CHAPTER SIXTEEN: SSC DESIGN TEAM

1. Aims

   1.1.The SSC Design Team aims to encourage and promote the interest in publication, and production of creative graphic design through the provision of services, resources, expertise, support and events, both among the student body and the community of St Andrews.

   1.2. To provide the opportunity for students to collaborate with like-minded peers, and to participate in design-related projects.

   1.3. To offer design and promotional services to the Association and its affiliated societies.

   1.4. To provide training in digital design and Photography.

2. Committee

   2.1. Design Team Membership: The Design Team Committee shall have the following members: 

      2.1.1.SSC Design Convenor (Convenor and Chair)

      2.1.2.Vice-President

         2.1.2.1. Ordinary Member (designers) (x3)

      2.1.3. Secretary

      2.1.4. Treasurer

      2.1.5. Marketing Team

         2.1.5.1. Branding Officer

         2.1.5.2. Social Media Officer

      2.1.6. Training Officer

      2.1.7. Social Coordinator 

      2.1.8. Photography Officer

         2.1.8.1. Ordinary Member (photographer) (x3) 

      2.1.9. Director of Events and Services

      2.1.10. Project Manager

   2.2. All committee members shall write, and submit to the Convener, handover documents for their successors no later than one week before the AGM.

   2.3 If a committee Member is not fulfilling their role to the standards expected of them, then the SSC Design Team Convener will have an informal conversation to try to resolve the issue and offer assistance. Following this, if there is no change in their performance then they will talk to the Director of Events and Services about the situation and, if deemed appropriate, the Member may be removed from the committee.

      2.3.1 If a member is not satisfied with the decision that is made then they can appeal to the Executive committee of the Students Association who will hear both cases and will have the final say on the mater.

   2.4. If a volunteer breaches the volunteers’ agreement in anyway then, at the discretion of the SSC Design Team Convener and Director of Events and Services they can be removed from the team as a volunteer, such that they will no longer be able to access projects. A volunteer may re-join the team at any point if deemed appropriate by the SSC Design Team Convener and Director of Events and Services.

      2.4.1 If a volunteer is not satisfied with the decision that is made then they can appeal to the Executive committee of the Students Association who will hear both cases and will have the final say on the mater.


3. Roles.

   3.1. Convener shall:

      3.1.1. Oversee all aspects of the Design Team, ensuring that the Design Team fulfils its responsibilities as set out in Chapter of the University of St Andrews Students’ Association constitution

      3.1.2. Chair committee meetings

      3.1.3. Liaise between heads of societies and subcommittees, university staff, and volunteers.

      3.1.4. Maintain all notice boards in the Design Suite

      3.1.5. Organize an annual End-of-year Showcase, possibly as part of the On The Rocks Festival, in collaboration with the Convener-elect

   3.2. Vice President shall:

      3.2.1. Assist the Convener wherever possible and represent the Design Team when the Convener is unable to

      3.2.2. Directly manage the ordinary members (designers)

      3.2.3. Oversee and assist the project manager in managing all projects

      3.2.4. Be the main point of contact for volunteers

   3.3. Ordinary Members (designers) (x3) shall:

      3.3.1. Take on a minimum number of design projects 

      3.3.2. Help recruit and mentor new design volunteers

   3.4. Secretary shall:

      3.4.1. Take minutes of every committee meeting, update a document that is to be shared regularly with the DoES and reception staff.

      3.4.2. Maintain a mailing list for current members and send out weekly email updates.

      3.4.3. Maintain a mailing list for alumni and send out newsletters at least once a semester

      3.4.4. Assist with other administrative duties as they arise

   3.5. Treasurer shall:

      3.5.1. Maintain a log of all financial transactions

      3.5.2. Take responsibility for obtaining cash floats from the Cash Office as needed.

      3.5.3. Keep the cash box and keys

      3.5.4. Actively try and secure sponsorship deals/grants and suggest ways by which the Design Team can raise money for the purpose of providing improved or continued services and resources to students and societies.

   3.6. Marketing Team shall:

      3.6.1. Work together to create a marketing plan for each year.

      3.6.2. Work together to redesign the YourUnionDesign website when needed.

      3.6.3. Branding Officer shall:

         3.6.3.1. Develop and manage the Design Team brand in collaboration with the Convener.

         3.6.3.2. Design, create, and distribute publicity for all Design Team events and services.

      3.6.4. Social Media Officer shall:

         3.6.4.1. Manage all social media accounts.

         3.6.4.2. Update events calendar on the YourUnionDesign website.

         3.6.4.3. Maintain the Design Team website, updating the calendar, committee profiles, Union links, and other content as necessary.

   3.7. Training Officer Shall:

      3.7.1. Be responsible for the upkeep of all computers and subscriptions

      3.7.2. Run weekly Adobe Skills Workshops with assistance from committee members who have specific expertise

   3.8. Social Coordinator shall:

      3.8.1. Organize committee socials, volunteer socials, and creative workshops

   3.9. Photography Officer shall:

      3.9.1. Organize and run photography skills workshops

      3.9.2. Directly manage the ordinary members (photographers)

   3.10. Ordinary Members (photographers) (x3) shall:

      3.10.1. Take on a minimum number of photography jobs

      3.10.2. Help recruit and mentor new photography volunteers

   3.11. Project Manager shall:

      3.11.1. Assist the Vice President to manage all projects.

      3.11.2. Check the Design Team email at least twice a day for project related emails and quires as labelled by the SSC Design Team Secretary.

      3.11.3. Ensure that the Vice President and Convener are notified as soon as possible if a project is running late or if there is any issue relating to it.


4. Meetings

   4.1. The committee shall meet fortnightly throughout the year, and at other times as the convenor sees fit

   4.2. The SSC Design Convenor will take the chair.

   4.3. In the absence of the SSC Design Convener, the Vice-President will chair.

   4.4. Quorum

      4.4.1. The quorum shall be three-fifths of the voting membership of the committee.

   4.5. Notice

      4.5.1. All members of the Committee must be given at least 24 hours’ notice of any committee meeting.


5. Annual General Meeting

   5.1. Procedure

   5.2. The AGM shall be held during Semester Two and shall:

      5.2.1 Require 14 days’ notice.

      5.2.2. Be publicised widely in such places and by such methods as the committee shall determine from time to time.

      5.2.3. Shall elect all Design Team Committee positions except for the SSC Design Convener

      5.2.4. Be open to all matriculated students of the University of St Andrews, except those who have exercised their right to opt out of the Students’ Association under the provisions of the Education Act 1994.

   5.3. Business

      5.3.1. The order of business shall be:

         5.3.1.1. Report of the SSC Design Convener

         5.3.1.2. Report of the Vice-President

         5.3.1.3. Report of the Marketing Officer

         5.3.1.4. Elections

         5.3.1.5. AOCB.

   5.4. Elections

      5.4.1. Elections shall be conducted by a secret ballot using the STV system

      5.4.2. No person shall hold more than one position on the Committee at any one time

6. Interviewed positions

   6.1. The SSC Design Convenor will be appointed by the SSC Convenor Selection Committee as described in Chapter 5.13 of the Laws.


7. Committee Vacancies

   7.1. Committee posts that shall, from time to time, fall vacant for whatever reason shall be filled by an EGM, following the same guidelines as described in section 5.


8. Committee Decisions

   8.1. Should a consensus be unobtainable at a Committee meeting, a vote should be taken. Those members of the Design Team Committee shall be eligible to vote and in the event of a tie, the casting vote will be held by the Chair of the meeting

 

©2019 by St. Andrews Design Team