ELECTIONS GUIDANCE NOTES 2014 Introduction The following constitute detailed regulations for Students’ Union University of Greenwich (SUUG) Officer Elections that form the Elections Rulebook. They seek to enhance Bye Law 10: Elections, by strengthening our existing regulations and making them more understandable and coherent. It is the responsibility of the Returning Officer, or his/her nominee, for these elections to draw up / edit the rulebook. It is then open to the consideration and approval of Union. Officer Elections will see the election of three separate roles:
Sabbatical Officers: Sabbatical Officers are trustees of SUUG. They set the strategic direction of the organisation and represent all students at the University of Greenwich. They seek to enhance the student experience. They are paid, full-time positions that span one academic year. Each role is different, with four different portfolios / job descriptions for each officer. Part-Time Officers There are 11 Part-Time Officers who represent students alongside the team of fulltime Sabbatical Officers. Their terms in office also last one academic year, but though they are not paid, they remain an important part of student democracy at Greenwich. They take on student-led campaigns and help the Sabbatical team run the Union. They sit on the Executive Committee. NUS Delegates NUS Delegates are elected every year to attend NUS National Conference. The number of positions available is determined by the number of students studying at Greenwich. However there are typically eight delegates. NUS National Conference is an opportunity to take forward important campaigns and issues at national level. NB. The Returning Officer, or his/her nominee, when applying these rules and regulations, may interpret them on a case-by-case basis, subject to appeal to the Elections Committee. Page | 1
Table of Contents 1) The Voting Method
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2) Regulations governing Polling Stations
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3) Candidate ‘Hustings’ (Candidates Question Time) Page 5 4) Guidelines for Elections Publicity
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5) Contravention of Elections Regulations
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1) The Voting Method A. Voting will be online adopting best practice in the sector. Such security as advised by the Returning Officer and implemented by the Deputy Returning Officers, will be used to ensure the integrity of the voting. B. Voting will be available only through designated computers on campus (eg in the library) in locations to be determined by the Returning Officer in order to give the fullest opportunity for all students to participate. Voting members may attend polling stations during dates and times of polling in order to vote in these elections.
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2) Regulations governing Polling Stations A. Polling stations will normally be attended by staff or nominees of in order to assist students and ensure campaigning rules are enforced. B. The location and opening hours of polling stations and voting computers will be published on the SUUG website. The Returning Officer (or nominee(s)) reserve the right to use “pop-up” polling stations giving due notice to candidates. C. All polling stations throughout the period of poll shall be open from 10am until 5pm. It is at the Returning Officer’s, or his/her nominee’s, discretion that these hours shall be altered to account for those Voting Members wishing to vote in the late afternoon / early evening. D. The Returning Officer, or his/her nominee, shall decide upon the precise minimum distance at which candidates and others may campaign in relation to each individual polling station or any venues that polling may take place at, in accordance with Bye Law 10, Clause 23.1 (distances may vary, dependent on rooms etc.) This will be circulated to candidates in advance of polling opening. E. Election statements (manifestos) shall be available for inspection at the polling station. F. Voting computers will be secured between days of poll. Only certain named individuals, as nominated by the Returning Officer, or his/her nominee, will have access to security protocols. G. Neither candidates, nor those students that have agreed to support them, may at any time interfere with the operation of polling.
3) Candidate ‘Hustings’ A. Candidate ‘Hustings’ will be promoted to students on all campuses as ‘Candidates Question Time’, in order to make the event more understandable and therefore accessible. B. Candidates Question Time will be open to all candidates in all elections, beginning with Sabbatical Officer candidates, followed by Part Time Student Representative candidates and closing with NUS delegate candidates. C. In accordance with Bye Law 10: Elections Regulations, clause 14 all candidates must attend and speak at least one of the Question Time meetings. Failure to do so, without a legitimate excuse approved by the Returning Officer, or his/her nominee, may result in that candidate being disqualified. D. Rules regarding the operation of Question Time are as follows: Page | 4
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Each candidate for the position of Sabbatical will be given time for a 3 minute speech to promote their candidacy. Candidates for Part-Time Officer positions will be given time for a 2 minute speech, and candidates for the position of NUS delegate will be given time for a 1 minute speech.
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Following speeches by all candidates in each category of candidate there will be a further 15 minutes available for questions to Sabbatical candidates, 10 minutes available for questions to Part Time Officer Candidates and 5 minutes available for NUS delegate candidates.
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Questions to candidates will only be admissible when directed at all candidates for each position, and not to individuals.
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The Returning Officer, or his/her nominee, or his/her nominee, will chair this event.
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The Chair will hold the authority to cut off candidates at the end of their speech time limit, and refuse to accept questions that he/she deems inappropriate. The Chair will ensure that questions are answered appropriately and that all candidates have the opportunity to answer questions.
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All questions asked of candidates must adhere to the SUUG Equal Opportunities policy.
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Only candidates’ speeches may be video recorded; the complete Question Time meeting will be audio-recorded. Both the video and audio will be posted on the SUUG website as soon as is practicable after each session and will stay online for the whole duration of the elections. When the results are announced, any recordings will be removed from the website.
E. Candidates may leave the event when all candidates for their positions have finished answering questions by the audience. F. Innovations (such as an online Question Time via Twitter and/or Facebook) may be implemented at the discretion of the Returning Officer and with appropriate support and training.
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4) Guidelines for Elections campaigning and publicity A. Each candidate shall be allowed up to 400 sheets of A4 paper (printed in colour or black & white) and 40 sheets of A3 paper (printed in colour or black & white) for the purpose of publicising their candidacy. B. If standing as a slate or team (defined as two or more candidates sharing a slogan or name and campaigning together), the slate’s or team’s allocation is also limited to 400 A4 and 40 A3 sheets. C. Should candidates wish to use any other size of paper, this must first be agreed by the Returning Officer or his/her nominee. D. Candidates in Sabbatical Officer elections shall be allowed an additional 100 sheets of A4 paper (printed in colour or black & white) for a day of poll leaflet. E. Posters or leaflets may (in addition to the name of the candidate, the slogan / slate or team name and a photograph of the candidate) also include the names and photographs of some or all of the other candidates comprising the slate or team. F. All publicity materials may be affixed to noticeboards using pins or bluetac only. Candidates may purchase and use the above materials for this purpose only. G. Sabbatical Officer candidates may also spend up to an additional £10 on more innovative promotional materials, but these will be subject to the approval of the Returning Officer, or his/her nominee, in advance of their purchase. Candidates will then have this amount reimbursed upon production of receipts in conjunction with a fully complete expenses form by the expenses deadline. H. The deadline for expenses will be 5pm on the Monday 10, March 2014 following the close of poll. Should a candidate fail to submit their form by the deadline their claim may be rejected. I.
Candidates may, upon written notification to and approval from, the Returning Officer or his/her nominee, use the internet for the purpose of publicising their candidacy.
J. Candidates are liable for the action of those students that agree to promote their candidacy throughout their campaign. Publicity materials, and all other forms of publicity both offline and online, shall not contain any defamatory statements, or in any way bring the Union into disrepute or contravene Equal Opportunity Policy. K. Publicity materials may be displayed in the following areas throughout the university: o
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Official noticeboards within the Students’ Union buildings across all three campuses.
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Official noticeboards across all University buildings that students from Greenwich University have access to (unless a member of University staff explicitly informs you that this is forbidden).
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Noticeboards within University accommodation across all three campuses.
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Communal kitchens within campus-based University accommodation (with the permission of those students inhabiting them).
L. If, in the opinion of the Returning Officer or their nominee(s), publicity materials contravene any of these regulations, they may be removed without notice. M. Further information concerning deadlines for publicity materials and manifestos will be given in candidate briefings. N. Use of SUUG facilities and privileged materials such as materials not available to all candidates (including photocopying, computers, phones, Twitter and Facebook accounts, accommodation or staff time during contracted hours) is strictly forbidden and may lead to disqualification.
5) Contravention of Elections regulations Candidates are expected to campaign positively on their manifestos, respect all other candidates and abide by the regulations and ethos of elections. Briefings, guidance notes and other supports are provided to candidates to this end. If a candidate is found to have contravened electoral rules or regulations, the Returning Officer shall have the power to take actions according to his/her discretion including disqualification of any candidate and/or slates (winning or otherwise) and/or the ordering of a new election. All complaints concerning the election should be submitted in writing to the deputy returning officer (via elections@gre.ac.uk) as soon as possible, and no later than midnight on Friday 7, March 2014. Should any candidate agree to the support of any other student to promote their campaign they are liable for their conduct throughout this election. It is the candidate’s responsibility to ensure the proper conduct of their supporters. Should they contravene the rules then, the penalty that is applied will be passed on to the candidate whose campaign they were working on. The Election Committee, as nominated by Union Council, hears any appeals against the decision of the Returning Officer. University rules and regulations are incorporated into SUUG Election Rules. Page | 7