Queen Margaret University Students’ Union Sports/Societies Code of Conduct

The primary concern for Queen Margaret University Students’ Union (QMUSU) will always be the welfare of students and protecting those that take part in and lead our Clubs/Societies.


We recognise that all students, (including committee members and playing members) may encounter some difficult situations throughout the year, and the following guidelines have been put in place to ensure that the clubs and teams look after the safety and wellbeing of anyone attending any activity or social with your club. Whenever you are playing for or are out with your Sports Team or Society you are representing QMUSU. Please ensure you read and understood the entire Code of Conduct and subsequent regulations which govern all participants in the activities of QMUSU Sports and Societies Teams and Clubs.


What do these guidelines cover?

These guidelines seek to clarify what is reasonable behaviour when you are participating in any activity or social event under the name of QMUSU.   All students are expected to also abide by the University’s Student Code of Conduct which all students agree to when they become a student at the University:


What are acceptable social activities?

Acceptable social activities include:

  • Welcome evening for new members
  • Club and award dinners
  • Team meals
  • Social nights
  • Team bonding activities e.g. paintball, bowling etc.
  • Celebrations (Birthday and Christmas meals)


What is an organised QMUSU club activity or social?

If any of the following criteria apply, then an event or social is deemed as being ‘organised’ by the Club/Society:

  • Activity publicised at a Club/Society meeting.
  • Activity in any way publicised by the Club/Society.
  • Activity funded in part or in whole by the Union or through a club’s/Societies Non SU accounts.
  • Activity requiring the use of equipment owned by the Club/Society/Union.
  • Activity where group transport is booked through the Union.
  • You are wearing clothing that identifies you with Queen Margaret University, your club or society (including fancy dress).
  • Activity publicised on social media pages (i.e. Facebook groups and twitter) and the mini site on www.qmusu.ac.uk website.
  • Any Wednesday Night social/event is classed as an organised event.


What we expect of you?

  • Do not be abusive to anyone or anything, either verbally or physically (neither are at all acceptable)
  • Do not encourage someone to drink alcohol beyond their means or force/bully someone to drink at all.
  • Do not urinate, defecate or vomit anywhere apart from in a toilet!
  • Do not take your clothes off in any public place
  • Do not damage anyone else’s property
  • Do not bring the reputation of QMUSU, your club or society  into question or disrepute
  • Do not use any form of peer pressure
  • Do not carry out, take part in or promote ‘initiation’ ceremonies
  • Do not carry out any physical/mental abuse within circles / social events
  • Do not force consumption of any fluid/substance under any circumstances
  • Do not drink alcohol on any form of away transport (mini buses, coaches, private or student cars)
  • Do not use threatening, intimidating, violent, disorderly, prejudicial or offensive behaviour towards other members of the club or any other persons
  • No activity should take place whereby there is risk of damage to physical or psychological health to those taking part in the social event.
  • To act as an appropriate ambassador for the University, the SU and your club whilst either hosting other University clubs or when playing at away sites.
  • To act within the law, and to be aware of offending others and members of the public through anti-social behaviour.


Potential Consequences of Breaching the Sports/Societies Code of Conduct
Every time the guidelines are breached by an individual or group the Club/Society will face possible sanctions. (External authorities not withstanding i.e. the police, Queen Margaret University). QMUSU has a clear disciplinary process.  QMUSU Staff will deal with any complaints and each case will be dealt with on an individual basis.


The SU will punish the Club/Society found to have breached this code of conduct bringing the reputation of the University and the Union into disrepute:


Potential QMUSU Sanctions against the Club/Society:

  • Club/Society fine.
  • Removal of privileges such as support from website/and or other support.
  • Removal of ability to hire out or use university facilities as a club/Society.
  • Cutting teams from the Club/Society.
  • Removal from BUCS competition.
  • Immediate removal of all funding granted by QMUSU.


Potential Individual Sanctions and Punishments:


  • Match Bans
  • Fine for damages
  • Ban from all Club/Society related events
  • Expulsion as a member of the Club/Society and SU


University and/or External Organisations (e.g., police):

  • Fine
  • Community Service
  • Disbandment of Club/Society
  • University disciplinary procedures (which could lead to possible expulsion from University & Course)
  • Arrest / Court / Criminal record
  • All members of the Club/Society must show respect at all times towards the groups, individuals, and property with which they come into contact with during the year (University or Non-University).


Also please remember that you are at the University primarily to leave with the best degree classification possible, and if you are joining a sports club or sports related society you should be doing this with the intention of furthering your sporting performance. Do not become a member of a sports club if your primary focus is on the social aspect of the club. Socials should complement your sporting performance not the other way around.


Any individual who refuses to sign up to this agreement will not be allowed to become a member of the sports Club/Society in question.


Regulation1 Member Misconduct / Bringing QMUSU into Disrepute


Regulation 1

Every member of a Queen Margaret University Student Union (QMUSU) Sports and Societies Team or club shall be responsible for ensuring that its fellow members, players, performers, representatives, officials and all persons purporting to be its supporters or followers conduct themselves in an orderly fashion whilst attending or taking part in QMUSU performances, competitions, conferences, trips and activities.


Regulation 1.1

Failure to adhere to this regulation may render the member, its’ Team or Club liable to a charge of misconduct for failing to fulfil its said responsibilities and/or additional charge(s) of bringing Queen Margaret University and/or the Student Union into disrepute.


Examples for which QMUSU would deem an institution and its clubs liable to a charge of misconduct and/or disrepute are, but not restricted to:

Violent, threatening, abusive, obscene or provocative, conduct or language; - Disregarding requests/instructions of the Student union, it’s representatives, Tournament Directors or appointed officials; - Encroachment on the playing area by spectators or unauthorised persons, save for reasons of safety; behaving in a manner likely to cause damage or harm to property or persons - Throwing missiles, bottles or other potentially harmful or dangerous objects at, onto or adjacent to the playing area, public indecency, cheating, theft, breach of contract, fraud, bullying, dishonesty, insubordination - Every member and its Team or Club shall be responsible for ensuring that its members, players, officials and all persons purporting to be its representatives do not conduct themselves or print / have published any material which will bring QMUSU into disrepute, including social media platforms. (This list is not exhaustive).


Regulation 1.2 - Charges under REG 1 will be subject to the following process:


          Regulation 1.2.1

In the case of a person(s), collectives or institution(s) wishing to lodge a complaint against a representative member, team or club of QMUSU; a written complaint shall be regarded as FORMAL and must therefore be treated by all parties with the appropriate regard.


          Regulation 1.2.2

There shall be no timeframe for QMUSU receiving a complaint of this nature. However, dependent on the nature of the complaint, a valid reason for any considerable delay must be provided. QMUSU will assess the reason for delay on a case to case basis, and if the timeframe is deemed unjustified, the complaint may be dismissed.


          Regulation 1.2.3

QMUSU will acknowledge receipt of said complaint in writing and may seek clarification of details/collection of evidence.


          Regulation 1.2.4

QMUSU will complete a standardised form summarising the accusation which will be forwarded to the accused member(s), team(s), or club(s).


Regulation 1.2.5

The accused member(s), team(s), or club(s) shall have 7 days from receipt of the complaint to respond to the allegation.


Regulation 1.2.6

If an offending member(s), team(s), or club(s) fails to respond within the stated timeframe in Regulation 1.2.5 they shall lose the right to any further appeal.


Regulation 1.2.7 Disciplinary Hearing:

A Disciplinary Panel will then convene in a timeframe appropriate to the allegations, with regard to impact on and the ability of parties to provide written evidence or representation at the hearing. The panel shall be comprised of: - the Student President, the Student Vice-President and QMUSU General Manager


Regulation 1.2.8

Decisions reached by the Disciplinary Panel and their affect on future meetings, conferences, performances, shows, fixtures, shall be communicated in person, immediately following the conclusion of the hearing. The decision will be emailed out to the member(s), team(s), or club(s) within 48 hours of the hearing taking place. Only the decisions of the Panel shall be minuted, and not any discussion.


Regulation 1.2.9

The respondent member(s), team(s), or club(s) can request a Final Appeal against one or more of the following: - The verdict - The penalty - The process


Regulation 1.2.10

Member(s), team(s), or club(s) wishing to lodge a Final Appeal would then follow the process as stipulated in Regulation 1.3


Regulation 1.3 - Final Appeal:

Institutions who wish to appeal against decisions made by the Disciplinary Panel at a full hearing may submit a final appeal which will be heard by the Disciplinary Panel. The same conditions which apply to full appeals under REG 1.2.5 will also be applied to final appeals. 


Regulation 1.3.1 Final Appeals will be subject to the following process:


Regulation Submission: A final appeal pro forma can be requested from the QMUSU office and must be submitted setting out on what grounds the member(s), team(s), or club(s) wish to appeal. The final appeal pro forma must be emailed to appeals@bucs.org.uk within 24 hours of the full appeal decision being communicated.


Regulation   Member(s), team(s), or club(s) failing to submit a final appeal pro forma, or notifying the BUCS office of the intention to do so, within the timeframe stated in REG 1.2.5 will lose the right to a final appeal.



Sports Specific Regulations

Regulation 2: BUCS & SSS Fixtures


Regulation 2.1

Each club must inform the Student Union the number of teams they wish to enter into BUCS and SSS Leagues. QMUSU will then enter the teams for the appropriate league.


Regulation 2.2

The Team Budget will fund the cost of registration and affiliation.


Regulation 2.3

It is the club's responsibility to pay for transport from either their transport budget or own club finances.


Regulation 3: Club/Team Responsibilities


Regulation 3.1

Teams in BUCS/SSS leagues must play all matches on the originally scheduled date if at all possible. Clubs are ultimately responsible for keeping up to date on their schedule


Regulation 3.22

Each individual club is responsible for confirming and arranging transport, officials, post match hospitality and directions etc. for their fixtures as and when necessary. Transport and accommodation booked through the QMUSU Office must be booked a minimum of 7 days in advance of the fixture.


Regulation 3.3

The QMUSU Office confirms the following details with the opposition Universities: date, location, start time and contact details. This is then published on BUCScore. If an opposing University schedules a match before 1300 on a Wednesday then you should email union@qmu.ac.uk


Regulation 3.4

Dates and times for all league fixtures are published online using the BUCScore at bucs.org.uk . Fixtures are 100% confirmed with opposing Scottish institutions 9 days in advance - everything else is provisional.


Regulation 3.5

It is your responsibility to regularly check BUCScore for your fixture dates. Please do not create your own fixture lists (in word or excel for example) independently of the BUCS website as fixtures change frequently and this practice leads to confusion


Regulation 3.6

Please remember QMUSU does not award walkovers.  You do not have the authority and must not offer one on behalf of QMU or the Student Union. Always speak to the Union Affairs Assistant if you cannot meet an agreed fixture a minimum of 3 days (72hrs) before the due fixture date AND time.

Registered address: The Students' Union, Queen Margaret University, Edinburgh, EH21 6UU              

Telephone: 0131 474 0000

Email: union@qmu.ac.uk