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Student Group Constitution

1.0 1.1 Designation and context The name of the group shall be The University of Birmingham Guild of Students. Black & Ethnic inorities! "ssociation# $hich maybe abbreviated%shortened to& BE " rest of this document# called the ("ssociation). 1.* . 'or the

+t is recognised that this "ssociation is a constituent part of the University ,f Birmingham Guild ,f Students and must therefore fulfil all stipulations and regulations contained $ithin the emorandum# "rticles of "ssociation# bye-la$s and policies thereof. Guild /ouncil# or the Student Groups /ommittee 0SG/1# acting on its behalf# may re2uire the "ssociation to amend this constitution to safeguard the interests of the Guild. "mendments to a group /onstitution# as approved by "nnual General eeting or E4traordinary General eeting# shall not take effect until approved by the SG/. 6ueries regarding interpretation should be referred to the 7ice-8resident 9"ctivities and :evelopment; 078":1 after consideration by the "ssociation committee. This constitution# and any additional policies enforced by the "ssociation# $ill be available to all members at any time.

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Objectives of the student Association The ob=ectives of the "ssociation shall be& 8romote the interests and e2uality of Black and inority Ethnic 9B E; students on campus to University society# $orking alongside the Ethnic inority Students! ,fficer and the E2uality & :iversity ,fficer 9Students;. "dvise Guild /ouncil and Guild bodies on issues relating to the social# political and $elfare interests of B E students# and lobby all relevant bodies. /ampaign on and actively defend the social# political and $elfare interests of B E students and communities on campus and locally. /hallenge and lobby Guild and University bodies on any under-representation of B E individuals# particularly $ithin governance structures and non-support staffing. >ork alongside B E staff members of the University to discuss and address mutually-shared issues of marginalisation and racism $ithin the University and academia. To provide a space and platform particularly for B E individuals and B E-led organisations to speak and organise $ith members. To tackle issues affecting B E students $ithin education and academia# including the lack of inclusivity $ithin the curriculum# the attainment gap for B E students and so on. ,rganise and co-ordinate annually for Black Aistory onth in ,ctober. ,rganise and co-ordinate annually for +mperialism "$areness >eek.

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*.1.1C 8rovide a safe space both physical and online# for members. *.1.11 8rovide a space for discussion of# and organisation around# issues affecting B E students and communities. *.1.1* That BE " events and activities remain as inclusive of B E groups and individuals as possible# including but not limited to having all events be non-alcoholic# and being held $ithin non-alcoholic spaces as far as possible. *.1.1. >ork alongside the Guild ,fficer group# especially the 7ice-8resident 9>elfare;# to enforce the Guild!s Dero-Tolerance campaign and Eo-8latform policy against fascists. *.1.13 >ork alongside the "nti-Facism "nti-'ascism ,fficer to monitor and keep note of hate crime%incidents on campus and report this to the University and Guild. *.1.15 8rovide# or direct members to# suitable path$ays for reporting incidents of racial discrimination and hate crimes.

*.1.1< Uphold and maintain principles of Giberation# anti-racism# anti-fascism# anti-imperialism and anticolonialism. *.1.1? Faise a$areness on and support international issues affecting members of the Global South and those regions - particularly those pertaining to self-determination of indigenous peoples and the principles mentioned above. >ork $ith groups acting to$ards those aims and operating on those same principles. *.1.1@ aintain links $ith a cross-Giberation net$ork including the other Giberation "ssociations# in the mutual interests of Giberation and in the recognition of overlapping issues.

*.1.1B To act as an umbrella organisation for other cultural societies%groups $orking specifically for a B E membership $ithin the Guild# and support these societies $here necessary. *.1.*C 8rovide fora H physical and other$ise H for relevant cultural societies%groups to meet and collaborate $ith each other and $ith BE "# and maintain communications $here possible. *.1.*1 Establish and maintain $orking links $ith local%national bodies and organisations $orking $ith and for the interests of B E groups. *.* "ll activities of this "ssociation must be related to the ob=ectives. *.. Unless specifically re2uired by the above ob=ectives# membership and admittance to the student "ssociation activities shall be open to all University of Birmingham students# e4cept $here the activity is deemed to be for members only# and%or $here Isafe space! is applied. 8ositive discrimination may be permissible. embership of the "ssociation should not be refused for any of the follo$ing reasons& religion or creed# se4# se4ual orientation# political opinion# gender 9including gender reassignment;# age# marital status# pregnancy or disability. The /ommittee members shall ensure that activities of the "ssociation are pursued in the best interests of student members and independently of any political or religious group e4ternal to the Guild of Students. ".0 ..1 ..1.1 ..1.* ..* $.0 3.1 Affi#iations The "ssociation may affiliate to the follo$ing bodies%organisations& EUS Black Students! /ampaign Black >omen!s 'orum UJ "ll changes to the above list of affiliations must be approved by the SG/ Address The address for all correspondence shall be& Group Eame# Student :evelopment# Guild of Students Edgbaston 8ark Foad# Birmingham# B15 *TU. !e&bership embership of this "ssociation shall be open to all 'ull and E4ternal embers of the Guild $ho selfdefine as Black and%or inority Ethnic# sub=ect to the Guild!s byela$s and relevant legislation. 'ull members of the "ssociation may& Fun for committee positions at General eetings of the "ssociation 9"nnual and Emergency;K Aold office in the "ssociation committee and sub-committee%representative rolesK "ttend# speak and vote at all General eetings of the "ssociationK Submit motions to General eetingsK Aold committee officers to account# and instigate appropriate measures at General eetings against officers 9vote of no confidence# etc.;K Use any of the facilities provided by the "ssociationK Felin2uish membership embership of the "ssociation shall itself not be deemed to confirm membership of the Guild or any of the privileges pertaining thereto. E4ternal embers may participate in the activities of the "ssociation but not hold office or vote at General eetings of the "ssociation. (esponsibi#ities of co&&ittee &e&bers To be responsible for the running and proper management of the "ssociation.

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To be responsible for the financial affairs of the "ssociation in line $ith the Guild!s 'inancial 8rocedures anual. To uphold the clauses contained in this constitution. To uphold the clauses contained in the bye-la$s# Guild of Students. emorandum and "rticles of "ssociation of the

/o-ordinate# lead and e4ecute campaigns on behalf of the "ssociation and its members. To represent the "ssociation at any meetings re2uired by Student :evelopment. To ensure their correct contact details are held by Student :evelopment. To ensure the "ssociation accounts do not become overdra$n $ithout the agreement of the SG/. To be personally liable to the Guild for any debts o$ed by the "ssociation to the Guild 9applicable to authorised signatories only;. To ensure no other bank account e4ists for the "ssociation outside of the Guild. "ll financial transactions relating to the "ssociation must be dealt $ith through Student :evelopment. The "ssociation does not have the authority to enter into contracts $ith any e4ternal bodies# all such contracts or agreements re2uire the authorisation of the 78": The committee 9e4cluding the 78>; should meet $henever re2uired# but at least t$o times per term. The chair shall call a committee meeting at the re2uest of any t$o members of the /ommittee. Every committee member shall be given at least t$o days! notice of an ordinary meeting. +n case of emergency# an emergency meeting may be held $ithin less than 3@ hours# provided that reasonable notice has been given to every member of the committee. "ny member of the "ssociation can recommend that a committee member be removed from office. This $ill then be referred to the 78": for investigation# $ith the final decision resting $ith the SG/# as outlined in the appropriate discipline procedure. +f any vacancies occur in the membership of the committee during its term of office# the committee $ill inform the 78": and Student :evelopment# the vacancy shall be democratically filled at an E4traordinary General eeting as soon as is practical. The 78> is an e4-officio member of the committee. 'inancial liability shall be devolved to the Guild only $here it can be sho$n that the relevant procedures have been complied $ithK all other liability rests $ith the committee members. (esponsibi#ities of the Chair To co-chair and co-ordinate the committee 9alongside the Ethnic inority Students! ,fficer;. To ensure that regular committee meetings are held# that $orkload is delegated appropriately and being follo$ed up on. To ensure that the "ssociation is represented at meetings re2uired by the Guild# and in any dealings $ith the Guild or other bodiesK to act as a default reference point for the "ssociation. To chair the "nnual General eeting and any other meetings# unless there is a conflict of interest# in $hich case another committee member shall chair the meeting. (esponsibi#ities of the +reasurer. To provide the committee $ith regular reports on the "ssociation!s financial status. To liaise directly $ith Student :evelopment so as to maintain and update the "ssociation!s accounts. To advise the committee on the financial implications of all decisions taken. To prepare a grant application re2uesting financial assistance from the Guild and to submit this application by the re2uired deadline# if the "ssociation desires to re2uest funding. Groups may apply for a grant to support some or all of the activities listed in their constitution. This funding should supplement the fundraising and budgeting efforts of the "ssociation# and should not be relied upon to ensure the sustainability of the "ssociation. To $ork alongside the E , in budgeting# and ensuring proper reimbursement# for costs incurred during Black Aistory onth.

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To maintain an inventory of# and to ensure that safety checks are regularly carried out on# all e2uipmentK and to provide related information to Student :evelopment. (esponsibi#ities of the -ice.Chair/Secretar0 To take minutes of the "nnual General eeting# E4traordinary General eetings and committee meetings if re2uired# and to submit copies of these to Student :evelopment. To maintain and update membership lists for the "ssociation# and ensure that Student :evelopment has current records. To deal $ith correspondence $ith members# interested students and e4ternal bodies. To ensure the promotion of the "ssociation and its activities to encourage increased a$areness of and participation in the "ssociation. To ensure that Student :evelopment receives minutes and full details of the "ssociation!s committee $ithin 1C days of the "nnual General eeting or any E4traordinary General eeting.

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10. (o#es and (esponsibi#ities of other co&&ittee &e&bers 1C.C.1 ,ther committee members shall be& 1C.1 /o-/hair 9e4-officio; >ill by default be the Ethnic inority Students! ,fficer# as elected by cross-campus ballot. To $ork alongside the /hair to co-ordinate the committee and assist the aims and campaigns of the "ssociation.
To attend the Student E2uality and :iversity /ommittee.

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arketing and 8ublicity "dvisor To maintain visibility of the "ssociation through various channels. To utilise social media and other communications media to promote the "ssociations# its campaigns and activities to members and locally. To design publicity for events and the "ssociation generally. Gocal Giaison "dvisor9s; To establish%maintain communications $ith local% Birmingham-based bodies# groups and organisations $orking for# $ith# and in the interests of# B E communities and individuals. To bring to the attention of the committee%membership the $ork of these bodies and encourage $orking relationships to$ards shared goals of the "ssociation.

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Fepresentation "dvisor To represent the "ssociation and vote in the interests of its members at meetings of Guild /ouncil. To report back on their vote# and remain accountable to members. To act as the default representative of the "ssociation at Guild political and democratic structures# advising on the interests of our members. /ultural outreach "dvisor9s; To establish and maintain communications $ith other cultural societies%groups $ithin the Guild that $ork specifically $ith or for B E members. To act as a point on contact bet$een BE " and those societies# and allo$ BE " to ade2uately support them $here necessary. To ensure that fora are provided for communications bet$een the societies# and the "ssociation. /ampaigns "dvisor9s; To assist $ith the planning and e4ecution of specific BE " campaigns 9e.g. Black Aistory onth# +mperialism "$areness $eek# EUS BS/ campaigns;. To develop inclusive and diverse campaigns $ith members to raise a$areness of B E-specific issues. To maintain communications $ith e4ternal bodies and Student Unions to orchestrate more $idereaching campaigns and help co-ordinate =oint actions. +nternal "ffairs "dvisor9s; To maintain communications $ith a cross-Giberation net$ork and $ith other campaigning groups operating on campus and ensure they remain open and accessible to B E students# and to increase B E representation $ithin those groups $here appropriate. Annua# Genera# !eeting There $ill be an "nnual General eeting at $hich the "ssociation committee members shall be elected for the forthcoming year# $hich must occur $ithin 1* months of the previous elections# as far as is practically possibleK these must be held in 'ebruary or arch# e4cept $here the SG/ has granted e4emption 9$hich may be revie$ed%revoked;.

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11.1.1 The election of all "ssociation officers shall be carried out in a free and fair democratic manner 9in line $ith Guild election regulations;. 11.1.* "ll members 9including present and potential committee members; are entitled to vote. 7oting shall be first-past-the-post# carried out by secret ballot# unless there is only one candidate 9in addition to the option to vote to Fe-,pen Eominations# $hich must be an option in every election; and if no-one ob=ects# in $hich case# a sho$ of hands $ill be permissible. 11.1.. +n the event of t$o or more candidates receiving the same number of votes# the $inner shall be selected by chance 9e.g. flipping a coin or dra$ing stra$s;. 11.* " minimum of t$o term-time $eeks! notice of the "nnual General eeting shall be given to all members of the "ssociation and the 78":K the "ssociation should undertake all reasonable steps to encourage members to participate and to ensure that sufficient information about the roles available is available# promoting the elections through all available means. 6uorum for an "nnual General eeting shall be t$enty members. eeting shall follo$ the follo$ing format&

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11.3.1 The "nnual General 11.3..

11.3.* "pproval of the minutes of the last meeting. atters arising from the last minutes. 11.3.3 Fevie$ of the year from the /hair. 11.3.5 'inancial report from the Treasurer# summarising the financial position and any significant issues during the course of the year. 11.3.< Feports from other officers as re2uired. 11.3.? "mendments to the constitution 9such as ob=ectives# membership fee or committee roles;. 11.3.@ Elections to the committee for the follo$ing year. 11.3.B "ny ,ther Business. 11.5 Subse2uent to the "nnual General eeting# the ne$ ,fficers $ill book a handover meeting $ith a member of Student :evelopment staff $ithin t$o term-time $eeks. ,nly at that meeting# $hen the ne$ly elected committee have signed the committee declaration# $ill officers assume responsibility for all matters relevant to their elected post and committee member status# including all business undertaken by their respective predecessors.

12. xtraordinar0 Genera# !eetings 1*.1 1*.* E4traordinary General eetings may be called to discuss urgent matters that can not be postponed until the ne4t due "nnual General eeting Feasons for an E4traordinary General eeting may include# but are not limited to& amendments to the constitution# election of an officer to a vacant position# responding to a threat to the reputation or sustainability of the "ssociation.

1*.. E4traordinary General eetings may be called follo$ing a re2uest by any t$o committee members# any ten members of the "ssociation or the SG/. 1*.3 ,ne full term-time $eek!s notice is re2uired for any E4traordinary General reasonable efforts should be made to make members a$are of the meeting. Cessation of (ecognition and discip#ine The SG/ cannot derecognise the "ssociation. /ommittee of the "ssociation are solely accountable to its membersK the "ssociation and its activities are bound by the Guild Bye-Ga$s. +n e4treme cases# the SG/ can re2uire an E4traordinary General eeting to elect a ne$ committee# or enforce other disciplinary actions $here the actions of the committee are deemed to be significantly in conflict $ith the Guild Bye-Ga$s# etc. eetings# and all

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:ate approved by group& 1B%C.%*C13 9Standard constitution template approved by Guild /ouncil# arch *C1C;