UCDSU Constitution

The name of the organisation shall be ‘University College Dublin Students' Union’ (abbreviated ‘UCDSU’) and in the Irish language, ‘Aontas na Mac Léinn, An Coláiste Ollscoile, Baile Átha Cliath’ (abbreviated AML COBÁC). It is hereinafter referred to as ‘the Union’.

The objectives of the Union shall be the promotion and furtherance of any matters of interest to its membership, and without prejudice to the generality of the foregoing, in particular:

(i) To act as a representative body for its members and other persons registered as students of the University.

(ii) To act as the recognised means of communication between the members of the Union and the University.

(iii) To promote the welfare of students and to adapt to their evolving needs, to enhance their university experience.

(iv) To promote the practice of democratisation at all levels of higher education through collective and individual participation of the members of the Union.

(v) To provide and manage social, recreational and commercial services for the benefit of its members.

(vi) To promote discussion and research on all matters of interest to the Union, and particularly on matters pertaining to the education and welfare of the members and other persons registered as students of the University.

(vii) To assist clubs, societies and other student organisations within the University where possible.

(viii) To seek to promote the objectives of the Union through developing and maintaining good relations with students and student bodies in other higher education institutions, both within Ireland and elsewhere.

(ix) To develop and maintain good relations with the University where consistent with the best interests of the members of the Union.

(x) To secure and defend the fundamental rights of its members set out in Article 4 of this Constitution.

(xi) To promote the Irish language among its members, and throughout the University.

3.1 The membership of the Union shall be as follows:

3.1.1 All persons registered as students with University College Dublin, hereinafter “the University”, who are pursuing recognised degree or diploma courses of the University at its Dublin campuses.

3.1.2 All members of the Union Executive.

3.1.3 All persons who are registered as a student with the University who are pursuing recognised degree or diploma courses of the University who ordinarily do so at its Dublin campuses but who are temporarily studying elsewhere.

3.1.4 Such other persons as may be admitted under the provisions of Article 3.2. 4

3.2 The IADB may grant membership of the Union for the current academic year to any person who has previously been registered as a student with the University and a member of the Union, but who has taken leave from their specific programme of study during the current academic year.

3.2.1 Membership shall not take effect until such time as the person in question has paid an administration fee determined by the IADB.

3.3 Any student registered with the University in a programme not provided for within the provision of Article 3.1 who is not a member by virtue of Article 3.2 shall not be a member of the Union. They shall, however, be entitled to all services and facilities of the Union that are ordinarily offered to members.

4.1 Every Union member is entitled to all the rights and freedoms as set out in this Article without distinction.

4.2 Every Union member shall have, as far as is practicable, the right to equal access to the facilities and services of the Union.

4.3 Every Union member shall have the right to freedom of opinion and expression.

4.4 Every Union member shall have the right to freedom of peaceful association.

4.5 Every Union member or officer shall have the right to appeal decisions of the Union, or any officer or organ of the Union, in such manner as is laid out in this Constitution. The foregoing is without prejudice to the right of any other officer or individual to appeal a matter through similar means.

5.1 The authority of the Union shall be vested in, and exercised by, the organs established by this Constitution.

5.2 All physical and electronic materials (including intellectual property) produced by Union officers in the course of their duties shall remain at all times the property of the Union.

5.3 The assets and liabilities of the Union, as appropriate from time to time, shall be vested in a private limited company registered under law. Such a company shall be charged with the prudent financial management and oversight of the Union, and the employment of its un-elected staff.

6.1 A referendum of all the members of the Union shall be the supreme authority on all matters relating to the governance of the Union.

6.2 There shall be four categories of referendum, namely: Constitutional Referendum; Policy Referendum; Consultative Referendum; and Impeachment Referendum.

6.3

6.3.1 A Constitutional Referendum, a Policy Referendum, or a Consultative Referendum shall be called by the Returning Officers on the written petition of not less than 5% of the total registered membership of the Union (hereinafter “by petition”) or on the direction of Council (hereinafter “by direction”).

6.3.2 An Impeachment Referendum shall be called by the Returning Officers on the written petition of not less than 7.5% of the total registered membership of the Union.

6.4 The primary date of polling in a referendum shall be a weekday on which lectures are generally held in the University and which is not more than 28 days and not less than 14 days from the date on which the referendum is called. If lectures are not generally held on any days which are not more than 28 days and not less than 14 days from the date on which the referendum is called, the Returning Officers may, with the consent of the IADB, schedule the primary date of polling in the referendum in question for a weekday on which lectures are generally held in the University and which is not more than 35 days and not less than 14 days from the date on which the referendum is called. Where the Returning Officers do not exercise their discretion to extend the time as aforesaid, or the IADB refuse their consent for such an extension, or if no weekday on which lectures are generally held in the University falls in the 35 days from the date on which the referendum is called, the referendum petition or direction will be deemed to be rejected by the Returning Officers and no referendum shall take place.

6.5 In the case of a referendum by petition, each petitioner must sign the referendum petition underneath, at the end of, or on a sheet attached to, an exact copy of the wording of the proposed referendum and provide their name, programme, stage, and student number. The Returning Officers shall make available a template or templates for the calling of a referendum by petition which may be used for that purpose.

6.6 In the case of a referendum to be called by direction:

6.6.1 The direction shall be made by means of a motion passed at a quorate meeting of Union Council. The motion must include the exact wording of the proposed referendum.

6.6.2 Notice of a referendum motion must be given to the members of Council at least one week in advance of the relevant Council meeting. Such notice shall be given in a manner consistent with the Standing Orders of Council.

6.7 A Constitutional Referendum shall be the only means by which this Constitution may be amended.

6.7.1 A Constitutional Referendum shall be deemed to have passed if the majority of the votes cast at such referendum shall have been cast in favour of the proposal, and not less than 12.5% of the members of the Union shall have cast valid votes at such referendum.

6.8 A Policy Referendum shall be called to set or amend the policy of the Union in relation to a particular issue or a related set of issues, or to set aside a policy set in a previous Policy Referendum.

6.8.1 A Policy Referendum shall be deemed to have passed if the majority of the votes cast at such referendum shall have been cast in favour of the proposal and not less than 10% of the members of the Union shall have cast valid votes at such referendum.

6.8.2 Subject always to being set aside by a subsequent Policy Referendum, a policy set in a Policy Referendum shall remain in effect for fourteen years, unless an earlier date is specified in the referendum text in question, in which case the policy shall expire on that date.

6.8.3 While in effect, a policy set in a Policy Referendum shall be binding on all officers and organs of the Union, subject to the provisions of this Constitution and the law.

6.8.4 The President shall publish a document, in physical and electronic format, containing the exact wording of all Policy Referenda that are in effect.

6.9 Other than resignation, death or incapacity in accordance with this Constitution, an Impeachment Referendum shall be the only means for the vacation of office of any member of the Executive.

6.9.1 An Impeachment Referendum which relates to a member of the Executive other than a College Officer shall be deemed to have passed if the majority of the votes cast at such referendum have been cast in favour of the proposal and not less than 12.5% of the members of the Union have cast valid votes in the referendum. Voting in an Impeachment Referendum which relates to a College Officer shall be restricted to members of the relevant constituency and such a referendum shall be deemed to have passed if the majority of the votes cast have been cast in favour of the 6 proposal and not less than 12.5% of the members of the relevant constituency have cast valid votes in the referendum.

6.10 A Consultative Referendum may be called to gauge the opinion of the members of the Union on a particular issue.

6.10.1 A Consultative Referendum may only take place with the consent of the Executive in consultation with the Returning Officers.

6.10.2 A Consultative Referendum shall be deemed to have passed, subject to Article 6.10.3, if the majority of the votes cast at such referendum shall have been cast in favour of a particular opinion. There shall be no quorum for a Consultative Referendum.

6.10.3 A Consultative Referendum, and only a Consultative Referendum, may take the form of a preferendum, where the members of the Union are presented with a number of options between which they can indicate their preferences in order by means of a single transferable vote.

6.11 Where a referendum has been called, the use of Union facilities and the expenditure of funds shall be restricted to bona fide groups in favour of or opposed to any such proposal, or in the case of a Consultative preferendum bona fide groups in favour of a specified option or options, who are recognised by the Returning Officers on an equal and pro-rata basis. Funding may be allocated by the Union on the direction of the Returning Officers on an equal and pro-rata basis with the consent of the Executive.

6.12 For the purposes of this Article, the Returning Officers shall calculate membership of the Union based on a current membership list of the Union from the academic year in question.

6.13 Where appropriate a Policy Referendum or Consultative Referendum may be used to ballot a subsection of the Union’s membership. The Council motion or petition in question must state what subsection of the Union is to be balloted.

6.13.1 Where a subsection of the Union is specified, the appropriateness of this subsection must be approved by the Returning Officers. Where the appropriateness of the subsection is so approved, the referendum shall be called by the Returning Officers either by direction or on the written petition of not less than 5% of the members of the subsection in question.

6.13.2 Where no subsection is specified or the subsection is deemed inappropriate by the Returning Officers, the entire membership of the Union shall be balloted. In such a case, Article 6.3 must be complied with in full.

6.13.3 Where a subsection of the membership is balloted, a Policy Referendum shall be deemed to have passed if the majority of the votes cast at such referendum shall have been cast in favour of the proposal, and not less than 10% of the subsection of the Union shall have cast valid votes at such referendum.

6.13.4 A policy introduced by a referendum voted on by a subsection of the Union’s membership shall only be binding on officers elected by or from within the subsection in question.

7.1 The governing body of the Union shall be the Union Council, hereafter “Council”.

7.2 Subject to the provisions of the law, this Constitution and to policies set by Policy Referendum, Union policy on any matter shall be determined by Union Council upon a simple majority of those members of Union Council present at a validly called and quorate Union Council meeting. Union policy shall include mandates for Union Officers and any Union delegations.

7.3 Union Council shall be composed of:

(i) The individual members of the Union Executive,

(ii) The individual members of the Campaigns Forum,

(iii) The individual members of the Entertainments Forum, and

(iv) The individual Class Representatives.

7.4 Council shall adopt its own standing orders to govern the running of its meetings, including the setting of a quorum and the right of members to speak. Notwithstanding any other provision of this Constitution, Standing Orders may only be amended by a two-thirds majority of Council approving a proposal for which not less than twelve days’ notice shall be given.

7.5 Union Council shall meet at least once every three weeks during the ordinary teaching terms of the University. The first meeting of each academic year shall occur within one weeks of the elections to Union Council. Save in emergency circumstances certified jointly by the President and Chairperson of Council, at least three clear days’ notice of each meeting of Council shall be provided to members of Union Council. Such a notice shall also be displayed publicly including by notice on a specific Council page on the Union website. To proceed, meetings of Union Council are required to be quorate and the quorum shall be the presence of at least one-third of the current members of Union Council.

7.6 The functions of Union Council shall include, inter alia:

(i) The formulation of policy for the Union;

(ii) The right to mandate the members of the Union Executive individually or as a body to undertake certain tasks in furtherance of any adopted policy, subject to compliance with this Constitution, policies set by Policy Referendum, and the law;

(iii) Ensuring that the members of the Executive, Campaigns and Entertainments Forum, and analogous groups, are held accountable in the conduct of their respective roles

(iv) The right to mandate the members of the Entertainments Forum and Campaign Forum, and analogous groups, individually or as a body to undertake certain tasks in furtherance of any adopted policy, subject to compliance with this Constitution, policies set by Policy Referendum and the law. Notwithstanding the foregoing, the functions of Union Council shall not extend to mandating the Union to fund any organisation or campaign external to the Union, to undertake any significant expense, or undertake any measure which would incur expenditure inconsistent with the Union budget.

7.7 Policies and mandates set by Union Council shall lapse at the earlier of:

(i) the third anniversary of the passing of the motion in question;

(ii) such earlier time as is specified in the motion in question;

(iii) the passing by Council of a contrary policy or mandate; or

(iv) the passing by Council of a motion declaring that the policy or mandate in question has been completed to its satisfaction or is no longer of relevance.

7.8 Meetings of Union Council shall be presided over by an independent Chairperson. The Chairperson and a Deputy Chairperson shall be elected at the first meeting following the elections to Union Council, and hold office until the same point of the following year. No member of the Union Executive, Campaigns Forum or Entertainments Forum shall be eligible to be proposed for the position of Chairperson or Deputy Chairperson. The Chairperson and Deputy Chairperson may only be removed from office by a 8 motion to that effect approved by a quorate meeting of Council acting by a two-thirds majority. At least twelve days’ notice of such a motion must be given.

7.9 The President shall be responsible for keeping record of all meetings of Union Council and the Union Executive and ensuring that they are published promptly once approved. The President shall also be responsible for notifying members of Union Council and the Executive of all meetings and shall circulate all relevant documentation and/or information. A Secretary may be appointed by the President to assist in these regards.

7.10

7.10.1 Each member of the Executive shall deliver a written report to every meeting of Council for acceptance or rejection. This report must include details of all personal expenses incurred and benefits in kind received since the last meeting of Council. A template for such reports shall be provided by the President.

7.10.2 If a member of the Executive does not submit a report three working days before a Council meeting without prior notice to the Chairperson of Council, or if their report is rejected, the matter shall be referred to the IADB by the Chairperson of Council.

8.1 The duties of a Class Representative (also referred to herein as a ‘Class Rep’) are, inter alia:

(i) To make themselves known to their constituents.

(ii) To attend meetings of Union Council or, if unable to do so, forward apologies by email to the Union Secretary.

(iii) To attend meetings of committees of which they are members and use those committees to represent the best interests of students in accordance with Union policy and the views of their constituents.

(iv) To consult the President or relevant Officer before making any representation or publishing any publication.

(v) To assist in the distribution of Union publications to their constituencies.

(vi) To regularly inform their constituents of any initiatives or campaigns being undertaken by the Union.

(vii) To take an active role in the formation of Union policy in the interests of their constituents.

(viii) To hold the Union Executive to account at meetings of Union Council.

(ix) To organise social activities for their constituents and work to create a positive social environment for their class

8.2 A Class Rep shall be deemed to have resigned if they fail to attend two consecutive meetings of Council, save when such absence is caused by justifiable circumstances which have been explained to and accepted by the Chairperson. Such a deemed resignation will take effect one week after it is notified in writing to the Returning Officers by the Chairperson and Secretary, unless it is reversed by the Chairperson as set out in this subsection within that one week period.

8.3 Having consulted with the President, the Returning Officers shall set the constituencies and allocation of seats for the election of Class Representatives for the following academic year no later than six weeks before the beginning of the first semester, in the following manner:

(i) There shall be one seat in every constituency which has at least forty but less than one hundred and twenty members.

(ii) A constituency shall be allocated a second seat where it has at least one hundred and twenty members, and shall be allocated an additional seat for each full one hundred members it has in excess of one hundred and twenty.

(iii) The membership of a constituency shall be assessed on the basis of the number of members in the year of review.

(iv) The results of this review shall take effect at the Class Representative elections following the review.

8.4 Members of the Union who are not members of a Class Representative constituency at the time of these elections by reason of their study of a new academic programme shall be allocated to a constituency by the Returning Officers for one academic year as an interim measure.

9.1 The Union Executive, also referred to herein as “the Executive”, shall be responsible for the day-to-day operation of the Union. The Executive shall have powers to make decisions in place of Council in between meetings of Union Council when it is genuinely necessary to do so; any such decisions must be ratified at the next meeting of Council and shall lapse and have no further effect if not so ratified.

9.2 The Union Executive may only overturn or disregard a policy or mandate set by Council in extraordinary circumstances certified by either the President or two other Sabbatical Officers when genuinely necessary to do so in the best interests of the Union and any such decision may only be made by the Executive acting by a two-thirds majority. Such a decision must be ratified at the next meeting of Union Council and shall lapse and have no further effect if not so ratified.

9.3 The Executive shall consist of:

(i) The Sabbatical Officers,

(ii) The College Officers, and

(iii) Oifigeach na Gaeilge / the Irish Language Officer.

9.4 All members of the Union Executive shall be directly elected in accordance with Article 19.

9.5 No person shall simultaneously hold more than one position on the Union Executive.

9.6 The President shall act as Chairperson of all meetings of the Union Executive. The President may designate another Sabbatical Officer to chair a meeting in their absence.

9.7 Each member of the Union Executive must produce an annual report which must include a continuity section. The continuity section must outline areas of their responsibility which they believe are in need of further development.

9.8 The Union Executive shall meet as often as necessary and a minimum of once every two weeks and shall be convened at the direction of the President or of a majority of members of the Executive. In ordinary circumstances 48 hours’ notice of a meeting must be provided.

9.9 The quorum for meetings of the Union Executive shall be at least nine members during the ordinary teaching terms of the University and at least seven members at other times. The Executive may permit members of the Executive to attend meetings by means of video-conferencing or audio-conferencing and members shall count towards quorum if attending in such a manner.

9.10 The resignation of any member of the Union Executive who is not a Sabbatical Officer shall take effect upon notification of same to the Returning Officers. Acceptance of the resignation shall not be required.

9.11 All of the members of the Union Executive are obliged to act in accordance with policies or mandates enacted by a policy referendum or Union Council, save as otherwise subject to this Constitution and the law.

9.12 The President shall ensure the taking of minutes and attendance of each meeting of the Union Executive, and publish same once approved for publication within one month of the meeting taking place. This power may be delegated to another individual who shall attend meetings of Executive for such a purpose, but shall not be considered an Executive member or vote on its decisions. The Executive may stipulate that bona fide sensitive commercial, financial or personal information to be redacted from such minutes.

10.1 There shall be six Sabbatical Officers, who shall be elected by direct franchise in accordance with Article 19 and who shall pursue their duties on a full-time basis. These shall be:

(i) The President;

(ii) The Welfare Officer;

(iii) The Education Officer;

(iv) The Graduate Officer;

(v) The Campaigns & Engagement Officer; and

(vi) The Entertainments Officer.

10.2 Each Sabbatical Officer shall be accountable to Union Council. It shall be incumbent on the Sabbatical Officers to fulfil their individual role as laid out in this Constitution.

10.2.1 The Sabbatical Officers must make every reasonable effort to attend each meeting of Union Council and the Executive, and any other committees of which they are members.

10.2.2 The incoming Sabbatical Officers shall commence a period of crossover training alongside the incumbent Sabbatical Officers on 1st June of the year in question. Outgoing Sabbatical Officers shall compile a crossover document for the aid of their successor. Incoming Sabbatical Officers shall assume office on 15th June and hold it until 14th June of the following year.

10.2.3 The Sabbatical Officers shall endeavour to display office hours, including hours when they will be available to take personal queries and cases.

10.2.4 Requests for annual leave must be approved by the President at least one week in advance. In the case of the President, approval must be sought from the chair of the Board of Directors.

10.2.5 The resignation of any Sabbatical Officer from office shall take effect upon notification of same in writing to the Chief Returning Officer. Acceptance of such a resignation shall not be required. Any officer of the Union shall be deemed to have vacated their office if the IADB certifies that the officer in question has died or is unable to discharge the powers and duties of their office by reason of physical or mental incapacity.

10.3 The President

10.3.1 The President shall be the CEO and chief spokesperson of the Union and shall be responsible for the administration of the Union. They shall strive to ensure the fulfilment of all duties by Union staff and officers. Save as otherwise provided in this Constitution, all staff of the Union shall ultimately be responsible to the President.

10.3.2 They shall be responsible for liaising with the Executive and Board of Directors in preparing a master budget for the Union for their year in office.

10.3.3 They shall be responsible for the strategic development and direction of the Union.

10.3.4 They shall be ultimately responsible for the financial affairs of the Union.

10.3.5 They shall endeavour to participate on the most senior management committees of the University.

10.3.6 They shall coordinate College Officer activity, including arranging training for them during the summer months, and seek to attend any meetings of College Councils pending the approval of its members.

10.3.7 They shall nominate in writing one of the Sabbatical Officers to deputise for them in their absence.

10.4 The Welfare Officer

10.4.1 The Welfare Officer shall be responsible for issues that relate to student welfare including but not limited to health services; counselling services; mental health; student parents; campus safety; students with disabilities; crisis pregnancy; financial hardship; sexual health; substance abuse; sexual orientation, identity and rights; and other issues of equality and social significance with the University to ensure effective health promotion.

10.4.2 They shall endeavour to be the first point of contact with all relevant sensitive student cases, and establish and develop an efficient referral service. They shall adhere to strict confidentiality at all times, save where required under law, or unless doing so risks the welfare of the student, in which case they may disclose information only to other appropriate parties.

10.4.3 They shall be responsible for maintaining good relations with any employees or services of the University who provide welfare services or student support.

10.4.4 They shall work with the Campaigns & Engagement Officer on at least two welfare-focussed campaigns in the course of the year.

10.4.5 The Welfare Officer shall undertake a programme of relevant training and shall complete a programme of such training in advance of the commencement of the first semester.

10.5 The Education Officer

10.5.1 The Education Officer shall be responsible for dealing with issues of academic interest, including: access to education, maintenance grants and other student financial supports; quality assurance; student discipline; library services, overcrowding and resources; examinations, assessment and associated appeals; and the general academic advancement of the student body of the University.

10.5.2 They shall deal with all relevant personal cases. They shall adhere to strict confidentiality at all times unless doing so risks the welfare of the student, where they may disclose information only to other appropriate parties.

10.5.3 They shall endeavour to attend all meetings of committees of which they are a member, and to coordinate and maximise student representation on other appropriate academic structures.

10.5.4 They shall be responsible for convening a meeting of student representatives on the Academic Council at least one day before each Academic Council meeting, to discuss the agenda of that meeting.

10.5.5 They shall endeavour to provide suitable careers information, supports and skills training to enhance the employment opportunities of members.

10.5.6 They shall work with the Campaigns & Engagement Officer on at least two education-focussed campaigns in the course of the year.

10.6 The Graduate Officer

10.6.1 The Graduate Officer shall be responsible for dealing with issues relating to the education, welfare and student experience of graduate students.

10.6.2 They shall endeavour to attend all meetings of committees of which they are a member, and to coordinate and maximise student representation on other appropriate academic structures.

10.6.3 They shall be responsible, along with the Campaigns & Engagement Officer, for the recruitment of Graduate Class Representatives.

10.6.4 They shall endeavour to make themselves known to graduate students, including through maintaining and advertising office hours in the Blackrock campus at least once per week.

10.6.5 They shall run at least two events for graduate students each semester, and convene a meeting of postgraduate Class Reps at least one per semester.

10.6.6 They shall assist the Welfare Officer and Education Officer with such duties of those officers as relate to graduate students. This shall include, but not be limited to, dealing with appropriate personal cases relating to graduate students, in respect of which the Graduate Officer will be bound by the provisions of Article 10.4.2.

10.6.7 They shall take a leading role in all national campaigns with a particular relevance to graduate students.

10.6.8 They shall be responsible for informing and encouraging the career development of all students and shall:

(i) Liaise with the University careers office on an ongoing basis;

(ii) Provide information on graduate employment opportunities and graduate studies; and

(iii) Encourage student engagement with relevant careers and education fairs.

10.6.9 They shall be responsible for ensuring effective communication between the Union and graduate members.

10.6.10 They shall aim to ensure that graduate members are aware of their responsibilities in relation to University procedures.

10.6.11 They shall endeavour to seek election to the Governing Authority.

10.7 The Campaigns & Engagement Officer

10.7.1 The Campaigns & Engagement Officer shall be responsible for the organisation, coordination and implementation of all Union Campaigns locally and nationally.

10.7.2 They shall organise and coordinate Class Representative activity, recruitment and training on an ongoing basis, and encourage unsuccessful candidates for elections to remain engaged in Union activity.

10.7.3 They shall ensure the maintenance of the Union policy document.

10.7.4 They shall have input into the running, on a day-to-day basis, of all Union publications, including its website and social media, with the exception of those publications that are editorially independent whom they shall liaise with to ensure the quality of publication and content.

10.7.5 They shall seek to maintain good relationships, and regularly liaise with, the sports clubs and societies on campus.

10.7.6 They shall be responsible for the coordination and distribution of all Union materials and notices throughout the University.

10.7.7 They shall be responsible for the promotion of all Union elections and referendums to the relevant constituencies.

10.7.8 They shall maintain an active interest in national issues pertaining to student interests, and seek to maintain relationships with other students’ unions for the pursuit of relevant national goals.

10.8 The Entertainments Officer

10.8.1 The Entertainments Officer shall be ultimately responsible for the organisation, coordination and running of entertainment events for members. They shall work with any relevant staff of the Union for this purpose.

10.8.2 They shall recruit the Entertainments Forum and relevant entertainment volunteers. They shall convene and chair meetings of the Entertainments Forum.

10.8.3 They shall work closely with the President, with any relevant staff of the Union, and with the Board of Directors as appropriate, in formulating and adhering to a budget for entertainment events.

10.8.4 They shall strive to arrange several major student events each year.

10.8.5 They shall assist their fellow Sabbatical Officers in the running of events specific to their roles.

10.8.6 They shall assist the College Officers and Class Reps in the organisation of the entertainments for their constituencies.

10.8.7 They shall be responsible for maintaining good relations with any employees or services of the University who provide entertainment services to Union members, including UCD Clubs and Societies.

10.8.8 They shall be responsible for all Union fundraising towards charitable purposes and goals, and shall arrange one major event for this purpose in each semester.

11.1 There shall be College Officers who shall be members of the Union Executive.

11.2 The College Officers shall be the primary means of communication between the students and class representatives in their constituency, and the Union Executive. In particular the College Officers shall be responsible for raising awareness of issues specific to their respective constituencies in all appropriate forums including Union Council and Union Executive meetings.

11.2.1 The College Officers shall seek to pursue the interests of their constituents to, and in partnership with, the Sabbatical Officers.

11.2.2 Recognising the non-sabbatical nature of the College Officer positions, the Sabbatical Officers and the Union generally, and the Campaigns & Engagement Officer in particular, shall endeavour to provide support to the College Officers in the discharge of their duties.

11.2.3 The College Officers shall be responsible for the distribution of information and for the implementation of the campaigns of the Union within their constituencies.

11.3 The College Officers shall be responsible for the recruitment of Class Representatives within their own constituency.

11.4 The College Officers shall, where practicable, undergo training during the summer months as organised by the Campaigns & Engagement Officer.

12.1 There shall be a Oifigeach na Gaeilge / Irish Language Officer who shall be a member of the Union Executive. They shall:

(i) Promote the use of the Irish language within the Union and foster the development of a bilingual culture within the University environment,

(ii) Be responsible for the organisation of the Union’s ‘Seachtain na Gaeilge’,

(iii) Be responsible for maintaining good relations with societies promoting the Irish language within the University,

(iv) Liaise with the University and residents of campus accommodation in Irish language schemes, and

(v) Seek to ensure that bilingual signage be displayed throughout the University.

12.2 The President shall seek to make available an Irish language translation of this Constitution. In the event of a conflict between their respective provisions, the English language version shall take precedence.

12.3 The Union shall strive to implement a bilingual policy.

13.1 Each College Officer shall arrange for a College Council meeting to occur in their respective constituency at least twice per semester.

13.2 Each College Council shall be comprised of the College Officer and Class Representatives from the relevant College Officer constituency.

13.3 The College Officer(s) shall be the chairperson(s) of their respective College Council and shall have a deliberative and casting vote. A deputy chairperson and secretary shall be elected from the College Council at the first meeting of the academic year.

13.4 The College Council shall provide a forum for discussion on all issues of particular relevance to a particular constituency, including, but not limited to: academic programmes; all areas of teaching and learning; facilities; catering; and all matters relating to the education, welfare and student experience of students in the relevant constituency.

14.1 There shall be a Campaigns Forum, which shall be chaired by the Campaigns & Engagement Officer.

14.2

14.2.1 The membership of the Campaigns Forum shall be as follows:(i) The Gender Equality Coordinator;(ii) The Environmental Coordinator;(iii) The Mature Students Coordinator;(iv) The LGBTQ+ Coordinator;(v) The Disability Rights Coordinator;(vi) The International Students Coordinator;(vii) The Diversity & Inclusion Coordinator;(viii) The Student Residences Coordinator; and(ix) The Mental Health Coordinator.14.2.2 Council may create, and fill, additional positions in accordance with Article 21.4.

14.3 Each Campaign Coordinator shall organise campaigns in their relevant area, in conjunction with the Campaigns & Engagement Officer, within the budget provided.

14.4 The Campaigns Forum shall meet at least once every three weeks during the ordinary teaching terms of the University. It shall be the responsibility of the Campaigns & Engagement Officer to convene and chair all meetings of the Campaigns Forum. Outside of the Forum, each Campaign Coordinator should meet with the Campaigns & Engagement Officer once before the commencement of term and twice each semester. Such meetings may include the organisation or delivery of appropriate training as is practicable and appropriate.

14.5 Elections to the positions as established in this Article shall take place as set out by Article 21 of this Constitution.

14.6 The Roles of the Coordinators shall include, but shall not be limited to, those listed below. Nothing within this sub-Article shall prohibit Union Council from stipulating further duties in keeping with those listed hereunder.

14.6.1 The Gender Equality Coordinator

(i) The role of the Gender Equality Coordinator shall be to assist the Campaigns & Engagement Officer in campaigning and lobbying on gender equality issues.

(ii) They shall organise events pertaining to gender equality rights issues, with assistance from the Campaigns & Engagement Officer.

(iii) They shall, together with the Campaigns & Engagement Officer, encourage equal involvement in all aspects of Union activity, in particular at Council and the Executive.

(iv) They shall lobby for equality of opportunity and gender equality within the University environment.

14.6.2 The Environmental Coordinator

(i) The role of the Environmental Coordinator shall be to promote environmental awareness within the Union and the University.

(ii) They shall work with the University to promote engagement in campus environmental projects.

(iii) They shall engage with counterparts in other students’ unions and organisations to campaign on a national level for environmental action.

14.6.3 The Mature Students’ Coordinator

(i) The role of the Mature Students’ Coordinator shall be to represent and address the needs of mature students in relation to education, welfare and student experience.

(ii) They shall encourage the involvement of mature students in all aspects of Union activity.

(iii) They shall, alongside the Campaigns & Engagement Officer, advertise the campaigns, initiatives, events, services, policies, publications and activities of the Union to mature students.

(iv) They shall collaborate with the University and any appropriate specialised student societies to help induct and engage mature students in all aspects of UCD life.

14.6.4 The LGBTQ+ Coordinator

(i) The role of the LGBTQ+ Coordinator shall be to work with the Welfare Officer and Campaigns & Engagement Officer on all matters pertaining to LGBTQ+ affairs.

(ii) They shall be responsible for maintaining good relations with the LGBTQ+ community within the University.

(iii) They shall, in conjunction with the Campaigns & Engagement Officer, organise campaigns in relation to LGBTQ+ rights.

14.6.5 The Disability Rights Coordinator

(i) The Disability Rights Coordinator shall work with the Welfare Officer and Campaigns & Engagement Officer on matters pertaining to students with disabilities.

(ii) They shall promote the integration of students with disabilities into all aspects of the University environment.

(iii) They shall be responsible for ensuring that all Union events are wheelchair accessible and disability friendly as far as is reasonably practicable.

(iv) They shall be responsible for maintaining good relations with societies promoting disability rights within the University.

(v) They shall assist the Welfare Officer and Campaigns & Engagement Officer in the organisation of publicity event in promotion of disability rights and awareness.

(vi) They shall, together with the Welfare Officer, maintain a good working relationship with the University with regard to access programmes for students with disabilities.

14.6.6 The International Students Coordinator

(i) The International Students Coordinator shall foster links with all organisations representing international students within the University.

(ii) They shall liaise with the University International Office to support UCD international students in their engagement in UCD and the Union, organising events for such students.

(iii) They shall ensure that all International Students are made aware of the supports and services provided to them by the Union.

(iv) They shall work with the University and the Student Residences Coordinator to improve the sense of community and support for international students living on campus.

14.6.7 The Diversity & Inclusion Coordinator

(i) They shall work with the Campaigns & Engagement Officer to raise awareness of the diversity of all students in UCD. This diversity includes, inter alia: race, ethnicity, culture and religion.

(ii) They shall endeavour to increase the participation of cultural and ethnic minorities in the Union and university life.

(iii) They shall liaise with relevant UCD societies, including by collaborating on events.

14.6.8 The Student Residences Coordinator

(i) The Student Residences Coordinator shall represent the interests of on-campus residents.

(ii) They shall endeavour to maintain good relations with the staff and Residential Assistants of the campus residences.

(iii) They shall endeavour to foster a sense of community among the campus residences.

(iv) They shall assist the Welfare Officer and Campaigns & Engagement Officer with all community campaigns pertaining to on-campus residents. This shall include going door to door in Residences once a semester to gather feedback on issues.

14.6.9 The Mental Health Coordinator

(i) The Mental Health Coordinator shall assist the Welfare Officer and Campaigns & Engagement Officer in campaigning and lobbying in relation to mental health issues.

(ii) They shall promote positive mental health awareness through events in collaboration with the Welfare Officer.

(iii) They shall promote awareness of issues that may affect the mental health of students of the University.

14.7 All of the aforesaid coordinators are obliged to act in accordance with policies or mandates enacted by a policy referendum, Union Council or Executive, subject to this Constitution and the law.

14.8 Any of the aforesaid coordinators may be removed from office by Union Council acting by a two-thirds majority, provided that twelve days’ notice of the relevant motion has been given.

14.9 Each of the aforesaid coordinators must present a report to Council twice per semester.

15.1 There shall be a newspaper of the Union published at least once every four weeks during the ordinary teaching terms of the University, and which shall seek to publish news online consistently throughout the year.

15.2 The newspaper shall be guaranteed full editorial independence from the Union.

15.3 The paper shall be published under the supervision of an Editor. The Editor shall be assisted by a Deputy Editor, who shall assume responsibility in the absence of the Editor. The Editor and Deputy Editor shall receive a fixed remuneration for their roles, as approved by the Board of Directors.

15.4 Upon appointment each position shall be held for one academic year, with appointments taking effect on the first day following the end of the second academic semester.

15.5 The Editor and Deputy Editor shall undertake relevant training and shall complete a programme of such training in advance of the commencement of the first semester.

15.6 The positions of Editor and Deputy Editor shall be advertised annually in the newspaper in the second semester. The text of this advertisement shall be drafted by the interview panel.

15.6.1 Appointments to the position of Editor and Deputy Editor shall be made by an interview panel of five members, consisting of the outgoing President, a senior Union staff member (nominated by the President) and the three most recent Editors of the newspaper who are available and not impeded from sitting on the interview panel by a conflict of interest.

15.6.2 An applicant for the position of Editor may be appointed to the role of Deputy Editor without a subsequent application.

15.6.3 Appointments to any other paid position created within the newspaper shall be made by a panel consisting of the incoming Editor, the incoming Deputy Editor, the incoming President, and an independent person nominated of the Board of Directors who shall serve as its chair.

15.7 The Board of Directors shall present the Editor with a financial allocation for the operation of the newspaper for each academic year. The Editor shall present a detailed and fully costed draft budget for the following academic year to the Board of Directors in advance of the publication of the first issue. The Board of Directors shall set the annual budget, having considered the draft budget and consulted the Editor. The Editor shall meet regularly with the President, or a designated member of staff, to discuss adherence to this budget.

15.8 Any profit generated by the newspaper will be available to the Editor to invest in the fixed assets of the newspaper.

16.1 There shall be an Independent Appeals & Disciplinary Board, referred to herein as “the IADB”, which shall be the final tribunal of appeal within the Union and the ultimate judicial authority of the Union. The IADB shall be the final interpreter of this Constitution.

16.2 The membership of the IADB shall comprise:

(i) Two former sabbatical officers of the Union (at least one of whom is a former President) who are no longer members of the Union or the Board of Directors;

(ii) A lawyer who is independent of the Union, who shall be a practising solicitor or barrister; and

(iii) Two former members of the Union who are not current members of the Board of Directors and who have not been members of the Union for at least 3 years.

16.3 At least two members of the IADB shall be female, but a male alternate member may take the place of a female member in accordance with this Article.

16.4 Membership of the IADB shall be upon the nomination of the President, subject to ratification by Union Council. Membership of the IADB shall be for a term of 3 years from the date of ratification by Council of the individual member in question. There shall be no limit to the number of terms for which an individual may be a member of the IADB.

16.5 The IADB shall elect from its membership a Chairperson and a Secretary. The positions of Chairperson and Secretary of the IADB may not be held by the same individual.

16.6 The contact details of the Chairperson and Secretary shall be available on the Union website unless they nominate another officer or employee of the Union to accept receipt of appeals on their behalf. The IADB shall make available an email address and/or other appropriate means for the submission of appeals on a dedicated IADB section of the Union website. The IADB may require appeals to be lodged in a particular format.

16.7 There shall be a minimum quorum of 3 members or alternate members for any meeting of the IADB.

16.8 The IADB shall meet as soon as practicable following the first meeting of Union Council in each academic year to nominate a list of alternate members of the IADB. Where a member of the IADB does not attend a meeting of the IADB, the other members of the IADB may choose one of the alternate members to take the place of that member for the meeting in question. Where an alternate member is to sit as a member of the IADB, they must satisfy the same criteria for appointment as the member of the IADB who they are temporarily replacing, other than as provided for in Article 16.3.

16.9 Subject to this Constitution, and to the principles of natural justice and the general rule of law, and for the general good of the Union, the IADB shall decide its own rules and procedures. The IADB shall decide in the case of each individual appeal whether the hearing of the appeal is to proceed on the basis of written submissions only or by way of oral hearing having received written submissions in advance of the oral hearing. Meetings and hearings may be conducted by means of electronic communication. The natural justice principles of nemo iudex in causa sua and audi alteram partem shall apply in the consideration of all appeals.

16.10 Each appeal shall be provided in writing to the Secretary of the IADB in sufficient detail so as to allow for a preliminary examination to be conducted in accordance with Article 16.11.

16.11 Save where otherwise provided for in this Article, a preliminary examination shall be conducted in respect of each appeal as follows:

(i) The Secretary shall transmit each appeal to the chairperson of the IADB having given the respondent to the appeal two clear working days in which to submit a preliminary statement of opposition.

(ii) The Chairperson shall examine the appeal and the preliminary statement of opposition, if any, and make a preliminary judgement within two working days of the conclusion of the period permitted for submission of the preliminary statement of opposition, as to whether the matters raised in the appeal require the appeal to proceed

(iii) If the Chairperson decides that the matters complained of are immaterial, that the matters raised are not within the jurisdiction of the IADB or that the appeal is without merit, that decision and the reasons for that decision shall be communicated to the other members of the IADB. Otherwise the appeal shall proceed in accordance with this Article.

(iv) If one or more members of the IADB indicate within three working days that they are of the opinion that the matters raised in the appeal require the appeal to proceed, the appeal shall proceed in accordance with this Article; otherwise, the appeal shall be dismissed.

(v) The Secretary shall inform the parties to the appeal and the President of the decision made in respect of the preliminary examination.

16.12 If an appeal is to proceed, a meeting of the IADB will be convened by the Secretary; such a meeting shall take place within ten working days of the decision that the appeal is to proceed.

16.13 The Chairperson shall set out a timetable for the exchange of written submissions. The respondent to the appeal shall be afforded an opportunity to submit written submissions in opposition to the appeal and the written submissions of the appellant, and the appellant shall be afforded an opportunity to submit a reply to same. The Secretary shall also invite written submissions from the President and such other relevant parties to the appeal as the Chairperson or the IADB (having consulted the other members of the IADB) considers appropriate. Both the appellant and respondent shall be afforded an opportunity to make a written reply to any submission received from such a relevant party.

16.14 Where the Chairperson and Secretary, or a majority of the IADB, are of the opinion that the prompt disposal of an appeal is in the interests of justice or for another substantial reason, they may:

(i) Dispense with the requirement to conduct a preliminary examination of an appeal; and/or

(ii) Abridge or enlarge any time period or limit provided for in this Article provided always that the time limits for the lodging of an appeal may only be dispensed with in exceptional circumstances.

16.15 Should a situation not provided for in this Constitution arise, the IADB shall have the power to formulate and enforce such transitory or alternative provisions as it may consider necessary.

16.16 The IADB shall have the power to seek legal advice from the legal advisors to the Union (or independent legal advice) if the IADB considers it appropriate to do so, and the Union shall discharge the costs associated with this.

16.17 There shall be three categories of appeal, namely: Electoral Appeal; Formal Complaint and General Appeal.

16.18 An Electoral Appeal shall take place where a member or officer of the Union seeks to overturn the result of any election or referendum or to overturn any decision of the Returning Officers (or any one of them) in relation to an election or referendum. An Electoral Appeal must be made in writing to the Secretary of the IADB within 24 hours of the declaration of the result or the making of the decision in question, as the case may be.

16.19 A Formal Complaint shall take place where the President or an officer or organ of the Union makes a formal complaint about an officer of the Union in respect of the conduct or performance of the latter officer. A Formal Complaint shall be submitted to the IADB within a reasonable period of time and without undue delay.

16.20 The IADB may take such measures as it considers necessary to arrange for the matter to be conducted in accordance with the human resources procedures of the Union if it considers it appropriate to do so. The IADB may also refer a Formal Complaint to a process of mediation or conciliation, or suspend consideration of a Formal Complaint for a period of time, if it considers it appropriate to do so. The IADB may decline to consider a Formal Complaint where it considers the matter in question to be more appropriately dealt with within the democratic structures of the Union.

16.21 A General Appeal shall take place shall take place where any member or officer of the Union complains to the IADB about the actions or inactions in relation to their duties, as defined by the Constitution, of any officer or organ of the Union, or asserts that any decision, action or inaction of any officer or organ of the Union is in breach of the provisions of this Constitution, other than in a form constituting an Electoral Appeal, or a Formal Complaint. A General Appeal must be made in writing to the Secretary of the IADB within 3 days of the relevant decision, action or inaction being published or made publicly known by the officer or organ of the Union in question.

16.22 If the IADB concludes that any decision, action or inaction of any officer or organ of the Union is in breach of the provisions of this Constitution, or that the actions or inactions in relation to their duties, as defined by the Constitution, of any officer or organ of the Union are inconsistent with this Constitution, the IADB shall declare the relevant decision, action or inaction to be ultra vires and cause the it to be rescinded, reversed and/or varied. The IADB may give such directions as it considers appropriate to remedy or otherwise resolve any such matter.

16.23 If the IADB upholds an appeal or Formal Complaint against any elected officer of the Union, it may impose penalties on such an officer. The penalties may include:

(i) A formal reprimand;

(ii) A deduction from the remuneration of such officer; and/or

(iii) Suspension with or without pay.

16.24 In relation to the conduct of an election or referendum, if the IADB considers it appropriate to do so, it may direct that:

(i) A candidate be excluded from the election;

(ii) Restrictions be placed on a candidate; and/or

(iii) That an election be postponed until a later time.

16.25 The Secretary of the IADB shall publish any decisions of the IADB (including reasons) on the dedicated IADB section of the Union Website where such a publication would not in the opinion of the IADB have potential legal or other consequences for the Union which countervail the benefit of such publication.

16.26 At all meetings of the IADB, the chairperson of the meeting shall have a deliberative and a casting vote.

16.27 Any dispute arising out of, or in connection with, this Constitution shall be exclusively determined by the IADB in accordance with this Article. A decision arrived at by the IADB shall be final and binding on the parties and no appeal shall lie therefrom.

17.1 The President shall maintain a record of all boards, committees and other bodies within the University, and the Union representation at each. They shall ensure that this record is included in any crossover document compiled for the training and reference of their successor.

17.2

17.2.1 Each member nominated to run as a candidate in a Sabbatical Officer election shall sign a declaration undertaking to abide by the foregoing provision and accepting that they shall be deemed to have resigned as a member of the Governing Authority at the end of their term of office.

17.2.2 All officers of the Union shall, at the end of their term of office, resign from any board, committee or other body to which they have been appointed ex officio, or otherwise by virtue of their position, to facilitate the appointment of their successor and they shall be deemed to have resigned should they fail to do so.

17.3

17.3.1 The President shall be proposed by the Union to serve as a member of the University Governing Authority unless they are already a member of the Governing Authority by virtue of their office.

17.3.2 All Officers nominated to the Governing Authority by the Union shall resign their seat as a member of the Governing Authority at the end of their term of office (whether determined by the natural expiration of the term or otherwise) and their successor shall be proposed to serve as their replacement.

17.3.3 The order of preference for seats on the Governing Authority, with the exception of the President (who shall be given first priority if not appointed ex officio), shall be decided by the Executive.

17.4 The President may propose any officer or member to fill such positions on University bodies (other than Academic Council) as may from time to time arise for student participation. Student representatives on Academic Council shall be elected in compliance with the statutes of the Academic Council.

18.1 All elections and referenda shall be supervised by a Chief Returning Officer, who shall be appointed by the Independent Appeals & Disciplinary Board. The Chief Returning Officer shall be a current or retired permanent member of the academic staff of the university. The IADB shall appoint the Chief Returning Officer for a three-year term. There shall be no limit to the number of terms for which an individual may be appointed as Chief Returning Officer.

18.2

18.2.1 The Chief Returning Officer, having consulted the Independent Appeals & Disciplinary Board, shall appoint the Union Returning Officer after a recruitment process who shall jointly with the Chief Returning Officer supervise all elections and referenda, and who shall be primarily responsible for the administration of said elections and referenda. In the event of a disagreement, the Chief Returning Officer’s decision shall be taken.

18.2.2 The Chief Returning Officer shall appoint the Union Returning Officer for a two-year term. There shall be no limit to the number of terms for which an individual may be appointed as Union Returning Officer.

18.3 The Chief Returning Officer and the Union Returning Officer, to be known jointly as “the Returning Officers”, shall appoint such Presiding Officers, polling clerks and other personnel as they consider necessary and shall make all arrangements as they consider necessary in the discharge of their duties subject to the provisions of this Constitution and, in as far as they consider to be reasonably practicable, in accordance with the Electoral Acts as amended. The joint powers of the Returning Officers may be exercised by either of them acting alone, subject to the right of the Chief Returning Officer to overturn or countermand any decision or action of the Union Returning Officer. Any power reserved exclusively to the Chief Returning Officer may only be exercised by the Chief Returning Officer.

18.3.1 All elections shall be elected by means of proportional representation by single transferable vote.

18.3.2 Nothing in this Constitution shall prevent the possibility of online or electronic voting. Where the Returning Officers propose to use online or electronic voting in an election or referendum, they may only do so with the consent of both the Executive and Council, each acting by a two thirds majority. The IADB may overturn a decision to use online or electronic voting at least one week prior to the primary polling date of the relevant election or referendum if the IADB has a significant concern in relation to the security, integrity or accuracy of the proposed online or electronic voting.

18.4 Polling shall take place at such times and at such locations as the Returning Officers shall determine, having consulted with the President. Any public notice or other notice or information which must be published by the Returning Officers shall be published by being placed on a dedicated page of the Union’s website managed by the Returning Officers, including the following:

(i) At least one week's notice of the close of nominations in every election and at least two weeks' notice of the holding of a Referendum. The notice period for a referendum shall be calculated by reference to the primary polling date set for that referendum.

(ii) A draft polling scheme for each referendum and election, published at least one week before the relevant primary polling date.

(iii) A list of validly nominated candidates, published at least one week before the relevant primary polling date of every election.

18.5 The Returning Officers shall put in place regulations governing the conduct of candidates and campaigners in respect of elections and referenda, which shall include regulations requiring candidates or campaigners not to breach University regulations or the law. The Returning Officers may require candidates in elections and campaigners in a referendum to lodge a deposit.

18.5.1 Without prejudice to the generality of the foregoing, the Returning Officers, having consulted the President, may make such regulations as they deem appropriate to control expenditure in Union elections & referenda.

18.5.2 In a referendum or election in respect of which there is a spending limit, all electoral spending shall be administered through the Returning Officers. The content of electoral materials shall be at the discretion of individual candidates, so long as such content is not deemed by the Returning Officers to be in breach of the relevant election or referendum rules or unlawful.

18.5.3 Any breach of regulations made under this Article may be acted upon by the Returning Officers in such manner as they see fit. In cases where the Returning Officers determine that there has been a material breach of electoral conduct they may impose such penalties as they see fit, such penalties to include the elimination of a candidate from the election in question.

18.5.4 The powers of the Returning Officers shall include the power to reject any nomination or referendum petition which does not fulfil any requirement of this Constitution.

18.6 Within 24 hours of the close of polling in an election or referendum the Returning Officers shall supervise the counting of votes and declare results.

18.7 The IADB may, having considered any recommendation made by the Executive, direct that a specified amount of each candidate’s election expenses be refunded by the Union. To qualify for such a refund, an unsuccessful candidate must have secured a certain minimum percentage, set by the IADB, of the total valid poll in the count in which they were eliminated. The minimum percentage in question set by the IADB may be variable to reflect the number of candidates in each election.

18.8 Each member of the Union who nominates a candidate for election shall sign the relevant nomination form published by the Returning Officers and provide their name, course (programme), year (stage) and student number, and such other information as the Returning Officers shall direct.

18.9 All hustings or public debates organised by the Union with or between candidates or interested parties in an election or referendum shall be convened and chaired by the Union Returning Officer or their nominee.

18.10 Where in this Constitution there exists provisions relating to the holding of an election to a particular office, the Returning Officers may extend such provisions to any by-election for such office.

19.1 The members of the Union Executive shall be elected annually at elections held not earlier than the 7th week and not later than the 10th week of the second semester.

19.1.1 With the exception of the Graduate Officer, the entire membership of the Union shall form one constituency for the election of Sabbatical Officers and Oifigeach na Gaeilge / the Irish Language Officer.

19.1.2 The College Officers shall be elected annually at the same time as the Sabbatical Officers.

19.1.2.1 There shall be a separate election in each College Officer constituency. For the purposes of these elections, entitlement to vote shall be confined to the students of each respective constituency.

19.1.2.2 No person shall be elected or nominated as a candidate for a position of College Officer in respect of a constituency of which they are not a member.

19.1.2.3 Constituencies for College Officer elections shall be set in the following manner:

(i) Constituencies for the election of College Officers shall be established annually by the Executive, subject to approval by Council acting by a two-thirds majority no later than the end of the third week of the second semester. Where no proposed set of constituencies has been approved by Council by the end of the third week of the second semester, the constituencies shall be set by the IADB having conducted a consultation process no later than the end of the fourth week of the second semester.

(ii) There shall be at least seven and no more than twelve College Officers.

(iii) There shall be one College Officer elected per constituency, save where the Returning Officers and the Executive (by a two-thirds majority) jointly certify that, by reason of the number of members within it, a constituency would be manifestly underrepresented by a single College Officer, in which case there shall be two College Officers elected in that constituency provided always that the maximum permissible total number of College Officers may not be exceeded.

(iv) In setting constituencies, the Executive or the IADB, as the case may be, shall have regard to the academic structures of the University, in particular Colleges, but also Schools, programmes and such similar University structures as may exist.

19.2 In all elections held under this Article where there are one or more nominations, ballot papers shall include as an option the statement “Re-open Nominations”. For the purpose of counting votes, the “Re-open Nominations” option shall be treated as a candidate. If the “Re-open Nominations” candidate is elected, the Returning Officers shall declare the position unfilled and hold a by-election and the procedures set out in Article 19.4 shall be followed.

19.3 A candidate in elections held under this Article must be a member of the Union and shall be nominated by not less than 150 members of the Union. Candidates for the position of College Officer may only be nominated by members of the Union from their respective constituency.

19.4 Where a position is unfilled, it shall be filled by the holding of a by-election held before the end of the second semester. If the position remains unfilled thereafter, it shall be filled by Council from amongst its membership at the earliest practicable opportunity.

19.5 In the event that an Executive Officer vacates or is removed from their position before the end of the first semester, a by-election shall be held to fill that position, and the Executive shall put in place such measures as it sees fit in the interim.

19.6 In the event that an Executive Officer vacates or is removed from their position after the end of the first semester, the Executive shall put in place such measures as it sees fit for the remainder of the relevant term of office.

19.7 Only members undertaking a recognised postgraduate degree, higher diploma or graduate diploma programme of the University may be eligible to be nominated for the position of Graduate Officer. The IADB, with the prior consent of both the Executive and Council, may extend this definition to encompass a programme which has all of the academic characteristics of a postgraduate degree, higher diploma or graduate diploma programme of the University, but the IADB may not do so in respect of a certificate or undergraduate diploma or other comparable programme even if the programme in question is studied by members of the Union who have previously completed an undergraduate degree. A current Sabbatical Officer who was undertaking a recognised postgraduate degree, higher diploma or graduate diploma programme of the University at the time of their election as a Sabbatical Officer shall also be eligible to be nominated for the position of Graduate Officer.

19.8 The electorate for the position of Graduate Officer shall be defined as all members eligible be nominated for the position of Graduate Officer as set out in Article 19.7 together with members in their final year of study of an undergraduate degree programme of the University.

19.8.1 Where it is not reasonably possible for the Returning Officers to ascertain from the electoral list if a specific group of students are in their final year of study of a relevant programme, the phrase ‘final year of study’ shall read ‘final stage’ for the purpose of Article 19.8 in respect of that specific group of students.

20.1 The Class Representatives shall be elected annually in elections held in the first four weeks of the first semester.

20.2 Class Representative constituencies shall be set in accordance with Article 8.

20.3 A candidate in these elections must be a member of the Union and shall be nominated by not less than five members of the constituency in question.

20.4 No member of the Union shall be entitled to stand for election in more than one constituency or in a constituency of which they are not a member.

20.5 Any person elected under this Article may be removed from office in an impeachment vote which shall be called by the Returning Officers on the petition of not less than one quarter of the members of that Constituency, in such a manner as the Returning Officers shall determine. Such a vote shall be deemed to have passed if a majority of those voting in the election vote in favour of the removal from office of the Representative in question.

20.6 After the holding of the elections under Article 20.1, a by-election in a constituency in which there is one or more vacant seats shall be called by the Returning Officers on the petition of no fewer than ten members of that constituency, in such a manner as the Returning Officers shall determine.

21.1 Each of the positions as set out in Article 14.2 shall be known collectively as Campaign Coordinators.

21.2 Campaign Coordinators shall be elected from among the membership of the Union.

21.3 The election of Campaign Coordinators, save for the Student Residences Coordinator, shall take place at the last meeting of Council of the academic year. The Student Residences Coordinator shall be elected at the second Council meeting of each academic year. Campaign Coordinators, save where otherwise removed from office in accordance with this Constitution, shall serve until the final meeting of Council of the following academic year.

21.4 Council may form not more than three additional Campaign Coordinator positions.

21.4.1 Such a position shall be created by the passing of a motion by Council, and shall be deemed to exist until the end of the final meeting of Council of the same academic year.

21.4.2 Such a motion shall be deemed to have passed if:

(i) two-thirds of those members of Council voting on the motion vote in favour of it; and

(ii) at least half of the total membership of Council is present at the meeting in question.

21.5 Council may remove a Campaign Coordinator, including those appointed to roles created under Article 21.4, from office by the passing of a motion of which at least one week's notice has been given.

21.5.1 Such a motion shall be deemed to have passed if:

(i) two-thirds of those members of Council voting on the motion vote in favour of it; and

(ii) at least half of the total membership of Council is present at the meeting in question.

21.6 Where a Campaign Coordinator position is unfilled, or in the event that one of the Campaign Coordinators vacates or is removed from their position, the position in question shall be filled by Council at the earliest practicable opportunity.

21.7 Members of the Campaigns Forum and Entertainments Forum shall cease to hold office at the last meeting of Union Council of the academic year.

21.8 A Campaign Coordinator shall become a member of Council for the duration of their time in office.

22.1 There shall be an Entertainments Forum, which shall be convened and chaired by the Entertainments Officer, who shall be the official spokesperson of the Union in relation to Entertainments.

22.2 The membership of the Entertainments Forum shall be as follows:

(i) The Production Officer;

(ii) The Promotions Officer;

(iii) The First Year Promotions Officer;

(iv) The Non-Alcoholic Events Officer;

(v) The Entertainments Rep Coordinator; and

(vi) The RAG Committee Coordinator.

22.3 The members of the Entertainments Forum other than the First Year Promotions Officer shall be elected in the following manner:

(i) The Entertainments Forum shall be elected from amongst the membership of the Union.

(ii) The elections for the Entertainments Forum shall take place at the last meeting of Council of the academic year and they shall serve a term until the last Council meeting of the following year.

(iii) Where an Entertainments Forum position is unfilled, or in the event that one of the members of the Entertainment Forum vacates or is removed from their position, the position in question shall be filled by Council at the earliest practicable opportunity.

22.4 The First Year Promotions Officer shall be elected in the following manner:

(i) They shall be elected from among the members of the Union who are students in Stage One of an undergraduate programme of study.

(ii) The First Year Promotions Officer shall be elected during the second meeting of Council of the academic year. They shall serve a term until the last Council meeting of the academic year.

22.5 The member of Union staff designated by the President shall be entitled to attend meetings of the Entertainments Forum as a non-voting member.

22.6 The positions listed at Article 22.2 may be amended by Council acting by a two-thirds majority with the consent of the Executive and on foot of a motion of which three weeks’ notice has been given. Council may not reduce the number of such positions below four nor increase it above ten.

22.7 The purpose of the Entertainments Forum shall be to plan, promote and assist at all Union events.

22.8 The Entertainments Forum shall meet as often as it considers necessary but at least once every three weeks during the ordinary teaching terms of the University.

22.9 The members of the Entertainments Forum shall be obliged to act in accordance with policies or mandates enacted by a policy referendum or Union Council, subject to this Constitution and the Law.

22.10 Any of the aforesaid members of the Entertainments Forum may be removed from office by Union Council acting by a two-thirds majority, provided that twelve days’ notice of the relevant motion has been given.

22.11 Each of the aforesaid members of the Entertainments Forum must present a report to Union Council twice per semester.

23.1 The Board of Directors shall provide advice to the President and Executive in relation to financial, commercial, budgetary and corporate governance matters and shall oversee the following aspects of the Union:

(i) Its finances, financial management and financial planning;

(ii) Its commercial activities and commercial development;

(iii) Its expenditure and financial controls;

(iv) Corporate governance;

(v) Implementing a conflict of interest policy which shall be binding on all officers of the Union;

(iv) Policies, procedures and costs in relation to expense payments to Union officers and staff and all comparable expenditure; and

(v) Its employment and management of staff.

23.2 The Board of Directors shall, inter alia:

(i) Be responsible for the preparation of the Union’s annual budget in consultation with the President and the Executive, subject to the approval of the budget by Council;

(ii) Monitor compliance with the Union’s annual budget on a regular basis;

(iii) Make appropriate proposals to the President and Executive to rectify any negative deviation from the budget;

(iv) Ensure that annual accounts are prepared and audited and appoint the Union’s auditors;

(v) Present the audited annual accounts to Executive and Council annually;

(vi) Determine annually at least six weeks before the election of the Sabbatical Officers for the following academic year, the remuneration, hours of work and annual leave for the Sabbatical Officers for the following academic year; and

(vii) Determine from time to time the terms or conditions relating to incapacity for work due to sickness or injury of Sabbatical Officers, subject to the provisions of this Constitution.

23.3 The Board of Directors shall meet as often as it considers appropriate but at least once per quarter and not less than six times per financial year.

23.4 The Board of Directors shall be comprised of the President and not less than four and not more than eight other members, at least one of whom shall be a former President of the Union. The members of the Board of Directors, other than the President and any former President, may not be current members of the Union. The Board of Directors shall select a chairperson of the Board of Directors from among the members of the Board of Directors other than the President.

23.5 The members of the Board of Directors (other than the President) shall be appointed by Council, but only the President shall be entitled to nominate an individual for appointment to the Board of Directors. Each of the said members shall hold office for a renewable period of two years from the date of their individual appointment or reappointment as the case may be but no individual may be a member of the Board of Directors for more than six years in aggregate; when an individual has been a member of the Board of Directors for six years in aggregate, they shall not be eligible for appointment or reappointment to the Board of Directors for a further two years.

23.6 The Board of Directors shall be entitled to invite any officer and employee of the Union, or a third party, to attend a specified meeting of the Board of Directors or a part thereof.

23.7 Following a recommendation from the Board of Directors and with the consent of the Executive, Council shall have the power to authorise the Union to borrow, raise or secure the payment of money for the purposes of the Union. Council may authorise the Board of Directors and/or the President to enter into all necessary agreements in this regard.

23.8 The Union shall maintain a governance manual including procurement procedures and internal financial procedures which shall be put in place by the Board of Directors and reviewed by the Board of Directors at least once each academic year.

23.9 All Union expenditure shall require the approval of the President or, in the absence of the President, a Sabbatical Officer nominated by the President.

23.10 The Union may only enter into a contractual agreement of any form of a value (or potential value) in excess of an amount to be specified from time to time by the Board of Directors on foot of an express authority of the Board of Directors. The Union may only enter into an employment contract with the express authority of the Board of Directors or within parameters set by the Board of Directors.

23.11

23.11.1 The Union may form or maintain one or more companies for the conduct of its affairs with the consent of each of the Executive, Council and Board of Directors.

23.11.2 The constitution, memorandum and articles of association of any company formed or maintained by the Union must be approved by Union Council, as must any amendment to same.

23.11.3 The members of the Board of Directors shall serve as directors of each Union Company.

23.11.4 The Board of Directors shall appoint one of their number, an appropriately-qualified member of staff of the Union or an appropriately qualified professional to serve as the secretary of any Union company.

23.12 Notwithstanding any contrary provision in this Constitution, any company formed by the Board of Directors shall be formed and operated in accordance with the provisions of the Companies Acts.

23.13 Any person holding an elected position in the Union shall not use that position otherwise than bona fide in the best interests of the Union and not for personal financial or commercial gain.

23.14 Any officer or employee of the Union and any member of the Board of Directors who has a conflict of interest in relation to any deliberation, decision or other process relating to a financial or commercial matter shall absent themselves from the deliberation, decision or process in question and notify the Board of Directors of the conflict of interest.

24.1 This Constitution shall surpass all previous constitutions.

24.2

24.2.1 Amendments to this Constitution shall take effect at 1am on the morning following the day upon which the result of the relevant Constitutional Referendum is declared, or such other time as specified in the relevant referendum.

24.2.2 On amendment of this Constitution, the Returning Officers shall make such alterations as are necessary and shall cause to be prepared a full version of this Constitution containing all amendments.

24.2.3 Such alterations shall be confirmed at a meeting of the Independent Appeals & Disciplinary Board, to take place as soon as practicable after the passing of the limitation periods for appeals against the result of the Referendum.

24.2.4 The Legal Advisor to the Union shall certify the amended version of this Constitution and shall hold same as the definitive copy of same.

24.3 The President shall make available copies of this Constitution as and when same are requested by any Union member.

25.1 For the avoidance of doubt, other than as provided in this Article, all officers of the Union shall remain in office after the enactment of this Constitution in accordance with the provisions of the Constitution.

25.2

25.2.1 The person holding the position of Campaigns & Communications Officer at the time of the coming into effect of this Constitution shall be deemed to hold the position of Campaigns & Engagement Officer.

25.2.2 The person elected to the position of Campaigns & Communications Officer in the election held in the 2018/2019 academic year shall be deemed to have been elected to the position of Campaigns & Engagement Officer.

25.3 A by-election to fill the position of Entertainments Officer for the 2019/2020 academic year shall be conducted by the Returning Officers as soon as reasonably practicable after the coming into effect of this Constitution.

25.4 A person holding the position of Residences Officer at the time of the coming into effect of this Constitution shall be deemed to hold the position of Student Residences Officer.

Note: This section is provided for the general advice of Union members, and does not purport to form part of the Constitution itself.

Article 1 - Title of the Organisation

Housekeeping and grammar.

Article 2 - Fundamental Objectives

Reordering the existing functions of the Union, and amending wording in some instances (as to as to clarify the intention and avoid the possibility of unexpected consequences at a later point).

Article 3 - Membership

Membership is refined to refer only to students pursuing UCD courses in Dublin and not in the University’s other campuses overseas, as otherwise the Union could find itself compelled to represent students with no common experiences. As there is no formal ‘membership fee’ paid to the Union to begin with, and nor can any sort of fee ever be refunded to members, the fee is clarified as an administration fee.

Article 4 - Fundamental Rights of Membership

No need to specify individual topics on which a member might be discriminated against - by listing a series of specified grounds, it implies that other grounds might be fair game. Article 4.5 has also been tweaked to ensure ease of further amendment if need be.

Article 5 - Governance of the Union

In a similar mould to Article 4, removing clauses which do not need to be stated specifically. Also including a new

Article 5.3 to put the Board of Directors, and the legal corporate structures upon which UCDSU is now based, onto a constitutional footing.

Article 6 - The Referendum

Proposing amendments so that an Impeachment Referendum can be initiated only through a petition of members, and not by direction through Council. This is on the basis that when the approval of Union members is required to fill a position, it should also be required to vacate it.

The threshold for impeachment referendums is now increased to 7.5%, as this is seen as a healthy balance of a feasible threshold while also lowering the prospect of vexatious or otherwise cumbersome and expensive referendums for which there may not be broader support.

The Returning Office is now required to offer a template for petitions, removing the prospect of previous petitions being deemed inadmissible.

Quorum for referendums is now stipulated to include valid votes only. It was previously not stated as to whether spoiled votes counted towards the quorum.

Policy referendums are now stipulated to have a maximum shelf-life of 14 years. This is an approximate parallel to the legal statute of limitations, and is a practically appropriate limit. No record exists of the exact wording of policy referendums which took place before 2004/5 and so it is proposed that such policies, if still existing, now lapse.

Article 7 - Union Council

Small tweaks to existing wording, removing redundant passages (including the existing Article 7.10) and tidying up the references to Standing Orders.

Future-proofing Article 7.3 by ensuring other campaign forum members can also be held to account.

Specifically, it is proposed that the Council no longer be able to mandate specific funding of external bodies, as the existing text could allow an infinite financial obligation to outside charities or campaign groups.

Article 7.8 now elects the Deputy Chair through the same means as the existing Chair and does not stipulate whether they can, or cannot, be a Union member.

Article 7.9 places a specific obligation on the President to ensure minute-keeping of council meetings, and allowing a Secretary to be appointed for this purpose. This allows for a Union staff member to be instructed for this purpose, if there are no other student volunteers for the role.

The reference to ‘motions of no confidence’ is removed, as their consequences are unstated, and because there is already a function for IADB to consider the non-fulfilment of officers’ roles.

Article 8 - Class Reps

The largest change is the lowering of the maximum size of a class rep ‘constituency’ from 170 to 120. Otherwise reordering, for symbolism, the existing duties. Small tweaks like removing the word ‘all’ from the distribution of Union publications, which might otherwise require Class Reps to help with distributing the Union-published newspaper.

Article 9 - Union Executive

Tweaking of Article 9.12, giving the President the same power to delegate the functions of secretary, in similar manner to the Article about Union Council. The quorum for out-of-term meetings is raised to seven, as a quorum of six otherwise allows the six Sabbats to act without further input, and for in-term meetings to nine.

Article 10 - Sabbatical Officers

The President’s roles are clarified with regard to the Board of Directors and financial oversight. They are also now asked to attend College Council meetings, save where its members determine otherwise.

The roles of the Welfare and Education Officers are clarified with regard to the handling of personal cases, circumstances in which sensitive details may be shared, and their obligations to undertake appropriate training at the start of the year.

The Education Officer is no longer required to convene meetings of the Academic Council members to consider the submission of agenda items.

The title of the Campaigns & Communications Officer is amended to ‘Campaigns & Engagement’. They are now given explicit responsibility for the Union website and online presences, and a role for ensuring liaison on national campaigns where appropriate (while still ensuring the President is the figurehead of such campaigns, which is contradictory in the present text). They are now also required to organise training as part of their oversight of College Officer activity, and to maintain good relationships with UCD sports clubs and societies (given those separate officerships are now abolished).

The position of Entertainments Officer is created, with a specific responsibility for arranging at least one charity event each year, for working closely with the appropriate Union staff as may be needed, and with the requirement of close adherence to a Budget.

Article 11 - College Officers

A new clause states the obligation for College Officers to undergo summer training where practicable. Small tweaks have been made to provide for circumstances where, in future, it may make sense to appoint multiple officers for larger colleges. The article now permits the appointment of a larger number of officers, intended for ‘future proofing’. A reference to stream reps is removed.

Article 12 (ex. 25) - An Gaeilge

This Article is being moved up the document, closer to the Sabbatical and College Officers as it establishes the only other Executive Office. Small changes are made to remove references to specific University institutions which may not exist in future. The President is made responsible for the provision of an Irish language constitution.

Article 13 (ex. 12) - College Councils

No changes proposed.

Former Article 13 - Stream Representatives

It is proposed to abolish this role, as the parameters of Class Reps are being adjusted so that no cohort of students fall outside an existing constituency.

Article 14 - The Campaigns Forum

Clarifying the means through which further positions can be created (as there was ambiguity and overlap in the previous text). A new Diversity & Inclusion Coordinator has been created to represent the interests of students from minorities not otherwise addressed. The Sports and Societies Coordinators are being abolished, as these positions are often vacant and overlap with the functions of other bodies. Campaigns Coordinators are required to attend such training as is practicable and appropriate.

Article 15 - Media

The position of Deputy Editor is not currently given a constitutional footing, implying that the position is effectively that of a Union staff officer. In such circumstances there would be complications if the Editor were absent, with their replacement not enjoying a similar constitutional protection of their independence. To counter this, the Deputy position is now given a similar standing to the Editor. In a similar vein, any other newspaper staff (usually a designer) are recognised as having a separate reporting structure to other Union staff. A new financial reporting structure is also prescribed, enforcing more liaison with the Board of Directors.

Article 16 - IADB

Housekeeping amendments and removal of redundant clauses. An explicit clause stipulates that there will be no further right of appeal for decisions of IADB, which should insulate the Union against hypothetical further challenges of its decisions through the Courts.

Article 17 - Representation on University Bodies

The President is given an explicit responsibility to maintain a list of University bodies on which a student presence is required. The Article is otherwise restructured.

Article 18 - Electoral Administration

This Article has been condensed, with redundant clauses about their appointment simply removed. The fixing of polling places and times must now be done with the President’s input.

Article 19 - Elections to Union Executive

A housekeeping change now stipulates, for the avoidance of doubt, that all elections are to take place under the PR-STV system. (There is therefore no other need to stipulate this elsewhere.)

Article 20 - Elections to Union Council

Simply minor housekeeping changes, including redundant clause (stated elsewhere) that C&C Officer is responsible for drawing attention to vacancies. (This clause also, arguably, required the C&C Officer to subsume the role of the Returning Office in publicising any forthcoming elections.)

Article 21 - Election of Campaign Coordinators

Housekeeping changes to reflect the abolition of the Sports and Societies Coordinators. It also redrafts the clauses under which Council may create three (rather than two) extra officerships, as outlined in Article 14.

Former Article 22 - Cáirde UCDSU

As there is no institutional function for this institution, and it implies obligations on non-members who cannot be compelled to perform them, it is proposed to scrap this Article. While it remains open to UCDSU to pursue a network or group of past officers, there is no need to put this on a constitutional footing.

Article 22 (ex. 23) - Entertainments Forum

This Article has been restructured to state more clearly the membership, and to stipulate that the Entertainments Officer is now ultimately responsible for the provision of entertainment. Accordingly the Ents officer takes over as the chair of the forum.

Article 23 (ex. 24) - Union Finances

The largest change here is to formalise and give constitutional recognition to the Board of Directors, a necessary legal structure for the proper management of the Union’s financial situation. While Directors are required first and foremost to act in accordance with company law, this Article is intended to give some democratic legitimacy and oversight to its functions, and to give a democratic context to Directors’ duties.

Article 24 - The Constitution

No changes are recommended.

Article 25 - Transitory Provisions

Certain provisions are needed in order to stipulate that the new constitution does not render current positions or practices invalid. For example, technically speaking the new Constitution abolishes the job of C&C Officer, meaning the person holding the job in 2018-19, or the person elected to it in Spring 2019, would immediately be out of a job. Therefore a stipulation is needed to ensure the incumbent and incoming C&C Officers can take over the ‘newly-created’ C&E role. A clause allows for a by-election to fill the Entertainments Officer position, should the new Constitution be adopted.