rescinded solely on safety grounds. The judgement will be made on the basis of an assessment of the risk to the safety of the speaker when entering or leaving the building, whether the speaker is likely to break the law, or if there is a fear that the speaker might not be able to deliver the speech. Please see below for more information

Controversial Speakers: The Law, Freedom of Speech and Safety

The University has a Code of Practice on Freedom of Speech which applies to society meetings. A copy of this is available here: Code of Practice on Freedom of Speech, and the main points of the Code are summarised below.

The Students' Union is bound by the Education Acts of 1986 and 1994 and by the University's Code of Practice on Freedom of Speech. The law and university policy mandate that no invited person may be banned from our buildings by virtue of either:

a) the beliefs or views of that individual or the body they represent; or

b) the policy or objectives of that body.

If, however, a speaker is considered by the Union or University to be controversial or it is thought that the speaker may break the law (e.g. inciting racial or religious hatred; endorsing terrorist acts), it is possible that Union and University representatives may need to meet with the cardholder to discuss safety precautions before the meeting is permitted to go ahead.

Responsibility for Behaviour

The responsibility for upholding acceptable levels of behaviour is that of the Chair of the meeting, although members of the Union's Executive may intervene.

Behaviour considered unacceptable includes:

  • Any kind of discrimination prohibited under the Union's Constitution.
  • Physical intimidation.
  • Any action which threatens the safety of Union members, staff or guests, or damages Union property.

An Executive Officer can remove anyone violating these conditions from the meeting and the building.

Please note: failure to operate the above procedure will result in your speaker not being allowed entry to the Union buildings and breaches could result in disciplinary action being taken against your society.

For 'good practice' advice, a leaflet is available in the Student Activities Centre.