Choral and Orchestral Society Constitution
1)
Definition of terms
a) ‘Societies’ - The sub-group of The University of Bath Students’ Union, its Executive Society Committee, and
all affiliated groups. Hereafter, it will be referred to as Socs
b) Within Socs there are 5 sub-groups: Arts, Departmental, Ethical & Political (E&P), Faith and Cultural (F&C)
and Recreational
c) ‘Society’ - The Choral and Orchestral Society (hereafter named ChaOS) which is a sub-group of Arts
d) ‘Society Committee’ - Those members of ChaOS elected to the positions outlined in Appendix I.
e) ‘Society Executive Committee’ – Those members of ChaOS elected to the positions as outlined in §9. d)
f) ‘Members’ – All paying members of the Society
g) ‘Member’ – An individual member from the abovementioned membership
h) ‘Musical Director’ – An individual or group of individuals responsible for conducting or musically leading an
ensemble, hereafter referred to as MD
i)
‘Returning Officer’ - A member of the Students’ Union, whose jurisdiction it is to independently oversee,
and thus be the ‘returning officer’ for, the Society’s elections
j) ‘Constitution’ – This document; the Constitution of the University of Bath’s Choral and Orchestral Society
2) Mission Statement
The aim of ChaOS is to provide opportunities for all students to engage in musical activities and improve their
standard of musical performance. This is achieved by running ensembles of a high calibre that are accessible to
all, and which put on regular performances to develop Members’ performance skills and raise the Society’s
profile. ChaOS strives to be a continuously improving society based on the wishes of its Members, creating a fun
and enjoyable experience for all involved.
3)
This Constitution
a) This constitution lays out the governance of the Society
b) This constitution is superseded by the Societies Constitution, The University of Bath Students’ Union Articles
of Governance, By-Laws and Regulations.
c) This constitution should be reviewed on an annual basis by the Society Executive Committee.
d) The core of this constitution may only be ratified by a Society General Meeting and must be reported to the
Activities Office.
e) The appendices of this constitution may not supersede the core of this constitution and may only be ratified
by a Society General Meeting.
f) Any change to this constitution proposed by any Society Member, seconded by any other Society Member
and agreed by the majority of the Society Committee may be proposed at the next Society General Meeting.
4)
Affiliations & Memberships
a) The Society is an affiliated group of Socs.
b) All Society Members must be Members of the University of Bath Students’ Union
c) The membership of the Society shall consist of all Members who have paid the Society membership fee and
any Associate Members of the Society (Socs Constitution Appendix V).
5)
Existing Ensembles
a) The Society’s ensembles shall be categorised under three headings with associated rights and duties
pertaining to both the ensembles and the Society as a whole
b) The nomenclature of the ensembles shall be as follows: core, supported and ad hoc
c) The purpose of the Society would be fundamentally compromised if the core ensembles are not
perpetuated and developed. Whilst the existence of the supported ensembles is not essential to the running
of the society, they should be entitled to the same level of support as core ensembles. Therefore, the
Society Committee is responsible for ensuring that the core and supported ensembles have the following:
i) A minimum of two performances for each ensemble per annum
ii) An appropriate level of financial support for equipment and music, as required
iii) Appropriate management in both administration and musicality. In practise this is to be achieved
through the appointment of an Ensemble Manager and/or MD
iv) The best quality rehearsal and equipment storage space possible
v) The dedication to maintaining and increasing the quality of music produced throughout the academic
year
vi) Specific mention on the BathStudent website
d) The core ensembles include and are limited to Choir, Concert Band, GASP, and Orchestra
e) The supported ensembles are Alley Barbers, A Cappella Group, Big Band, Brass Ensemble, and String
Ensemble
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f)
g)
h)
Supported ensembles are encouraged to be led by local MDs, student or otherwise, to minimise cost
The operations of core and supported ensembles are overseen by an Ensemble Manager
Ad hoc ensembles are designed to broaden the scope of musical output without diluting the central
rationale of the Society
i) Ad hoc ensembles do not require Ensemble Managers. However, there must be a Member whom acts as
the representative of the ad hoc ensemble, overlooking the running and leadership of the ensemble.
j) Ad hoc ensembles must be inclusive of all Members wishing to join. Should an ad hoc ensemble wish to
audition, be it for the entire group or individual parts, the ad hoc ensemble must seek permission from the
Society Committee.
k) Ad hoc ensembles have the following rights:
i) They are allowed to recruit Members using Society-wide e-mails and social media
ii) They can organise their own performances, with permission from the Society Executive Committee
iii) They can advertise any events that they have organised, using Society-wide e-mails, social media and
BathStudent
iv) They can ask the Society Executive Committee for advice in dealing with administrative tasks (including
completing event planners)
v) They may print using the same rules as other ensembles (i.e. permission from the Treasurer and
relevant Vice-Chair is required)
vi) They may put requests to the Society Executive Committee for expenditure on equipment, music, etc.
but these requests are only to be granted should money definitely be available, and will be given a
lower priority than requests from core and supported ensembles
l) Information pertaining to the existence of ad hoc ensembles and the process by which they can be founded
should be disseminated to Members throughout the year
m) The function of each ensemble is listed in Appendix V
n) The audition policy for ensembles is explained in Appendix VI
6)
Formation of new Ensembles
a) In the event that a new supported ensemble is created, the procedure will be as follows:
i) A new supported ensemble can only be proposed at least one week after the new Society Committee
has been voted in, but before two weeks after the summer examination period has passed
ii) At least two Society Members that wish to form the new ensemble will attend a meeting in which the
incoming and outgoing Society Committees shall be present
iii) These Members will present a statement explaining the function, benefits and aims of the new
ensemble
iv) Following the statement, the incoming and outgoing Society Committees shall vote on whether to
accept the new ensemble via a ballot
v) If the Members proposing the new ensemble sit on either Society Committee, they shall not be allowed
to vote
vi) The outgoing Chair will act as returning officer of the ballot, and as such, shall not vote
vii) The voting system used shall be First Past the Post
viii) The ballot will be counted, and the result announced, by the returning officer
ix) In the event of a tie, the incoming Chair shall have the deciding vote
x) Disputes against the results or process of the voting system should be made to the returning
officer of the ballot
xi) Disputes against the returning officer should be made to University of Bath Students’ Union
xii) Quoracy is two thirds of the combined Society Committees. The vote will be passed with two thirds
majority
b) Ad hoc ensembles can be formed at any time during the academic year
c) The person(s) wishing to form the ensemble shall ask for permission from the Society Executive Committee
d) If permission is not granted, then an application for forming a supported ensemble can be proposed to the
incoming and outgoing Society Committees at the end of the academic year
e) If, at any time during the academic year the Society Committee deems that an ad hoc ensemble is popular,
produces music of a high calibre, and that there is an argument for increased support, then an ad hoc
ensemble may be given supported ensemble status by a vote, through a simple Committee Meeting. The
quoracy will be two thirds of the number of Society Committee members. The vote will be passed with a
two thirds majority.
f) If the vote results in promotion of status, then a new Ensemble Manager must be proposed and elected,
according to Appendix IV
7)
Dissolution of an ensemble
a) In the case that an ensemble fails to receive continued support from its Members or the ensemble is not
seen as of a high enough standard, the ensemble may be demoted from a supported ensemble to an ad hoc
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b)
c)
ensemble through a vote at a Society Executive Committee Meeting. Quoracy is two thirds of the number of
Society Executive Committee Members. The vote will be passed with a two thirds majority.
In the case that the Members or MD of the group decide that they would like to exist outside of the Society,
the procedure is as follows:
i) A meeting will be arranged between the Chair, relevant Vice Chair, Ensemble Manager and MD(s). In
this meeting, the members of the Society Executive Committee present must ask any relevant
questions required in fully understanding the position of the ensemble, Ensemble manager and MD
ii) A meeting will be called with the Society Executive Committee. This meeting will be used as a chance to
clarify any factors influencing a decision. A decision as to whether the Society will allow the ensemble’s
Members, Ensemble Manager and MD to leave its jurisdiction will then be made via vote, where
quoracy is two thirds of the Society Executive Committee. The vote will be passed with two thirds
majority
iii) The approved departure of an ensemble’s members, Ensemble Manager and MD does not necessarily
signal the end of the ensemble. The Society Executive Committee should decide via a vote whether to
recruit a new Ensemble Manager and MD or to dissolve the ensemble. Quoracy is two thirds of the
Society Executive Committee. The vote will be passed with two thirds majority
iv) The ensemble should only be dissolved after considerable effort by the Society Committee to continue
the ensemble
v) If the ensemble is to continue, a new Ensemble Manager and MD must be appointed as soon as
possible
There is no onus on the Society Committee to perpetuate the existence of any ad hoc ensemble and
therefore their sustainability must derive from participants within the ensemble. Any ad hoc ensemble may
be disbanded by agreement with the ad hoc leader and the Society Executive Committee
8)
Society Committee Members
a) All Members of the Society Committee must be Society Members and may not also hold SU Officer
positions
b) All Society Committee Members shall be elected annually by a secret online ballot open to all Society
Members
c) The Society Committee shall consist of the Society Executive Committee, and the Ensemble Managers.
d) The Society Exec Committee comprises of a Chair, Secretary and Treasurer – these positions form the
Core Society Committee. In addition, a Vice-Chair – Instrumental, Vice-Chair – Vocal, Social Secretary, IT
& Sponsorship Officer, Publicity Officer, two Events Officers, and a Technical Supervisor should be
elected.
e) An Ensemble Manger must be elected from each core or supported ensemble
f) All Society Committee Members are expected to attend regular Society Committee and General
Meetings. In addition, Society Executive Committee Members are expected to attend regular Society
Executive Committee Meetings
g) All Society Committee Members are expected to ensure that the constitution is upheld
h) All Society Committee Members will respond to actions within the time frame specified during Society
Committee Meetings
i) All Society Committee Members should make themselves visible within the Society through welcoming
guests to events, and new Members to ensembles
j) Failure to elect any Society Committee Members will result in a by-election within two weeks after the
first election. Failure to elect Core Society Committee Members after the by-election will result in the
dissolving of the Society.
k) The roles of the Society Committee are laid out in Appendix I
l) The election procedure is outlined in Appendix IV
9)
Musical Directors
a) All MDs must each sign an agreement stating that they will:
i.
Try to attend all rehearsals and relevant concerts on the time and
day specified by the Society Executive Committee
ii. Give notice of at least one month should they not be able to attend a
rehearsal, unless under exceptional circumstances
iii. Give notice of at least three months should they not be able to
attend a concert, unless under exceptional circumstances
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iv.
b)
c)
d)
Advise the Chair, in writing, if they plan for the ensemble to perform
at an additional event, no less than three weeks before this event is
scheduled to occur
v. Respect the Society, and represent them in a good light
vi. Give notice of at least three academic months should they wish to
retire from the position
vii. Understand that the contract lasts for one academic year only,
unless a shorter time period is agreed upon, after which the Society
Committee and the MD shall decide whether to renew the
agreement
viii. Demonstrate a high level of commitment to the Society and its
Members
ix. Be prepared and able to rehearse appropriate music at rehearsals
x. Liaise actively with the Ensemble Managers
xi. Provide adequate notice of the selection of performance pieces
xii. Understand that the Society Committee has the right to veto
unsuitable music choices
xiii. Understand that the Ensemble Managers have the right to select
music for the benefit of the ensemble, should subpart ix not be met
xiv. Acknowledge that the decision of the Society Committee is final
Before elections, the Society Committee shall meet to decide whether the MDs will return
The returning MD for each ensemble shall meet during the handover period with the incoming Chair,
Secretary, relevant Vice-Chair and Ensemble Manager to discuss the future development of the
ensemble. Where possible, this meeting should also be attended by the outgoing Chair, Secretary,
relevant Vice-Chair and Ensemble Manager
MDs may nominate themselves to sit on the Society Committee, provided that they are Members of
the Society, however they shall have no additional privileges over existing Society Committee Members
10) Independent Events
a) Ensemble Managers must request permission from the Society Executive Committee if any ensemble
wishes to perform at a self-organised event at least 3 weeks before the event is scheduled to occur
b) Should permission be granted, the Ensemble Manager is responsible for completing any necessary
paperwork for the University of Bath Students’ Union including event planners, which must be sent to
the Events Officers and relevant Vice Chair for approval
c) The Society Executive Committee shall determine what charge shall be made for the hire of the Society.
d) The Society Executive Committee may decide to waiver such a charge as appropriate (e.g. for a charity
event)
11) Financial Management
The society will abide by the rules on financial management set out in the Socs Constitution Part 7
12) Responsibilities
The responsibilities of the Society and the University of Bath Students’ Union are outlined in the Socs
Constitution §8 and §9
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Appendix I: Society Committee Members
1)
Chair
a) Responsible for overseeing all activities of the Society
b) Regularly liaises with and delegates duties to the Society Committee and Society Executive Committee
Members
c) Maintains an up to date Society strategy, to be reviewed in hand-over each year
d) Engages with Members and represents their views to Socs
e) Acts as a signatory on the Society accounts up to set limits
f) Is responsible for ensuring health and safety standards are adhered to in all Society activities
g) Is jointly responsible with the Society Treasurer for ensuring the Society remains within budget
h) Oversees promotion of the Society to ensure membership targets are met
i) Informs and works with the Activities Officer on any disciplinary matters as per their Society disciplinary
policy
j) Submits the Society development plan, budget and asset registers in collaboration with Chair elect
when requested by the Students’ Union each year
k) Ensures that the Society submits nominations for the Activities Awards each year
l) Ensures the Society meets all requirements set out in the Socs Constitution and Code of Conduct
m) Updates the constitution as and when deemed necessary
2)
Vice-Chair – Instrumental
a) Oversees the running of Orchestra, Concert Band, Big Band, String Ensemble, and Brass Ensemble
b) Is the point of contact with the committee for those running ad-hoc instrumental groups
c) Chairs a minimum of two meetings per Semester with the relevant Ensemble Managers
d) Keeps in contact with Ensemble Managers to ensure that they are up to date with their actions
e) Responsible for updating the Society Committee in relation to the groups within their remit
f) Responsible for the maintenance, repair and the storage of the Society’s own instruments and for
raising issues of maintenance to the ICIA for instruments they own
g) Ensures that ensembles within their remit are equipped to rehearse
h) Represents instrumental ensembles at Society Committee Meetings
3)
Vice-Chair - Vocal
a) Oversees the running of Choir, GASP, Alley Barbers and the A Cappella Group
b) Is the point of contact with the committee for those running ad-hoc vocal groups
c) Chairs a minimum of two meetings per Semester with the relevant Ensemble Managers
d) Keeps in contact with Ensemble Managers to ensure that they are up to date with their actions
e) Responsible for updating the Society Committee in relation to the groups within their remit
f) Responsible for the maintenance, repair and the storage of the Society’s own instruments and for
raising issues of maintenance to the ICIA for instruments they own
g) Ensures that ensembles within their remit are equipped to rehearse
h) Represents vocal ensembles at Committee Meetings
4)
Treasurer
a) Is responsible for ensuring the Society remains within budget as set by Activities Officer and approved
by the Socs Executive Committee
b) Acts as a signatory on the Society accounts, up to set limits
c) Keeps regular, weekly accounts and spending plans for the year
d) Brings account updates to Society Executive Committee Meetings as requested
e) Knowledge and enforcement for the payment of Society Membership Fees, with the IT & Sponsorship
Officer and the Ensemble Managers
f) Produces (with the aid of other Society Executive Committee Members) the Budget Request for the SU
at the start of the year
5)
Secretary
a) Arranges a minimum of one Society Executive Committee Meeting per month during term time
b) Sends out a request for agenda items before Society Committee Meetings
c) Ensures a full agenda is available a minimum of 24 hours before Society Committee Meetings
d) Takes minutes of Society Committee Meetings and Society Executive Committee Meetings to be
circulated to relevant Members of the Society Committee within 1 week of the meeting
e) Has knowledge of all the core documents required for participation, including risk assessments
f) Checks Society mail shelf and distributes post
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g)
h)
i)
j)
k)
Makes all room bookings for ensemble rehearsals throughout the year
Books rooms for Society Committee Meetings after instruction from the Chair
Assists the Chair with keeping documentation up to date
Liaises with the ICIA over room bookings
Deals with emails to the Society email account and keeps Members updated with Society news by email
6)
Social Secretary
a) Responsible for organising a minimum of three Society socials per semester
b) Responsible for paperwork regarding socials including event planners, risk assessments, and online
product requests
c) Ensures the Society at least breaks even on its social activity over the year
d) Responsible for ensuring all Society socials adhere to the current University Of Bath Students Union
Socials Policy
e) Responsible for setting up online products on Bath Student where appropriate
f) Responsible for issuing Society merchandise to Members
g) Responsible for organising committee clothing if desired by committee
7)
IT & Sponsorship Officer
a) Ensures all information on the Society web pages are up to date and comply with current Socs and
BUSU policy
b) Updates Society web pages regularly with photos, events and news.
c) Liaises with the Publicity Officer to ensure that the Society, its events and Socs Events are widely
publicised online, including the creation of events.
d) Ensures that only paid-up Members are Members of any Society-run Facebook group with the
exception of the Alumni Group
e) Supports the maintenance of Society web pages including links to respective Union/University web
pages
f) Actively seeks additional finance opportunities to that provided by Socs
g) Works with University of Bath Students’ Union Marketing department to generate and circulate
sponsorship proposals
h) Maintains good relations with existing sponsors including submitting sponsorship reports
i) Seeks to engage in fundraising activity, ensuring all risks are clearly outlined to the Chair prior to
activity
j) Facilitate or provide help and support on Society webpages to Society Committee and Society
Members, if necessary
8)
Publicity Officer
a) Responsible for publicising the Society and the Society events within the University and to the wider
community
b) Informs the ICIA of the proposed concert programme for the year
c) Produces and distributes appropriate publicity material for the Society (e.g. posters, flyers, graphics for
plasma screens, articles for bathimpact)
d) Produces programmes for all concerts where appropriate, and works with IT and Sponsorship Officer to
ensure the sponsors are featured as per the terms of any contract
e) Oversees and organises the painting of any showboards
f) Works with IT and Sponsorship Officer to ensure that publicity is being effectively deployed on all fronts
g) Works with Events Officer for distribution of publicity material and the details of any ticket selling
required
9)
Events Officers
a) Divide the responsibilities of this position between the two officers
b) Oversee all concerts and recitals
c) Responsible for allocating a Stage Manager/Stage Managers for each concert, who does not have to be
a Society Committee Member
d) Ensure that a meeting is held prior to all major Society events, to clarify all event plans, timings and
responsibilities for the day
e) Ensures all preparation work is carried out, including, but not limited to: contacting, booking and
confirming venues; completing Event Planners
f) Liaises with the SU and qualified drivers to organise equipment transport, if required
g) Liaises with Publicity Officer (and the ICIA, where applicable) to organise ticket selling
10) Technical Supervisor
a) Responsible for overseeing all photography, video and sound recording for the society
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b)
c)
d)
Responsible for live microphone and amps during concerts
Supervises recording of media during concerts, and is responsible for post-production and deliverance of
this media
Responsible for overseeing the transport of all required equipment
11) Ensemble Managers
a) Represent the views of their ensemble to the committee
b) Be the link in communication between the ensemble’s MD and the Society Committee
c) Be welcoming and friendly to everyone, particularly new members, and act as their point of contact
d) Be responsible for the day-to-day running of the ensemble (including rehearsals)
e) Have the following duties on concert days:
i.
Ensure the ensemble is prepared on concert days (has the right equipment, music etc.)
ii.
Help with set-up and packing away of any concert their ensemble is involved in
iii.
Do odd jobs on the day (e.g. refreshments, ticketing, as required by the Executive Committee)
f) Keep the ensemble up-to-date with the plans for the year:
g) Give weekly announcements
h) Promote socials (and attend where possible)
i) Promote all concerts (including those not involving their ensemble, and attend where possible)
j) Manage the ensemble Facebook group:
i.
Keep the list of members up-to-date (only those with membership may be in the group)
ii.
Moderate posts/remove spam etc.
iii.
Keep the info up-to-date and relevant
k) Ensure all music for the ensemble has been ordered or printed (with permission from the Executive
Committee) and that it is in order for rehearsals
l) Attend MDs’ Meetings with the Chair and the relevant Vice-Chair once a semester
m) Take responsibility for organising events which only involve their ensemble (e.g. external
performances) and complete the necessary paperwork for these events, whilst keeping the Events
Officers and relevant Vice Chair informed of progress
n) Organise ensemble-specific socials, again completing the necessary paperwork
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Appendix II: Meetings
1)
Society General Meetings
a) Chaired by:
i. Society Chair
b) Membership:
i. All Society Members
c) In attendance:
i. Associate Members of Society
ii. Any others with permission from the Chair
d) Speaking rights:
i. All Society Members (excluding Associate Members in line with the Socs Code of
Conduct)
ii. Any others with permission from the Chair
e) Voting rights:
i. All Society Members (excluding Associate Members in line with the Socs Code of
Conduct)
f) Society General Meetings shall take place at least once in each academic semester
g) Members will be asked for agenda items one week prior to the meeting and sent an agenda two
days before the meeting.
h) Each Society Member has the right to one vote
i) Quoracy for this meeting is twice the Society Executive Committee membership. The vote will be
passed with two thirds majority
j) Minutes from Society General Meetings shall be taken by the Society Secretary, available on
request by the Activities Officer and sent to the Society membership within 2 weeks of the
meeting taking place
2)
Society Executive Committee Meetings
a) Chaired by:
i. Society Chair or either of the Vice-Chairs (as requested by the Society Chair), in the case
that the Society Chair is not available to attend a Society Committee Meeting
b) Membership:
i. Society Executive Committee Members
c) In attendance:
i. Ensemble Managers, where requested by the Chair, or on request
ii. Any individual with permission from the Chair
iii. Activities Officer (on request)
iv. Socs Executive Committee Representative (on request)
d) Speaking rights:
i. All Society Committee Members
ii. Activities Officer
iii. Any other individual with permission from the Chair
e) Voting rights:
i. Society Executive Committee Members
f) Roles:
i. To discuss and draft policy;
ii. To handle operational tasks;
iii. To oversee spending of budget set by the Activities Officer ;
iv. To conduct disciplinary proceedings for the Society;
v. To plan the development of the Society;
vi. To ensure a smooth relationship between the Society and Socs;
vii. To promote the activities of the Society within the student body;
g) Quoracy for this meeting is half the number Society Executive Committee Members plus one.
Votes will be passed with two thirds majority
h) These meetings should be carried out at least once every month during term time.
i) Minutes from Society Executive Committee Meetings shall be taken by the Society Secretary,
available on request by the Activities Officer and circulated to the relevant members of the
Society Committee within 1 week of the meeting
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3)
Society Committee Meetings
a) Chaired by:
i. Society Chair or either of the Vice-Chairs, in the case that the Society Chair is not
available to attend a Society Committee Meeting
b) Membership:
i. Society Committee Members
c) In attendance:
i. Any individual with permission from the Chair
ii. Activities Officer (on request)
iii. Socs Executive Society Committee Representative (on request)
d) Speaking rights:
i. All Society Committee Members
ii. Activities Officer
iii. Any other individual with permission from the Chair
e) Voting rights:
i. Society Committee Members
f) Roles:
i. To discuss and draft policy;
ii. To handle operational tasks;
iii. To oversee spending of budget set by the Activities Officer ;
iv. To conduct disciplinary proceedings for the Society;
v. To plan the development of the Society;
vi. To ensure a smooth relationship between the Society and Socs;
vii. To promote the activities of the Society within the student body;
g) Quoracy for this meeting is half the number Society Committee Members plus one. Votes will be
passed with two thirds majority
h) These meetings should be carried out at least once every month during term time.
i) Minutes from Society Committee Meetings shall be taken by the Society Secretary, available on
request by the Activities Officer and circulated to the Society Committee Members within 1 week
of the meeting
4)
Ensemble Manager Meetings (Vocal or Instrumental)
a) Chaired by:
i. Vice-Chair – Instrumental or Vice-Chair – Vocal
b) Membership:
i. Instrumental or Vocal Ensemble Managers
c) In attendance:
i. Any individual with permission from the Vice-Chair
ii. Chair
d) Speaking rights:
i. All Society Committee Members
ii. Any individual with permission from the Vice-Chair
e) Voting rights:
i. Society Committee Members
f) Roles:
i. To identify music to be rehearsed during the forthcoming academic year
ii. To discuss any concert requirements
iii. To identify any additional equipment, instruments or music required for the ensembles
iv. To give feedback of Society Committee decisions of any music or equipment requests
v. To discuss additional events organised by individual ensembles
vi. To discuss behaviour of MDs, and whether to renew MD agreements for the following
academic year
vii. To decide upon new MDs should any retire
viii. To discuss effectiveness of Ensemble Managers
ix. To discuss feedback from the Executive Committee on the Ensemble and vice versa
x. To give the Ensemble Manager the opportunity to relay any comments from members
of their Ensemble
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Appendix III: Responsibilities and Disciplinary Proceedings
1)
Member and Group Responsibilities
a) All Members will:
i) Adhere to the rules set out in this constitution, its appendices, policies and the Socs constitution
ii) Respect other Members of the Society
iii) Act responsibly with Society funds
iv) Ensure that the Society and Socs’ reputation is not damaged by their action or inaction
v) Take due diligence when using equipment and instruments for which the Society is responsible
vi) Respect other Members’ personal equipment and instruments
b) All Members must acknowledge that they are representing the Society:
i) At Society activities
ii) When journeying to and from Society activities
iii) When out on Society socials
iv) When posting on the Society’s social media outlets
c) The Society Committee shall consider complaints made by any person against any Member(s)
(hereafter ‘the defendant’) in respect of:
i) Misconduct (not including harassment or attacks contrary to the University of Bath Students’
Union Equal Opportunities Policies)
ii) Negligent or wilful damage of Society property
iii) Negligent or wilful damage of Members’ property in communal rehearsal space and storage areas
including whilst at Society events
iv) Negligent or wilful misuse of Society finances
v) Breach of the terms of the Society Constitution or its appendices
vi) Breach of a Society or Socs Policy, including those concerning socials (presently Socials Policy
2005/6-8)
vii) Any other complaint referred to them by a Society Committee member, Activities Officer or the
Student Union President as part of University Of Bath Students Union Disciplinary Procedures
d) Serious cases (at the discretion of the Society Chair, and including all cases of potential gross
misconduct) will be automatically referred to the Activities Officer for consideration under the Socs
Disciplinary Procedures
2)
Additional Society Committee and MD Responsibilities
a) In the case that an MD behaves inappropriately to the role:
i) The Society Executive Committee shall consider the severity of the behaviour. Possible infractions
to the role could include:
(1) Use of abusive or intolerable language, in person or on social media
(2) The portrayal of the Society Committee in a bad light to Members
(3) Use of equipment when permission is not sought or permission is refused
(4) Any other infractions that the Society Executive Committee may consider inexcusable
ii) A suitable outcome will be decided by vote, taking quoracy as two thirds of the Society Executive
Committee. The vote will be passed with two thirds majority
iii) The decision will then passed on to SU Activities Officer to be approved. The SU Activities Officer
should also attend the meeting where the decision is made
iv) Possible decisions include:
(1) Removal of the MD
(2) A probationary period for the MD. The Society Executive Committee should provide a list of
amendments to behaviour which must be performed in order for the probationary period to
be considered successful. Should the probationary period be unsuccessful, the Society
Executive Committee should consider pursuing another decision
(3) Recommendation to move to SU disciplinary procedures
v) Any kind of disciplinary, within the Society or SU, should only be considered as a last resort and
after considerable effort on behalf of the Society Committee to correct behaviour
b) In the case that an Ensemble Manager behaves inappropriately to the role:
i) The Society Executive Committee shall consider the severity of the behaviour. Possible infractions
to the role could include:
(1) Negligent, wilful or consistent disregard for paperwork
(2) Use of abusive or intolerable language, in person or on social media
(3) The portrayal of the Society Committee in a bad light to Members
(4) Use of equipment when permission is not sought or permission is refused
(5) Refusal to hand over money made as an ensemble within the society
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(6) Any other infractions that the Society Executive Committee may consider inexcusable
A suitable outcome will be decided by vote, taking quoracy as two thirds of the Society Executive
Committee. The vote will be passed with two thirds majority
iii) The decision will then passed on to SU Activities Officer to be approved. The SU Activities Officer
should also attend the meeting where the decision is made
iv) Possible decisions include:
(1) Removal of the Member from the role of Ensemble Manager
(2) A probationary period for the Ensemble Manager. The Society Executive Committee should
provide a list of amendments to behaviour which must be performed in order for the
probationary period to be considered successful. Should the probationary period be
unsuccessful, the Society Executive Committee should consider pursuing another decision
(3) Recommendation to move to SU disciplinary procedures for the individual
v) Any kind of disciplinary, within the Society or SU, should only be considered as a last resort and
after considerable effort on behalf of the Society Committee to correct behaviour
In the case where a Society Executive Committee Member behaves inappropriately to the role:
i) The remaining Society Executive Committee shall consider the severity of the behaviour. Possible
infractions to the role could include:
(1) Negligent, wilful or consistent disregard for role responsibilities as outlined in Appendix I
(2) Use of abusive or intolerable language, in person or on social media
(3) The portrayal of the Society Committee in a bad light to Members
(4) Any other infractions that the Society Executive Committee may consider inexcusable
ii) A vote will be taken by the Society Executive Committee to report the Society Executive
Committee Member to the SU for disciplinary procedures
ii)
c)
3)
Disciplinary Responsibilities
a) The Society Committee is responsible for ensuring that Members are aware of their responsibilities.
b) The Society Committee is responsible for ensuring that any complaints received by the Socs Executive
Society Committee are handled appropriately within two academic weeks of reception
c) Members of the Society Committee must remain impartial throughout disciplinary proceedings.
d) Any conflict of interest must be declared to the Chair of the meeting or Society Chair prior to the
meeting
e) Any decision made in disciplinary proceedings may be appealed via University of Bath Students’ Union
appeals process
4)
Disciplinary Panel
a) The Disciplinary Panel will consist of:
i) Society Chair– ex-officio and Chair of Panel
ii) Two Members of the Society Committee– elected from within the Society Committee each year.
iii) In the instance of a conflict of interest for the Chair, the Activities Officer may name an alternative,
from the Society or otherwise, and name that individual or any other member of the panel as
Chair, for that case. This will normally be the Society Treasurer
iv) In the instance of a conflict of interest for an elected Member of the panel, the chair of the panel
may name an alternative from the Members of the Society Committee for that case.
v) In the absence of additional Society Committee Members they may name a Society Member as the
alternative.
vi) Where there is a clear conflict of interest for all Society Committee Members the case shall be
referred to the Socs Disciplinary Panel
b) The following will be in attendance at all disciplinary hearings:
i) The Society Secretary, who will act as secretary to the meeting;
c) Each defendant may bring one companion, who may be a friend or representative. A companion must
be a Member of Bath University Students’ Union and may not be a Student Union Officer or a witness
in the case
d) In the interest of consistency records of each case will be submitted to the Sport and Societies office
and be accessible for future hearings.
e) If it is the view of the Activities office that the case has not been properly dealt with, a full Socs
Disciplinary Hearing will be held
f) General principles of cases will be freely available to Members of University of Bath Students’ Union.
Specific details will be available to the Members of the Society Committee, Socs Executive Society
Committee and the SU President, and may only be revealed to others at the discretion of the Society
Committee, Socs Executive Society Committee or the Students Union President
5)
Disciplinary Procedure
a) Allegation of misconduct must be made in writing to the Society Chair.
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b)
c)
d)
e)
On receipt of an allegation of misconduct, the Society Chair will within 5 working days summon the
defendant in front of the Society Disciplinary Panel for a hearing.
The Disciplinary Panel will convene the hearing at its earliest convenience (usually within 10 working
days), and having considered the matter will impose one of the sanctions outlined in this appendix.
In a case involving multiple defendants, the Society Disciplinary Panel may elect to hold one or more
separate hearings as it deems appropriate.
The disciplinary hearing shall be conducted as follows:
i) The complainant will be asked to submit in writing their allegation of misconduct and present any
supporting evidence, including witness statements, also in writing.
ii) The defendant will then responds to the allegation and present any supporting evidence.
(1) The evidence of any witnesses called by the defendant will also be heard at this point.
(2) The defendant, their companion and any witnesses called may be asked questions by the
panel and the complainant.
iii) Both parties will be asked to sum up, following which they will be asked to withdraw.
iv) The panel will then come to a judgment on the allegation.
6)
Disciplinary Outcomes
a) The Disciplinary Panel may for each individual:
i) Decide that there is ‘no case to answer’
ii) Issue a warning
iii) Ban the individual(s) from taking part in Society activities for a fixed term
iv) Revoke the individual(s) membership of the Society
v) Refer the case to the Activities Officer for consideration under Socs Disciplinary Procedures
7)
Decision Notification
a) The defendant, the complainant and Activities Officer shall be informed of any decision made in writing
within 2 working days
b) The Socs Executive Society Committee shall be informed of any decision at their next meeting
c) All copies of documents should be kept on file. An annual report of disciplinary action will be presented
to the SU President
8)
Appeals
a) Either the defendant or the original complainant shall have the right to appeal against the decision of
the Society Disciplinary Panel and any actions resulting from it.
b) An appeal must be lodged in writing to the Activities Officer within 10 working days of the date of the
original decision.
c) If there is any new evidence this may be submitted to the Activities Officer, but an appeal can still be
lodged without new evidence.
d) An Appeals meeting shall be held of the Socs Disciplinary Panel at its earliest convenience – usually
within ten working days of receipt of the appeal.
e) The Socs Disciplinary Panel will not include any members of the Society Disciplinary Panel.
f) Either the defendant or the original complainant shall have the right to appeal against the decision of
the Socs Disciplinary Panel and any actions resulting from it, in accordance with University of Bath
Students Union Regulation 4a as outlined in the Socs Constitution.
9)
Clarifications
a) The identification and interpretation of what constitutes a Society social is at the discretion of the
Society Disciplinary Panel, upon which the chair of that hearing will have the final say.
b) Suggested evidence of a Society social includes:
i) prominence of Society branded clothing
ii) the number of Members from the same Society
iii) links to recent Society events
c) No individual may receive more than one warning in an academic year.
i) A second ‘warning offence’ will immediately result in a Socs Disciplinary Hearing
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Appendix IV: Election and Voting Procedure
1)
Election of Society Committee
a) Elections will occur towards the end of Semester 2, as specified by the Students’ Union
b) Any Member who will still be a Member in the following year can stand for election to any one of the
Society Committee positions
c) Candidates may only run for one Society Committee position
d) It is strongly recommended that the candidates running for Chair, Vice-Chair - Instrumental and ViceChair - Vocal commit to two relevant ensembles
e) All candidates are to submit a manifesto before voting begins
f) Candidates are allowed to address Society Members during rehearsals (at the discretion of the Society
Executive Committee), with their speeches limited to one minute each
g) The nomination window opens for as long as specified by University of Bath Students’ Union
h) Placement students, as long as they were a member in the year before their placement, can stand in
the election without buying a membership by contacting the Activities Officer.
2) By-Elections
a)
If a Society Committee Member stands down from their position, a by-election will be held within a
time frame determined by University of Bath Students’ Union and will comply with the above relevant
election procedure
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Appendix V: Functions and aims of ensembles
At the end of each academic year, there must be a review of the functions and aims of existing ensembles, plus
the inclusion of any newly formed ensembles
1)
Orchestra
a) Performs a range of music arranged for an orchestra to a good standard, from classical to more modern
film soundtracks
b) Aims to provide a diversified selection of music, and for new and existing performers to further their
playing ability, as well as to perform at all society wide concerts
c) Open to Members who play an orchestral instrument to a good standard
d) No audition is required to join
e) If there are many instruments within one section, then there is an allowance for auditions within a
particular section, to be decided by the MD of the ensemble and the Ensemble Manager, after seeking
permission from the Society Executive Committee
2)
Choir
a) Performs choral pieces to a good standard
b) Aims to further the ability of new and current vocalists, as well as to perform at all society wide
concerts
c) Open to Members of all vocal abilities
d) No audition is required to join
e) The MD and Ensemble Manager may seek permission from the Society Committee to audition for solo
parts, but the group remains open to all those who wish to join
3)
Concert Band
a) Performs challenging music arranged for a good standard Concert Band
b) Aims to continue developing its repertoire and offer challenging solos to ambitious participants, while
furthering the ability of new and current performers, as well as to perform at all society wide concerts
c) Open to Members who play a wind, brass or percussion instrument to a good standard
d) No audition is required to join
e) The MD and Ensemble Manager may seek permission from the Society Committee to audition for
individual seats, but the group remains open to all those who wish to join
4)
GASP
a) Performs an array of Gospel, A cappella, Soul and Pop music to a good standard
b) Aims to welcome participants new to singing, improve the singing ability of all performers, perform a
variety of different music genres, as well as to perform at all society wide concerts
c) Members do not need to be able to read music to join
d) Open to Members of all vocal abilities
e) No audition is required to join
f) The MD and Ensemble Manager may seek permission from the Society Committee to audition for solo
parts, but the group remains open to all those who wish to join
5)
Big Band
a) Performs a variety challenging works of jazz, soul, funk etc. arranged for a big band
b) Aims to provide challenging opportunities for soloists, and further the playing ability of all performers,
as well as to perform at all society wide concerts
c) Open to Members who play a jazz instrument to a good standard
d) No audition is required to join
e) The MD and Ensemble Manager may seek permission from the Society Committee to audition for
individual seats, but the group remains open to all those who wish to join
6)
Alley Barbers
a) Performs a variety of male a cappella Barbershop music
b) Aims to further the ability of new and current vocalists, as well as to perform at all society wide
concerts
c) Open to male Members of all vocal abilities
d) No audition is required to join
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7)
Brass Ensemble
a) Performs music written for a Brass Band or 10-piece Brass Ensemble
b) Aims to provide players who have only ever played in Brass Bands with a familiar experience and
encourages them to try other instrumental ensembles within the Society, as well as to perform at all
society wide concerts
c) Aims to provide challenging music for all parts
d) Open to Members who play a brass instrument to any standard
e) No audition is required to join
8)
A Capella Group
a) Performs a variety of contemporary a cappella music
b) Aims to provide an environment which enables Members to improve their vocal ability, as well as to
perform at all society wide concerts
c) Work towards performing at a high standard and towards competing at various competitions
d) Members must audition to join the ensemble
9)
String Ensemble
a) Performs a variety of challenging works for string orchestra, in various styles
b) Aims to provide the opportunity for more advanced string players in ChaOS to play more challenging
works, give a broader range of music suitable for less confident players to develop their playing, as well
as to perform at all society wide concerts
c) Open to all Members who play a string instrument to a good standard
d) Members do not need to audition to join the ensemble
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Appendix VI: Audition Policy
1)
Ensemble auditions
a) The conditions for ensemble auditions are as follows:
i) Any Ensemble can be auditioned-entry, but it must be first reviewed through the Society Executive
Committee and relevant Ensemble Manager
ii) Part auditions (within a particular section of the ensemble) are to be decided by the MD and
Ensemble Manager, and approved of by the Society Executive Committee
iii) The date of the auditions will be decided by the Ensemble Manager and the relevant Vice-Chair
iv) Auditions will occur after at least the first two rehearsals of the ensemble
v) The Ensemble Manager must give notice of at least one week as to when the auditions are to be
held
vi) The Ensemble Manager should state for part-auditioned ensembles (in which auditioning is for the
purpose of assigning parts only), that the auditionee is allowed to rehearse and perform within the
ensemble regardless of the outcome of the audition
vii) The Ensemble Manager, MD and a non-performing Committee Member shall be present. If the
Ensemble Manager wishes to audition, a second Committee Member who is not auditioning
should be present to ensure that two impartial Committee Members are present at all times
viii) Audition feedback shall be given on request by the auditionee
2)
Recital auditions
a) Should a recital be organised by the Society Committee, the conditions for the recital auditions shall be
as follows:
i) Those auditioning for the recital must be Members
ii) Auditions will be held at least one month before the recital
iii) The audition panel shall be decided by the Committee, but must contain at least two Society
Committee Members
iv) Should a committee member wish to audition, they should not be on the audition panel
v) Audition feedback shall be given on request to the auditionee
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Appendix VII: Notes
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



This constitution was proposed by Richard Jackson and Rachel Naylor
This constitution was written by Richard Jackson and Jack Leslie
This constitution was edited by:
o Signe Kallmeier, Pippa Portwood, Stephen Bradley, Carys Williams, Jenny Yuen, Alan Lau,
Richard Jackson, Liam Farrar and Roseanna McMahon (2013-2014)
o Charlotte Russell, Stephen Bradley, Emily Jones, Carys Williams, Rebecca Newson, Anna Mroz,
Maria Snowden, Dan Bowen and Michael Bird (2014-2015)
It was ratified by Socs Exec on xxxxxxx
It was approved by the Students’ Union Management Group on xxxxxxx
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