Documents and Reports

This document is the governing document for Arden University Students’ Association and demonstrates our compliance to the 1994 Education Act Section 22. This document will be reviewed every three years by Arden University’s Academic Standards and Ethics Committee, as the Association progresses through stages towards becoming an independent Students’ Union.

• Arden University Students’ Association (AUSA) has been set up to provide the best quality representation and advocacy for students at Arden University, under the governance & organisation of the University itself.
• Arden University Students’ Association has existed since 2021, and has been developing its core services, frameworks, and opportunities for students to ensure we fulfil the Associations’ vision and purpose.
• Our purpose is to advocate for students and provide a framework across the University to represent all students. Our vision is to have an impact on every decision which affects students and to advocate for students where they may not be able to advocate for themselves.
• AUSA plays a pivotal role in partnership with all University colleagues, to effectively contribute to decision-making and influence in the University, through promoting student interests.
• This constitution is the governing document of Arden University Students’ Association. This document will be officially approved and accepted in university governance by Academic Standards and Ethics Committee (ASEC).
• Bylaws or additional documents such as appendices, will provide further operational detail as the Association develops and grows, alongside the University.
• The constitution will be reviewed by the Academic Standards and Ethics Committee on a three yearly cycle, but the Students’ Association Advisory Board will have delegated powers to discuss and suggest amends to the constitution, and the ability to approve any bylaw or additional document change.

• Membership of Arden University Students’ Association is defined as having the ability to access all current Association-led activities or services. This is currently; student representative opportunities, student-led campaigning, accessing the Independent Academic Advice service and running for Sabbatical Officer positions.
• All students registered on an Arden award (or exit award) are eligible to be members of the Arden University Students’ Association, whether by distance or blended learning. A University exit award is defined as enrolled on a named academic programme leading to an Arden degree award.
• Where students are studying an Arden exit award at a franchise partner, we will provide support where required through appropriate Arden systems and student experience, but students will not be defined as members and have full access to all services. A full list of franchise partners who this currently applies to will be sourced from the Partnership Team and regularly updated. We will continue to work with colleagues supporting Partners to develop guidance and support for partner students, in relation to representation and advocacy.
• All eligible students will be informed of their Students’ Association membership at the point of enrolment via our Student Information System (SITs). Students will have the opportunity to opt-out of membership via SITs and can update their membership choice on their portal (e:vision) across their time as a student at Arden University.
• If a student opts out of membership, they will still be able to access the Independent Academic Advice Service.
• If a student breaches the Arden University Student Code of Conduct as deemed by the Complaints Policy, a student may be removed from the following in direct relation to the Students’ Association; being involved in representative positions, engaging in organised communities, and participating in campaign activity organised by the Students’ Association. However, access to support and advice will not be removed, as long as the student remains enrolled on their Arden exit award.

• The Student President, Vice President Education and Vice President Student Needs are major office holders for the purposes to fulfil the requirements outlined in the 1994 Education Act.
• Arden University Students’ Association has three full-time salaried Sabbatical Officers; Student President, Vice President Education and Vice President Student Needs. These positions are elected by all students voting online, governed by clear rules to ensure the election is ‘free, fair and accessible.’
• Each Sabbatical Officer has a role description outlining their responsibilities and areas of focus for the student interest at Arden University. The Student President is the most senior representative leading the Sabbatical Officer team.
• These positions hold a 12-month term with the ability to re-stand for election for 1 further 12-month term, as outlined in the 1994 Education Act.
• The eligibility to stand as a candidate for any Sabbatical Officer role is outlined in our Election regulation which is updated annually (or where relevant). The main criteria to stand for elected office is being a current student on an Arden exit award during the time of nomination and voting, as well as having the right to work in the UK or Germany. Additional information can be found in the Elections regulation.
• If a student is interrupting their studies to undertake a ‘true’ Sabbatical, they must receive clear written agreement from their Head of Department or Programme Leader and relevant Quality team member, to approve their interruption in studies. A student must be able to commit to the full-time position as a Sabbatical Officer.
• If a vacancy arises for any of our Sabbatical Officer roles, depending on the time in the term of office, we will deliver an election for the role under the same governance. Full details of this process can be found in the Election regulation.

• The Students’ Association is supported by a team of full-time salaried professional staff members who support the strategic and operational delivery of the Students’ Association, whilst support and working with our Sabbatical Officer team. Staff members are currently employed by the University due to the legal structure of the Students’ Association.
• The Pro Vice Chancellor Effectiveness, Quality & Compliance is the Executive University member, responsible for the oversight of the Students’ Association and line management of the Managing Director.

• Reporting to Academic Standards & Ethics Committee, the Students’ Association Advisory Board is the strategic committee to support the development of the Association. It has delegated powers to make proposed decisions or actions on the strategic development for the Association, provide input into service delivery and democratic principles development. In addition, its purpose is to provide advisory support to enable the staff and representatives in the Association to gauge opinion and best support delivering the needs of students.
• Day to day decision making for the Students’ Association is under the guidance and operation of the Managing Director.
• The Advisory Board sits within the wider Arden University governance structure and therefore must provide regular reporting items to the relevant committees.
• The Advisory Board has no powers to make financial decisions on behalf of Arden University.
• The full membership of the Advisory Board is outlined by the Terms of Reference. Membership comprises of external members independent from Arden University, student appointed members and University staff members. In addition, Association staff members are in attendance to undertake secretarial duties, present key information and to inform the discussion & decision-making of the Board. Further information on the Board membership, recruitment and frequency of meetings can be found in the Terms of Reference.
• The Chair of the Advisory Board is selected by Academic Standards & Ethics Committee based on criteria required for the position, and in support with the Managing Director and Student President of the Students’ Association.
• All external and student members of the Board will be appointed based on a selection process overseen by the University HR department, in conjunction with the Managing Director of the Students’ Association and Pro Vice-Chancellor Student Quality & Standards.
• University representatives will be invited based on their role within the University and their support to enable further development of the Association and its strategic aims in the interest of students.
• The Advisory Board will meet once a quarter, as outlined in agreement with the membership, and in line with the University governance. Further details can be found in the Terms of Reference.

• Student representatives are a collaborative opportunity between the Students’ Association and University to embed student voices, lived experiences and perspectives into decision-making at Arden University. Further information on this is outlined in the Student Voice Policy of the University, which is owned by the Managing Director.
• The Students’ Association and University work in partnership to ensure student representatives have the best possible experience and support to empower them in their role of advocating for others.
• All student representatives are volunteers whose role focuses on enabling authentic feedback of their cohort or group’s experiences to inform positive change at the University. Student representatives work closely with Association Staff and Sabbatical Officers to make change, in collaboration with the University.
• Student representatives are currently an open opportunity to any interested student and there is a full process of onboarding and support. Further details can be found in the Representative Regulation.
• Upon starting as a representative, students must agree to the Student Representative Volunteer Agreement, which sets out their responsibilities, recognition, and time commitments. This document is owned by the University Legal Team.

• Any student representative role can be removed based on negative conduct, as outlined by the University code of conduct or complaints procedure.
• Any volunteer representative would require written evidence of any alleged breaches to be investigated.
• Whilst a volunteer representative is being investigated, their responsibilities in role would be paused during any investigation until an evidence-based decision was reached.
• Further details on volunteer conduct and the representative role can be found in the separate Regulation.
• Any salaried student representative, such as a Sabbatical Officer would need to be governed by the University Human Resources procedures regarding conduct.
• f a salaried student representative were not fulfilling the duties outlined in their role description from the point of election to the end of their contract, this could be investigated by Pro Vice-Chancellor Effectiveness, Quality & Compliance with support from Human Resources.
• Whilst a salaried student representative is being investigated, their responsibilities in role would be paused during any investigation until an evidence-based decision was reached.

• Our current platform to deliver elections for our Sabbatical Officers is Membership Solutions Limited (MSL), which is an external third-party platform that operates as our Students’ Association website and have an elections module built in linking to the University data feed.
• The election process is ‘Preferential Vote.’
• The Students’ Association embeds democratic principles throughout our representational model. This includes our election process enabling students to elect their sabbatical officers.
• All major office holders will stand for Election annually and the Election will be overseen by a University Senior leader as our Returning Officer.
• Full details outlining how Elections operate including eligibility, are outlined in our Election regulation.

• The Students’ Association has responsibilities for owned platforms of communication, to comply with applicable legislation, policies and procedures.
• We work closely with the University Marketing Team in all large-scale communications, and to get support in development of our own channels, and collaboration across mutual opportunities or communications in the student interest.

• Arden University has a Complaints Policy which is applicable for all students to engage with on a range of topics.
• However, the Students’ Association has a separate Complaints Policy which is relevant only for conduct related to Students’ Association staff members or service delivery owned by the Association.
• Depending on the nature of the complaint, a student will be redirected accordingly, if the content is not specifically applicable to the Association. However, if a complaint is regarding to student conduct, the Student Code of Conduct will be used to inform the decision-making.
• The Students’ Association Complaints Policy has a tiered approach to ensure there is no conflict of interest for the individual overseeing the process. An initial complaint can be directed to the Managing Director via Microsoft Form.
• If the complaint is regarding the Managing Director, instead should be directed to the Pro Vice-Chancellor Effectiveness, Quality & Compliance.
• All complaints must be written via email, with any relevant information and evidence to inform the decision-making process.
• All complaints will receive a written response within 7 working days, depending on the nature of the query and information provided. If there is any legitimate reason for delay, this will be communicated with clear reasoning to the complainant.
• If a student would like to appeal any decision from this process, they can contact the Pro Vice-Chancellor Effectiveness, Quality & Compliance.
• The full Complaints Policy will be outlined in future bylaws to provide further information to students.

• Arden University Students’ Association has no affiliations to any professional bodies at present.
• Any future affiliations must comply with the relevant legal and financial procedures at Arden University.
• At such point the Students’ Association and its members seek to create affiliations, we must comply with Section 22 of the Education Act 1994 regarding the process to do so.

• Arden University Students’ Association, as a formal and legal part of Arden University, relies on a positive and collaborative working relationship with colleagues and formal structures. The details of this are outlined in a Code of Practice.
• If a serious dispute or conflict were to arise, whether as an organisation or through personnel, ASEC would appoint an investigating panel to explore the relevant issue. If the issue is informal, this can be locally managed with the Managing Director and Pro Vice-Chancellor Student Quality & Standards.
• The Students’ Association takes part in the annual budgeting process at the University and will work with relevant colleagues to successfully and positively create a relevant budget submission.
• Outside of the formal budget process, the Students’ Association can bid for additional funding based on specific projects, like any other department of the institution.
• The budget will be overseen by the Managing Director.

• We currently do not have any Students’ Association created or owned communities. If student interest seeks to create new organised and structured activity, we would look to provide guidance and technical support through our website platform.
• At present, we provide support to spaces where student communities exist at the University through our best practice guidance document.

• Once approved, the constitution will be reviewed every three years by Academic Standards and Ethics Committee, in line with university governance.
• Where the constitution cites a regulation or additional documentation on operational service delivery, the Advisory Board will have the powers to approve changes. Day to day management of these documents will be the responsibility of the Association staff team.