Dear Union staff members,
Re: Important reminder on work allocation
I am writing, in my constitutional and legal capacity as the Chief Executive and statutory registered office-bearer of the Union, to inform you that the work allocation will remain unchanged, in accordance to the usual practice, after the end of this Session on 17 February 2013 (i.e. the transition period) until further notice by the authorized person with the above constitutional and legal status. Please note the following important reminders:
1. Please refer to the Internal Guideline attached concerning your duties;
2. The emails issued by Mr. Adrian Wu, the Administrative Secretary of the Union, Session 2012, dated on 16 and 17 February 2013 shall have no constitutional and legal effect and deem as invalid after the end of his term of office on 17 February 2013;
3. No any personnel shall use the emails mentioned in “ 2” as a reference or for their actions;
4. All internal documents of the Union (including but not limited to the Internal Guideline mentioned in “1”) must be filed properly and kept confidentially at the Union Office;
5. Any unauthorized access by or release to any third parties concerning the documents mentioned in “4” shall be regarded as wrong doings;
6. Any actions in the name of the Union (including but not limited to the use of the Union chop for reserving resource) must have the prior consent from the statutory registered office-bearer of the Union, who have to bear all the legal responsibilities and consequence, and the approval from the Chairperson of the Union Council to avoid possible administrative and legal problems;
7. All Union staff, without constitutional and legal status, shall not be eligible to sign any documents with legal effect (including but not limited to contracts) in the name of the Union;
8. Any unauthorized actions mentioned in “6” and “7” shall be regarded as wrong doings;
9. All documents delivered to the Union Office (including but not limited to letters) to the Union, past Union Executives, Council and Senate Members of the University, etc., shall be transferred to the Chairperson of the Union Council or respective personnel as indicated on the documents;
10. Union staff shall follow the instruction of the following office-bearers in accordance to this: 1) Chairperson of the Union Council; 2) Union Executives who are still within their term of office; 3) Honorary Secretary of the Union Council; and 4) any authorized personnel with formal recognition by the Chairperson of the Union Council during the transition period;
11. Any violation of the above mentioned instructions shall be considered as neglect of duties.
It is indeed our pleasure to work closely with you all during this Session. I must thank you all for your contribution to the Union. I wish you every success in the year ahead.
With warmest regards,
Dan Chan
President
The Hong Kong University Students’ Union
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