Terms and Conditions of the
Keele Postgraduate Association

Schedule 1: General Provisions

1.1 Introduction

These Terms and Conditions, along with the KPA Constitution, govern the relationship between the Keele Postgraduate Association ("the KPA", "the Association", "We") and its members ("Members", "You"). The KPA is a registered charity in England and Wales, dedicated to representing and supporting the postgraduate student community of Keele University.

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1.2 Governing Law

These terms and the operation of the KPA are governed by and construed in accordance with the laws of England and Wales. The Association is also subject to the Education Act 1994.

 

1.3 Definitions

• "The University" refers to Keele University.

• "Postgraduate Student" refers to any individual registered on a postgraduate course of study at the University.

• "Executive Committee" refers to the elected student officers responsible for the day-to-day management of the KPA.

• "Trustee Board" refers to the body with ultimate responsibility for the governance, financial, and legal compliance of the Association.

 

Schedule 2: Membership

2.1 Eligibility

Membership of the KPA is automatic for all registered postgraduate students at Keele University. There is no fee for membership.

 

2.2 Rights of Members

Members have the right to: participate in KPA general meetings; vote in KPA elections and referenda; stand for elected positions; utilise KPA services and facilities; and join KPA-affiliated clubs and societies.

 

2.3 Right to Opt-Out

In accordance with the Education Act 1994, students have the right to opt-out of KPA membership. To do so, a student must provide written notification to the KPA President. Opting out will result in the loss of all rights and privileges associated with membership.

 

Schedule 3: Governance & Democracy

3.1 Trustee Board

The Trustee Board holds ultimate legal and financial responsibility for the KPA. Its composition includes elected student officers, University nominees, and external trustees, as defined in the Constitution.

 

3.2 Elections and Referenda

The KPA shall hold free and fair elections annually to fill the positions on the Executive Committee. All elections will be conducted by secret ballot. Referenda may be called on major policy issues in accordance with the procedures outlined in the Constitution.

 

3.3 General Meetings

An Annual General Meeting (AGM) will be held once per academic year. An Extraordinary General Meeting (EGM) may be called by the Executive Committee, the Trustee Board, or by a petition of members. These meetings are the primary forum for members to hold elected officers to account and vote on policy.

 

Schedule 4: Member Conduct

4.1 Code of Conduct

All members are required to adhere to the KPA Code of Conduct. Members must act with respect towards other members, staff, and the wider community. Bullying, harassment, discrimination, and any form of abuse are strictly prohibited and will be subject to disciplinary action.

 

4.2 Disciplinary Procedure

The KPA maintains a formal disciplinary procedure for breaches of the Code of Conduct. Sanctions may range from a formal warning to suspension or termination of membership rights and access to services, subject to an appeals process.

 

Schedule 5: Clubs & Societies

5.1 Affiliation

Student groups may apply for affiliation to the KPA. Affiliated groups must have a constitution, a committee, and operate in a fair and transparent manner. The KPA provides financial, administrative, and logistical support to affiliated groups.

 

5.2 Responsibilities

All affiliated clubs and societies must adhere to KPA policies, including financial regulations and equal opportunities policies. The KPA reserves the right to disaffiliate any group that fails to comply with these requirements.

 

Schedule 6: Events & Venues

6.1 KPA Clubhouse

The KPA operates licensed premises ("the Clubhouse"). Entry is restricted to members and their guests. All attendees must be 18+ and provide valid photo ID upon request (Challenge 25 policy). The KPA enforces a zero-tolerance policy on illegal substances and aggressive behaviour.

 

6.2 Ticketing and Liability

For ticketed events, terms of sale will be provided at the point of purchase. The KPA is not liable for personal property lost or damaged at its events or venues. Attendance at all events is at the individual's own risk.

 

Schedule 7: Data Protection

7.1 Privacy Policy

The KPA is committed to protecting the privacy of its members. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our full Privacy Policy is available on our website.

 

7.2 Data Usage

We use member data to administer membership, conduct democratic processes, provide services, and communicate essential information. We will not share your data with third parties for marketing purposes without your explicit consent.

 

Schedule 8: Complaints & Disputes

8.1 Complaints Procedure

The KPA has a formal complaints procedure for members who are dissatisfied with any aspect of our services, staff, or the conduct of elected officers. The procedure is designed to be fair, impartial, and timely. Details can be found on the KPA website or by contacting the KPA office.

 

8.2 Amendments

These Terms and Conditions may be amended by the Trustee Board. Any substantial changes will be communicated to the membership. This document should be read in conjunction with the KPA Constitution, which takes precedence in case of any conflic