Regulation XIX

Hall Committees

(Version effective from 1 August 2025)

Introduction

1.1 This regulation arises from Senate’s function under Ordinance IX 6(ii)(c) to make recommendations to the Council in relation to matters concerning the discipline of students of the University; and from Council’s functions under Ordinance XIII 9(xvii) to regulate the discipline of students at the University, on the advice of Senate, and under Ordinance XIII 9(xviii) to take such steps as it thinks proper for regulating associations of Students, on the advice of Senate and in accordance with relevant legislation.

1.2 A Member of the Hall is deﬁned as a student who is a resident within that hall or has purchased an affiliate membership to that hall for the current academic year.

1.3 All beneﬁts of hall membership shall be outlined in Appendix One.

1.4 Each Hall shall have a Hall Committee composed of its student members. This Committee will be elected annually by members of the Hall.

1.5 If a committee member is not resident in hall, they must purchase an affiliate membership for the current academic year in order to represent their hall.

1.6 The Hall Chair and Vice Chair/Treasurer must be resident or planning to reside in the Hall. Members of the Hall Committee may not live in another University Hall of Residence, unless there are exceptional circumstances and with the agreement of the Warden(s).

Hall Constitution and Committee Membership

2.1 There shall for each Hall be a Hall Constitution which sets out the membership of the Hall and Hall Committee, the roles, duties, and responsibilities of Committee members, and procedures for meetings, elections, and changes to the constitution.

2.2 All Hall Constitutions shall follow a standard template issued by the University.

2.3 The Hall Constitution shall contain no provisions which contravene this regulation or any other part of the University’s charter, statutes, ordinances, regulations, policies or codes of practice. In the event of conﬂict the latter shall prevail over the Hall Constitution.

2.4 Any amendments to the hall constitution must be passed at a Hall General Meeting held during Semester 1 or 2 where a hall quorum must be present. A quorum is deﬁned as 10% of hall members in addition to any current committee members present. These amendments shall be passed via a simple majority vote.

2.5 Amended constitutions must be provided to the Director of Student Services (or their nominee) and will be discussed at the next Hall Warden’s meeting for ﬁnal approval. Once approved, they will be published in an electronic format. The amended constitution shall not come into effect until formally published on the University website.

Duties of Hall Committees and Members

3.1 The duties of the Hall Committee and its members shall be:

to foster the community life of the Hall in all respects and to represent and work with the best interests and the views of its student members at its heart.
to represent members’ views and interests to the Warden, Campus Services, Student Services, Loughborough Students’ Union (LSU) and all other appropriate authorities within the University.
to provide leadership to new students and information on student life and living in Hall. They will also provide help to members encountering problems with appropriate support from, and reference to, the Hall Warden Team and other University services.
to develop the student community through the provision of entertainment, media, social and other services, and support for a wide variety of student-led cultural, recreational and sporting groups. These services should be run in collaboration with, and taking into account the needs of, all hall members, the University and Loughborough Students’ Union.
the Hall Committee is responsible for making all reasonable efforts to ensure the welfare and safety of users of its services and participants in events it has organised, working within the Health and Safety arrangements agreed with the University. Details of these are provided in the University’s Hall Event Guidance.
in arranging social, sporting, Rag or other events for members of the Hall, to take account of the guidance in section 7 below.
to co-operate with the Warden, Sub-wardens and University authorities in maintaining standards of behaviour within the Hall and ensuring compliance with University policies and procedures relating to student behaviour and discipline as set out in Ordinance XVII.
to use the social funds provided by the University appropriately, in accordance with the conditions set out in section 7 below, including using funds for the beneﬁt of all hall members. Funds shall be spent to support the delivery of a positive student experience which builds a thriving community.
to ensure that the activities they organise and their own actions are consistent with the Hall constitution, University and Students’ Union policies, guidance and codes of conduct.
to undertake the relevant duties of their role, as outlined in the hall constitution, to the best of their abilities and to proactively engage with members of the University community.
to always act in the best interest of members of the Hall and not to make any personal financial gain from carrying out the role. Hall committee members must not promote activities on behalf of companies or individuals outside of Loughborough University or Loughborough Students’ Union where the individual may receive a personal financial gain or compensation for any endorsements. Any offers of significant material gifts to a Hall Committee member must be declared to the Hall Committee, the Hall members and Warden and can only be accepted if they can be used to beneﬁt Hall members rather than the individual Committee member. Gifts or financial support from the Students’ Union or Loughborough University to Hall Committee members may be exempted from the requirements of this paragraph with the approval of the Director of Student Services (or their nominee).
to attend relevant training for their roles, and endeavour to follow reasonable advice and guidance provided by the University.

3.2 In order to support Hall Committees in discharging these duties, the University, working in conjunction with LSU, will provide a suite of training around the skills, knowledge and behaviours specific to Hall Committee roles.

3.3 A member of a Hall Committee may not commit, whether verbally or in writing, to any contractual agreements on behalf of their halls of residence. Any breach of this shall be handled as outlined in section 11.

Duties of the Hall Warden in relation to Hall Committees

4.1 The role of the Hall Warden, supported by their sub-warden team is to ensure the safe operation of the hall, uphold standards of discipline and behaviour and to foster an inclusive and welcoming hall environment for all students.

4.2 The role of the Warden in relation to the Hall Committees is:

To ensure Hall Committees abide by this regulation and discharge their duties as speciﬁed herein.
To advise Hall Committees on process and procedure, including areas of uncertainty and relating to adherence to University regulations and guidance.
To have oversight of the Hall Committee ﬁnances and signing off the use of social funds as appropriate.
To act as authorising officers of the University, and shall have responsibility for the signing of contractual agreements on behalf of their Hall of Residence where appropriate. This shall follow the guidelines produced by the University.
To advise the committee on any relevant feedback from hall members in respect of the student experience in hall.

Hall Committee Membership and Discipline

5.1 Students found in breach of Ordinance XVII may be considered for suspension from their ongoing role on Hall Committee if applicable, and may be disqualiﬁed from future membership of Hall Committees. Re-election onto a committee will be determined on a case-by-case basis and dependent on the nature of the breach and subsequent actions taken by the student.

5.2 Where a student is under investigation for a suspected breach of Ordinance XVII the Chief Operating Officer may issue a restriction which prevents a student from participating as a member of Hall Committee pending formal disciplinary proceedings under the terms of Ordinance XVII. The Director of Student Services or their nominated deputy may suspend a student under investigation from participating as a member of Hall Committee pending formal disciplinary proceedings under the terms of Regulation XIX.

5.3 Failure to comply with the duties outlined in Section 3 may result in temporary or permanent removal from role on Hall Committee as deemed appropriate by the Director of Student Services and with the support of their Warden. The individual may also be subject to further action under Ordinance XVII as outlined in Section 11.

Elections and Hustings

6.1 Each position on a Hall Committee shall be elected annually, and the elected individual may sit for a duration of 12 months. Candidates must be re-elected onto Committee if they wish to remain beyond this period.

6.2 The only exception to 6.1 shall be where an election has been held, and no candidate has been formally elected. In this instance the sitting individual (if they remain eligible as per Section 1) may remain in role for a further period, whilst a by- election is conducted.

6.3 In such instances where an election and subsequent by-election has been unsuccessful, or in instances where a by-election may not be possible and with the agreement of the Director of Student Services (or their nominee), the Hall Warden may make an emergency appointment to the role as they see ﬁt. The process for this emergency appointment shall be outlined within the Hall Constitution. Positions ﬁlled via emergency appointment must be opened for nominations during the subsequent election period.

6.4 The democratic processes for elections to a Hall Committee shall be set out in the hall constitution.

6.5 Individuals not residing in the hall wishing to vote or stand as a candidate for a hall election must have purchased an aﬃliate membership of the hall prior to the commencement of the nominations period. If they become a member after this time, they will not be eligible to vote or stand as a candidate until the following election period.

6.6 The purpose of Hustings is to provide a platform for candidates to demonstrate to hall members their suitability for the role. Any activities conducted as part of Hustings should therefore be structured for this purpose.

6.7 Hustings and Hall elections must not involve activities which:

Threaten the health and safety of participants;
Encourage forced or coerced activities in which non-participation is penalised in any way, including aﬀecting the perception of candidates as part of the voting process;
Involve the consumption of alcohol;
Encourage or involve discriminatory behaviour;
Could bring the University or Loughborough Students’ Union into disrepute;
Involve degrading behaviour whether voluntary or coerced;
Are contrary to the University’s Student Code of Conduct, as set out in Ordinance XVII.

6.8 For each electable position there shall be a ballotable option to re-open nominations.

6.9 If a member of a hall committee is viewed by the residents of the hall not to be performing their duties to an appropriate standard, the members of the hall shall have the right to perform a Vote of No Conﬁdence. This shall follow the guidance as outlined in Appendix 2: Procedure for a Vote of No Conﬁdence.

6.10 Motions of no conﬁdence shall be considered as being submitted in good faith. Where a motion is determined to be frivolous, malicious or vexatious the student shall be notiﬁed in writing of the decision and the reasons for it and have the right to request a review. Example of frivolous, malicious or vexatious motions include: those which are obsessive, harassing, or repetitive; insistence on pursuing non-meritorious complaints; complaints with unrealistic and/or unreasonable outcomes; complaints which are designed to cause disruption or annoyance; demands for redress which lack any serious purpose or value.

6.11 In an instance where a Hall Committee member has been removed from this position, as outlined above in Section 5, or has been subject to a successful Vote of No Conﬁdence, or has resigned from post, the hall shall hold an emergency by-election. The newly elected committee member shall hold this position until such time as the position would be re-elected to committee. If a by-election is not possible, then this position may be ﬁlled as outlined in 6.3

6.12 Upon a successful election, a handover date for each position shall be agreed with the Warden, at which point the outgoing committee members will no longer have the privileges, rights and responsibilities afforded to current committee members.

Hall Events

7.1 For the purposes of this regulation, a Hall event shall include any formal or informal gathering on- or off-campus organised by a member or members of the Hall Committee where attendance has been co-ordinated in advance by a member or members of the Hall Committee acting in that capacity.

7.2 In making arrangements for Hall events, the Committee shall inform and consult the Hall Warden and any other members of University staff who may be affected or require notiﬁcation. They shall also ensure they adhere to the University’s Hall Events Guidance and any guidance provided by appropriate University staff. The Hall Warden will support Hall Committees in ensuring compliance with this guidance.

7.3 If, after appropriate consultations, an event is of concern, the Warden or Hall Committee may refer it to the Director of Student Services (or their nominee). Where the Director of Student Services (or their nominee) believes that a planned event may threaten the welfare of students, staff or local residents, create a signiﬁcant risk of disorder, or may bring the University into disrepute, they shall have power to proscribe it.

7.4 No Hall event shall involve activities which:

Threaten the health and safety of participants;
Encourage forced or coerced behaviours such as the consumption of alcohol;
Encourage or involve discriminatory behaviour or behaviour which may negatively impact certain groups.
Could bring the University or Students' Union into disrepute
Involve degrading behaviour on the part of students
Are contrary to the University’s Student Code of Conduct as set out in Ordinance XVII

These instances are also prohibited and fall under this regulation if spontaneously initiated by or involving a member of Hall Committee in an official capacity. In addition; Hall Committee members are responsible for taking all reasonable steps to ensure that the above activities are not initiated spontaneously during a Hall event (and should report any such behaviour by other students to a sub warden, Warden or other appropriate member of University staff).

7.5 During Hall events Hall Committees have a duty of care to offer guidance to their members on welfare and safety issues.

Contractual Agreements involving Halls of Residence

8.1 Contractual Agreements are deﬁned as an agreement between a hall of residence and an external partner for the provision of goods or services for the hall of residence.

8.2 Hall sponsorship is deﬁned as any agreement entered into on behalf of the Hall of Residence, to publicise venues, services or products in exchange for ﬁnancial beneﬁt or any other beneﬁt in kind (e.g. subsidised/free entry, discounts).

8.3 Only the Hall Warden, as an authorising officer of the University, may sign a contractual agreement (either for the delivery of goods or services, or for an agreed sponsorship deal) on behalf of the hall of residence.

8.4 As outlined in section 3.3, under no circumstance, shall a hall committee member sign a contractual agreement on behalf of the Hall or the University. This will be considered a breach of this regulation and may be subject to further disciplinary action.

8.5 Agreements should follow guidance as provided by the University.

8.6 In making arrangements for any form of agreement the Hall Committee shall inform and consult the Hall Warden and any other member of University or LSU staff that may be affected. This includes events organised through external promoters but also events publicised through halls such as Hall Balls or trips. Only the Warden may authorise and sign this agreement.

8.7 If, after consultation, the agreement is of concern this may be referred to the Director of Student Services. Where the Director of Student Services believes that an agreement may threaten the welfare of students, staff, or local residents, create a signiﬁcant risk of disorder or may bring the name of the University or any Campus partners into disrepute, they shall have the power to proscribe it. If the agreement may bring the name of any Campus partners into disrepute, the Director of Student Services shall inform them as appropriate.

8.8 No sponsorship agreement with any licensed premises shall contain any contracted commitment on behalf of the Hall of Residence to bring any speciﬁed numbers of students to those premises. Contractual Agreements relating to the provision of delivery of goods and services on behalf of the hall of residence may include a reasonable contracted commitment.

8.9 No sponsorship agreement shall involve the advertising of alcoholic drinks.

8.10 No sponsorship agreement shall run for any term longer than the end of the academic year.

8.11 No sponsorship agreement shall result in personal financial gain for a committee member or the committee as a whole.

8.12 No agreement should allow a third party to be present in hall on move-in days or during any University Welcome Periods without the explicit written agreement of the Director of Student Services (or their nominee).

8.13 Sponsorship agreements with private accommodation providers are not permitted. Where a company has a number of different business interests including accommodation, only sponsorship deals which make no reference to accommodation will be permitted.

8.14 There should be no marketing or promotional material posted by third parties on Hall social media pages except where the hall of residence has entered into a valid sponsorship agreement with a third party for such postings.

Hall Publications

9.1 No oﬃcial Hall media, content or publications, including videos, websites or social media accounts, shall contain obscene, insulting/oﬀensive material, or material that may bring the University/Loughborough Students Union into disrepute, and/or may constitute harassment.

9.2 All publications or content must be approved by two members of Hall Committee and the Hall Warden.

9.3 Language used in social media postings should follow guidance issued by the relevant University staff members.

Representation

10.1 There shall be a Hall Students’ Federation governed by Loughborough Students’ Union which shall provide members of hall committees with the following:

an avenue for representation to express their views around the provision of the hall community.
peer-to-peer advice on matters concerning the operation of the hall committee.

Hall Committees shall not be governed by the Hall Students’ Federation and are ultimately responsible to their Hall Warden and appropriate University staff.

Breach of this Regulation

11.1 Any breaches of this Regulation by Hall Committee members will be regarded as breaches under Ordinance XVII governing student discipline.

11.2 Failure to comply with University ﬁnancial regulations and/or good ﬁnancial practices in management of funds allocated for Hall Activities through the Hall Community Fund, failure to observe good practice in relation to Health and Safety, organisation of and/or engagement in activities outlined under section 7 and production of material as outlined in section 9 will be regarded as breaches of this Regulation. This list is not intended to be exhaustive.

Appendix 1: Beneﬁts attached to membership of a Hall of Residence

The following beneﬁts shall apply to all members of the hall:

The ability to stand for hall election as a candidate.
The ability to vote in hall elections assuming the membership was purchased prior to the commencement of the respective halls nominations period.
To attend events hosted by the Hall of Residence.
To be able to purchase speciﬁed tickets to ticketed hall social events.
To participate in hall-organised training as part of the hall’s intra-mural sports team.
Use of the Common Room provided to Hall Residents.
To be present and vote at associated Hall Meetings.
To participate in Action projects or fundraising events on behalf of their Hall.

Appendix 2: Procedure for a Vote of No Conﬁdence

A vote of no conﬁdence (VONC) may be called where members of a hall believe that an individual is not fulﬁlling their duties as a Hall Committee Member.
A VONC motion must be brought to the Hall Chair and Hall Warden, or in such instances where it is against the chair, to the Vice-chair/Treasurer and Hall Warden, by a minimum of 25% of current Hall Committee Members or by a minimum of 10% of all Hall Members.
A VONC motion must be provided in writing (usually via email). This email should clearly outline why a VONC has been called, and provide a written statement plus any evidence to support the motion.
Once received, where possible a committee meeting shall be held within one working week of the motion being ﬁled. However, this should take into account the availability of the key parties involved and external circumstances (such as University Assessment Periods, Vacation Periods and Closure Days).
The individual the motion has been brought against will be alerted in writing to this motion at least 2 working days prior to the meeting. The individual will have an opportunity to respond either in writing (which will be read at the meeting) or in person. The individual shall have the option to bring an individual to provide support.
The VONC motion shall be the ﬁrst agenda point of the committee meeting. A member of the Warden Team must be present at this meeting.
At least two-thirds of current committee members must be present to proceed with the VONC motion. If two-thirds of current committee members are not present, the meeting must be rescheduled as soon as is reasonably practicable.
Once the VONC motion has been announced, the individual who ﬁled the VONC will be allocated 5 minutes to present their case to attendees. Following this the individual the motion has been brought against will be allowed 5 minutes to present a rebuttal to attendees.
The member of the Warden Team shall hold the power to end an individuals ability to state their case should the order of the meeting fall into disorder. If this should occur the next individual shall be allowed to speak, or the next stage of the process shall commence.
Prior to any discussion or voting, any committee member with a conﬂict of interest (such as romantic relationship or close personal friendship) must announce this and remove themselves from questioning and/or voting. The Warden shall have discretion as to what a constitutes a conﬂict of interest. If a member of Hall Committee is concerned about a potential conﬂict, they should declare this to the Warden.
Any Committee members not involved in the motion or have a conﬂict of interest, shall be offered a brief opportunity to ask questions of both parties.
Following the conclusion of the discussion, the individual the motion has been brought against and any individuals with a conﬂict of interest shall be asked to leave the meeting room until the conclusion of the vote.
The vote will then be done via a secret written ballot. The options on the ballot shall be stated as: for/yes or against/no.
Following the cast of the votes, the Chair (or Vice-Chair/Treasurer where applicable) and a member of the Warden Team, shall exit the room to count the ballots.
1. If the Chair and Vice Chair/Treasurer are unable to count the ballots due to conﬂicts of interest or are the respondent of the motion, the member of the Warden team may select another eligible committee member to support the counting of the ballots.
The quorum for voting shall be done as a simple majority of all votes.
The individual the motion has been brought against will then be invited back into the room for results. These results shall be read out by the member of the Warden Team.
1. If the motion has passed, the individual will be asked to leave the meeting. Details of ﬁlling this position shall be completed as outlined in 6.11
2. If the motion has failed they should remain and the rest of the committee meeting will go ahead as usual.
The member of the Warden Team should ensure that the individual the motion has been ﬁled against, regardless of the result, should be made aware of the pastoral support available to them.

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