Constitution

Last updated on 20 August 2019

THIS CONSTITUTION FOR AFFILIATION (the ”Constitution”) is dated 20TH of AUGUST 2019.

PARTIES TO THIS CONSTITUTION

  1. HERIOT-WATT STUDENTS’ ACTUARIAL SOCIETY (the ”Society“)
  2. HERIOT-WATT UNIVERSITY STUDENT UNION of HERIOT-WATT UNIVERSITY STUDENT UNION, EDINBURGH, EH14 2AS (the ”Union“)

TERMS OF THE CONSTITUTION

  1. Definitions

    1. These definitions apply in this constitution unless the context requires a different interpretation and is stated.

      Aims of the Society: To improve students’ industry knowledge through our annual conference and regularly releasing newsletters throughout both semesters; to improve students’ employability by running professional development workshops and providing careers talks from students, alumni, and actuarial employers; to help students with coursework through revision sessions when appropriate; to help students, who are interested in actuarial science, network with others through various social events.

      Academic Year: the period of time commencing 1ST of SEPTEMBER and concluding the following 1ST of JULY.

  2. Interpretation

    1. Unless the context otherwise requires, a reference to a person includes a human individual, a corporate entity, and any organisation which is managed or controlled as a unit
    2. Clause and paragraph headings shall not affect the interpretation of this constitution and are inserted for convenience only.
    3. Unless the context otherwise requires, words in the singular shall include the plural and in the plural shall include the singular.
    4. Unless the context otherwise requires, a reference to one gender shall include a reference to any and all genders.
    5. Unless the context otherwise requires, a reference to a party includes reference to that party’s successors, legal representatives, permitted assigns, and any person to whom rights and obligations are transferred or pass as a result of a merger, division, reconstruction or other re-organisation involving that party.
    6. A reference to a statute or statutory provision is a reference to it as amended, extended, or re-enacted from time to time.
    7. A reference to a statute or statutory provision shall include all subordinate legislation made from time to time under that statute or statutory provision
    8. Unless the context other requires, a reference to an article or section is to an article or section to this Constitution
    9. Any constitution by any party not to do or omit to do something includes an obligation not to allow some other party to do or omit to do that same thing.
    10. A reference to the knowledge, information, belief, or awareness of any party shall be deemed to include the knowledge, information, belief, or awareness that party would have is they had made reasonable inquiries.
    11. This Constitution is made only in the English language. If there is any conflict of meaning between the English language of this Constitution or translation of this Constitution in any other language, the English language version shall prevail.
  3. Committee of Office Bearers

    1. The Committee of Office Bearers (the ”Committee”) shall consist of at least three Office Bearers — one of whom must be the Treasurer, and one of whom must be the President.
    2. The Treasurer shall be responsible for:
      1. Maintaining the accounts and funds of the Society in a satisfactory manner;
      2. Submitting budgets, accounts, and reports as required by the President;
      3. Regularly auditing the Society bank account, at least once per month;
      4. Submitting budgets and accounts as required by the Union; and
      5. Undertaking the enforcement of Section 6.3 and 6.4.
    3. Each Academic Year, the Committee shall open applications for all positions , with exception for the role of President, and accept applications from all Ordinary Members and all matriculated Heriot-Watt University students.
    4. All Members must apply in order to become an Office Bearer.
    5. Members are permitted to apply for more than one role on the Committee.
    6. All Committee Members shall also be Ordinary Members as outlined in Article 4.
    7. Each Academic Year, the President is responsible for choosing their Successor.
    8. Each Academic Year, both the President and their Successor shall be responsible for reviewing applications for Office Bearer roles in accordance with Section 3.14.
    9. Office Bearers are permitted to form Subcommittees to aid in the undertaking of their responsibilities, at the discretion of the President.
    10. All Members must apply in order to become a Subcommittee Member.
    11. The Office Bearer overseeing the Subcommittee is responsible for reviewing applications for positions within their Subcommittee in accordance with Section 3.14.
    12. All Subcommittee Members must also be a Member of the society, as outlined in Article 4.
    13. Roles as a Committee Member or Subcommittee Member are open to all Members of the Society, as outlined in Article 4.
    14. All roles as either a Committee Member or Subcommittee Member must be decided solely on the merit and abilities of the candidate to undertake the responsibilities of the role applied for.
  4. Membership

    1. Ordinary membership of the Society is open to all matriculated Heriot-Watt University students, regardless of age, gender, disability, race, and/or sexual orientation.
    2. Associate membership is open to any person not eligible for Ordinary membership.
    3. The number of Associate Members shall not exceed one quarter of the total membership of the Society.
    4. Honorary membership can be conferred on any person who has made a major contribution in the furtherance of the aims of the Society.
    5. Associate and Honorary membership is at the discretion of the Society’s Committee and can be challenged by any member at a General Meeting.
    6. Associate and Honorary Members can rescind their membership at any time, at their own discretion. No membership fees shall be refunded or reimbursed upon rescinding.
    7. Ordinary and Associate Members shall pay an annual fee of £3.00.
    8. Annual membership fees shall not be prorated or adjusted during an Academic Year.
    9. The annual fee can be changed at any time, to an amount decided by the Committee. However, the new fee shall only come into effect during the immediately following Academic Year.
    10. The Society may accept Members at any time during the Academic Year, at the discretion of the President, provided they pay the annual fee.
    11. At the end of each Academic Year, all active memberships shall lapse, regardless of when the membership commenced.
    12. Upon lapse of membership, that Member shall no longer be considered a Member of the Society and any benefits afforded to them as a Member shall no longer apply.
    13. Upon lapse of membership, Members are not entitled to receive any notification or reminder of their failure to renew.
    14. Upon lapse of membership, the personal data of the Member shall be handled in accordance with Article 7.
  5. General Meeting

    1. General Meetings shall be called at the request of the Committee, or on receipt of a written request by no less than ten Ordinary Members of the Society.
    2. An Annual General Meeting shall be called at least once per academic year.
    3. Notice of ten days shall be provided in writing by the Committee, to all Members, prior to any and all General Meetings.
    4. The quorum for a General Meeting shall not be less 5% of the Ordinary membership of the Society.
    5. All Ordinary Members will be entitled to speak and apply for any role as an Office Bearer.
    6. All Associate and Honorary Members will be entitled to speak at a General Meeting but will not have the right to vote or apply for a role within the committee.
    7. Unless otherwise specified, General Meetings shall have full authority over affairs of the Society.
  6. Finance

    1. All monies and assets of the Society shall remain the property of the Student Union.
    2. The Union retains the right to repossess any asset of the Society if the Society has violated any of the regulations laid out by the Constitution and Bye Laws of the Student Union.
    3. All Society funds must be held in a legitimate bank account, with the exclusion of Petty Cash.
    4. Under no circumstances will any member of the Society use any of the Society’s assets, money, or material for any reason other than for the benefit of the Society, including for personal or private use.
  7. Data Protection

    1. The Society will ensure its compliance with the General Data Protection Regulations (“GDPR”) to ensure the data of Members and Officers is held in accordance to the principles required, and individual’s rights under GDPR are upheld at all times.
    2. The Society will ensure that all data is held securely using relevant passwords and encryption where appropriate.
    3. The Society will only use and/or share data for the purposed originally outlined to the individual upon collection of their data.
    4. The Society will clearly outline if personal data is shared with a third-party, including, but not limited to: sponsors, national groups, and affiliating bodies, before an individual provides their personal information.
    5. When membership lapse for any Member, that Member’s data shall be archived for a period of one Academic Year. During the immediately succeeding Academic Year:
      1. If that Member renews their membership with the Society at any time, their data shall be unarchived and restored;
      2. If that Member does not renew their membership at any time, their data shall be permanently deleted. Permanently deleting data shall not prevent any Member from joining the Society again.
  8. Abiding by the Bye Laws

    1. The Society shall be bound by the Constitution and Bye Laws of Heriot-Watt University Student Union.
    2. All Committee Members will have read and understood Article 11 of the Bye Laws and willingly adhere to these conditions of Affiliation.
    3. All Committee Members understand that failure to abide by Article 11 of the Bye Laws may lead to the Society being disaffiliated by the Union, leading to the dissolution of the Society in accordance with Article 9.
  9. Dissolution of the society

    1. The Society shall be dissolved by a resolution passed by a two-thirds majority at a General Meeting, or by failing to satisfy the conditions for affiliation to the Union.
    2. In the event of the Society being dissolved: all assets, finances, and materials shall revert to the control of the Union.
  10. Amendments

    1. Any proposed amendments to the Society’s Constitution must be ratified by a two-thirds supermajority vote of Ordinary Members at a General Meeting.
    2. Any amendments to the Constitution must be signed off by the Societies Convenor before taking effect.
  11. Variation

    1. No variation of this constitution shall be effective unless it is in writing and signed by the parties (or their authorised representatives), as outlined in Article 10.
  12. Severance

    1. If any provision or part-provision of this constitution becomes invalid, illegal, or unenforceable, it shall be deemed modification to the minimum extent necessary to make it valid, legal, and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of. A provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this constitution.
    2. If any provision or part-provision of this constitution is invalid, illegal, or unenforceable, the parties shall negotiate in good faith to amend such provision so that, as amended, it is legal, valid, and enforceable, and, to the greatest extent possible, achieves the intended commercial result of the original provision.
  13. Disputes

    1. In the event of a dispute arising out of this constitution, the parties undertake to attempt to settle it through professional mediation before commencing litigation.
  14. Publicity

    1. No public or press announcement shall be made about the subject matter of this constitution unless the text has been first approved by all parties.

This document take effect on the date stated at the beginning of it.