Notice of Referendum
23 February, 2017
A Referendum shall take place on
Thursday 9th of March 2017
THE PROSPOSED SCHEDULE C – CONDUCT OF SABBATICAL OFFICERS SHALL BE ADDED TO THE CONSTITUTION OF CORK INSTITUTE OF TECHNOLOGY STUDENTS’ UNON.
On 9th of March you will be asked to cast your vote on this Referendum. There will be two options – Yes or No. You will be asked to tick your selection. The full wording of the proposed Schedule C – Conduct of Sabbatical Officers is available below.
This Referendum will be facilitated in tandem with the Students’ Union General Elections
PROPOSED SCHEDULE C – CODE OF CONDUCT FOR SABBATICAL OFFICERS
1 General information
1.1 Term of office and salary
Sabbatical Officers commence their paid full-time role at the Union on 1st June (excepting those who may commence their role following a bi-election) and their terms runs until 31st May. Sabbatical Officers are paid in line with the first point of the General Service Scale as per paragraph 8.9.
1.2 Working hours and location
The salary reflects a 39 hour working week (excluding lunch breaks). Working times will vary but Sabbatical Officers are normally expected to be in the office or at work between 9am – 5pm every weekday.
Sabbatical Officers may sometimes need to work later hours and at weekends in order to meet the needs of the role. Some flexibility regarding the ‘working week’ is therefore acceptable in order to meet the required hours of work, by prior agreement with the Sabbatical Officers and the General Manager.
Sabbatical Officers are primarily based at the Union’s offices in the Students Centre for the purpose of work.
Sabbatical Officers are entitled to 22 days annual leave (pro rata) which must be agreed in advance with the Sabbatical Officers and the appropriate holiday booking procedure is completed. Sabbatical Officers must submit annual leave requests on the appropriate form to the General Manager. This allowance is in addition to 6 statutory holidays but is inclusive of any compulsory closure of the Union offices over the Christmas/Easter period.
2 Induction and Training
2.1 Sabbatical Officers are expected to participate fully in induction programmes and undertake such advance reading and preparation as is necessary for the role.
2.2 Various formal training courses will be arranged/booked as part of the induction and/or during the year, and Sabbatical Officers are expected to attend and fully participate in these.
2.3 Training courses may be generic or more specific skills-related courses specific to an individual’s needs, to enable each Sabbatical Officer to be fully effective in their role.
2.4 Sabbatical Officers will also be expected to undertake on-going desktop research and reading as necessary for their roles (e.g. Sabbatical Officers will need to be fully conversant with the Institute’s Policies and Regulations).
2.5 Sabbatical Officers will also be expected to be fully conversant with the Union Constitution and the Schedules.
3 Working practices
3.1 Timekeeping and absence from work
3.1.1. If the Sabbatical Officers are not in a position to be in work by the agreed time, they should inform the Union Administration Assistants by 9am on that day.
3.1.2 Use shared calendars in an open and transparent manner- i.e. the purpose of the calendar item must be stated e.g. Academic Council, Safety Committee or Student Appointment.
3.1.3 Complete paperwork for annual leave and sick leave in a timely manner.
3.1.4 In the event of unauthorised absenteeism (i.e. outside of authorised annual leave or medically certified absenteeism), the equivalent pay will be deducted from the Sabbatical Officer’s salary.
Sabbatical Officers must:
3.2.1 Ensure students queries are responded to in a timely fashion.
3.2.2 Ensure students are always given accurate information by consulting with other Sabbatical Officers, Union and Institute staff or outside agencies.
3.2.3 Ensure office space is maintained as a professional place, and kept in a tidy and orderly fashion.
3.2.4 Complete General Meeting Officer Reports detailing all activities carried out with reference to their monthly work-plan and their objectives, including a progress report.
3.2.5 Attend a formal performance review meetings with the Union Executive on request. These meetings will cover attendance, and leave taken. An action plan for the next month will be agreed at this meeting. If under-performance is identified in any area, then additional actions may be required to correct this and/or ensure that that targets are met – for example, further training may be necessary. The General Manger may be invited to attend.
3.3 Attendance at meetings
3.3.1 Attend formal Institute meetings (e.g. Governing Authority, Academic Council etc.) as required by the Institute and agreed during the induction period.
3.3.2 Attend Union meetings and other meetings as required.
3.3.3 Sabbatical Officers will read all relevant documentation in advance of Union or Institute meeting including but not limited to the minutes, and ensure that they are fully conversant with all agenda items with the exception of unknown AOB items.
3.3.4 Send timely apologies to the relevant member of Union or Institute staff if absence from a meeting is unavoidable.
3.3.5 Ensure that the Sabbatical team are kept aware of any contact with senior members of Institute staff, outside formal Institute meetings. This is to ensure that the Union presents a co-ordinated approach to the Institute and that the Union is seen to be working in a co-ordinated and professional manner.
3.3.6 Sabbatical Officers will attend formal and regular Sabbatical Officer Meetings as a team to ensure sharing of information and project plans going forward. A schedule of meetings to be proposed by the President and agreed by all Sabbatical Officers. The President will share this information with the Union Staff when necessary.
4.1 Sabbatical Officers must familiarise themselves with and adhere to the following:
The Union Constitution and Schedules
The Union Employee Handbook
Union financial procedures
Relevant Union policies and procedures, e.g. reporting sick leave, advance authorisation for annual leave etc. In these instances the General Manager is the primary Line Manager for all Sabbatical Officers.
ALL Sabbatical Officers are answerable to the Union Executive, Union Council and ultimately all members, i.e. all students.
4.2 Sabbatical Officers must behave in a professional manner at all times when representing the Union or the Institute whether at a formal meeting, training session, formal ceremony or whether attending a social event. The reputation of the Union must be upheld and protected on all occasion. Failure to do so may lead to exclusion from attendance at subsequent event(s).
4.3 Sabbatical Officers must act at all times with integrity, honesty and fairness and always respects confidentiality.
4.4 Sabbatical Officers must treat students, Union Executive Members, Union Staff and Institute Staff with respect at all times.
Sabbatical Officers must not:
4.5 Sabbatical Officers must not use their role title, the Union logo, Union premises and equipment, for any purpose other than legitimate Union business.
4.6 Sabbatical Officers must not do anything which damages the reputation of the Union or the Institute.