Candidate Briefing Information 2013

University of the West of England Students’ Union Candidate Information So you’d like to become a delegate for NUS Conference th 9 -11 April 2013

Information What is NUS? NUS stands for the National Union of Students which is the national representative body of students in the UK, representing over 600 Students’ Unions and over 7 million student members. NUS is a federal organisation, this means that individual Students Union and Guilds decide to join NUS and pay an affiliation fee to support the work of the National Union.

What does NUS do?

NUS campaigns on issues that affect students nationally that are beyond the scope of individual Students’ Unions such as funding. NUS also supports Students’ Unions in the work they do and help them be strong effective organisations.

What happens at National Conference?

National Conference is the sovereign body of NUS and is responsible for setting policy, which is decided by voting on motions and for electing the national officers who lead NUS, similar to the presidents at UWESU. What is the NUS delegation?

Each Student Union that is a member of NUS is entitled to send a delegation which makes up the membership of National Conference. UWESU is entitled to send 9 delegates to National Conference, one of whom is the President of UWESU. The role of the delegation is to represent the interests of UWE students at National Conference when decisions about the policy and leadership of NUS are being made.

Why should I stand to be part of the delegation?

UWESU delegates will be helping to choose who will be running the NUS and what NUS works on in the year ahead so it is a vital job. It is also a unique opportunity to be involved with the student movement at a national level, hear key issues debated in a lively manner and meet students from other Universities.

All travel, accommodation and some expenses will be provided by UWESU The elections are overseen by a number of people, which including a Returning Officer, Stuart Hook, the Returning Officer for South Gloucestershire Council. Stuart is an external official appointed by the Board of Trustees to conduct and preside over elections. Nerys Neath, UWESU Membership Services Manger, has been appointed as Deputy Returning Officer and will be your first point of contact.

This pack is designed to guide you through the election process by covering the following aspects:1.

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Important Dates Nomination process Candidates Briefing and Question Time Running Your Campaign How and When to Vote Results Contact Details

Important Dates 6st November 2012 at 12 noon

Nomination Open

Wednesday 14th November at 12 noon

Nominations Close

Wednesday 14th November at 5.30pm 19th November

Candidates Briefing

Monday 19st November at 11am

Voting Begins

Thursday 22nd November Thursday 22th November

Voting closes Results

Campaigning Begins

Email copy to nerys.neath@uwe.ac.uk and hard copies at any UWESU campus office by 1pm 4F No publicity to be displayed before th2 19th www.uwesu.org/vote Online voting will start at 11am 10am @ The Annual General Meeting, 2B025 5.30pm

Nomination Process - What do I need to do?

Complete the nomination form available either from the website Email the names and student id numbers of 6 students who are your nominees and seconder supporters.

The nomination form contains space to write your personal profile/manifesto. This information will be published on the UWESU web pages.

Please ensure your nomination form is completed correctly as mistakes cannot be rectified later and could lead to your disqualification from the election.

The nomination deadline is 12 noon 14thth November. Forms submitted after this deadline will not be accepted under any circumstances.

Once your nomination form has been validated you will be contacted via email and invited to attend the candidates briefing meeting.

Candidates Briefing Candidates briefing meeting will be held at 5.30pm 14th November 4F Frenchay Campus. All candidates must attend.

This is an opportunity to learn about campaign skills, the voting process and the elections rules and regulations.

The Deputy Returning Officer will be present and candidates will be able to ask questions regarding the procedure for conduction elections.

Photos may be taken before and after this event for marketing and publicity purposes. If you do not wish to have your photo taken you must email nerys.neath@uwe.ac.uk before the start of the candidates briefing meeting.

Running Your Campaign Campaigning The success of the elections is dependent upon you, the candidates. You must promote yourself and convince your fellow students to vote for you.

The Students’ Union wishes to see an election contest which is exciting and good natured, which in turn leads to a high turnout.

The Union encourages active involvement and creativity inside the electoral process and rules.

The Union expects fairness in the election process The election rules set out the ways in which the principles for the election are adhered to, however the list is not exhaustive. As a result the Returning Officer may vary, or further define the rules herein in the form or rulings.

Campaign Activity Forms Each candidate must complete the “Campaign Activity Form” which will be given to you at the candidates briefing.

This form must list all the proposed campaigning activities that each candidate is requesting to do, then submitted to the Deputy Returning Officer for approval before the start of campaigning The Rules Context During the election campaign you are likely to be involved in a series of activities. It is important to remember that during the elections campaign you are still bound by sets of rules that, while not strictly election rules, still have a bearing on your conduct.

Students’ Union Rules This includes abiding by the Union’s rules, its behavioural code and the equal opportunities procedure.

If you breach these and the Returning Officer does not take action under the auspices of the election rules, you may still be subject to the Union’s disciplinary procedure, which can revoke membership rights.

Constitution Rules can be found on the uwesu web pages. Copies of Bye Law 3 Election Rules and Bye Law 6 Officer Code of Conduct, Duties and Remuneration will be available at the candidates briefing.

University Rules The University operates a number of rules that relate to your membership of the student community and use of its facilities and property for example bullying and harassment, damage to University property etc. If you breach these and the Returning Officer does not take action under the auspices of the election rules, you may still be subject to the University disciplinary procedure.

The Law Running an election campaign does not remove you from the auspices of the law of the land. Again, if you breach these and the Returning Officer does not take action under the auspices of the election rules, they still reserve the right to refer the matter to the appropriate authorities.

Campaign Teams

Campaigning can be an exhausting time especially if it’s undertaken alone, as such candidates recruit fellow student supporters to campaign with/for them.

Please be aware that you will be held responsible for the actions of any campaign team members.

Campaign Allowance It is the belief of the Elections Committee that high spending is not required in order to be successful.

Candidates standing in the election are given an allowance of up to £30 (refunded by UWESU). Please complete the candidate’s expenses form, available from nerys.neath@uwe.ac.uk and return to the Deputy Returning Officer by 14th December 2012. All expenditure with receipts must be submitted.

Candidates who have not spent any money on their campaign must still submit the form.

Donations All material donations must be declared on the Campaigning Activity Form for approval. Failure to declare any such donations could lead to disqualification.

Publicity Regulations The following are guidelines but are not exhaustive. You are advised to familiarise yourselves with the University rules regarding the treatment of property. If you have any questions please contact the Deputy Returning Officer.                  

Do not place posters, banners or flyers before 19th November.

Do not canvas the Halls of Residences door to door before 19th November 2011 Do not claim the support of a club or society unless the committee of that club or society has officially endorsed your candidature. A letter signed by 3 members of the committee must be received by the Deputy Returning Officer to endorse a candidate.

Do not site publicity in such a way as to cause damage to University or Union premises.

Do not use “stickers” on any parts of the University or Union premises Do not interfere with the publicity of any other candidate Do not poster on fire doors Please be mind full of the local environment If you have admin rights on an official UWESU Facebook group or page you must not abuse your position to promote individual UWESU election candidates Halls of Residence. Posters may only be placed in private areas within the flats eg. Bedroom windows with the expressed permission of the flats’ residents.

Do not door knock at the Halls of Residence at unreasonable hours.

Please ask permission before any “lecture shouts” as some lecturers and/or students do not like their lectures being disturbed.

Please ask the Campus SU Offices where you can display posters The content of any election material displayed or circulated is the responsibility of the candidate.

Material which breaches the Union rules and equal opportunity policy will be removed and action may be taken by the Returning Officer.

Do not place posters in computer labs or on voting terminals.

Do not campaign within 3 metres of any voting terminal. This applies to both candidates and their supporters regardless of the location of the voting terminal. This is to ensure the electors can cast their vote in secret and without any outside influence. All computers can be voting terminals Do not use the university/union systems databases to mass email students.

You MUST complete and return to the Deputy Returning Officer nerys.neath@uwe.ac.uk for approval the “Campaign Activity Form” prior to the campaigning period.

Permanent Staff of the Union Members of permanent staff of the Union administer the elections and assist the process. In so doing they are required to act impartially. Do not request any staff member to do anything which could compromise their impartiality. (Should a member of staff display partiality they will be subject to disciplinary action.)

Temporary/casual staff of the Union The union employs staff on a temporary basis who are students and thus members of the Union. During the hours of work they must act impartially and must not wear any campaign material at work. Student staff must not campaign wearing official UWESU staff uniforms.

If you are a temporary member of student staff who is standing in the election you must not do anything to support your campaign during the time you are in work.

Current Elected Officers The student officers of the Union are remunerated to represent the members of the Union and to further its goals. In terms of the elections they are required to act so as to preserve the integrity of the Union's democracy. Officers are members of the Union and may involve themselves fully in the election process.

University Staff UWESU is an organisation run by students for students, and therefore is independent from the University.

The University and its staff members are not involved in the democratic processes of the Union. Do not ask University staff to support or be involved in your campaigns.

Breach of Conduct and Complaints There are certain circumstances whereby a candidate can be disqualified immediately from the election, e.g. mass e-mails that adversely effect the e-mail system, serious misconduct etc There are other more minor infringements of the rules that may not warrant immediate disqualification.

However, that does not mean that these rules can be flouted.

In a circumstance whereby the Returning Officer establishes that a complaint of this nature is valid he will issue a first warning to a candidate. A second occurrence will produce a second warning. If a third occasion arises the Returning Officer will disqualify the candidate from the election. In this way continual breaches of the election rules will amount to a disqualification Actions of Candidates Supporters It must be stressed that a candidate is responsible for the actions of their supporters. The defence that a well meaning supporter broke the election rules in ignorance will not be an excuse. In this situation the candidate will be held accountable.

Abuse of the complaints system Any candidate (or their supporters) who attempts to use the complaints system inappropriately in an attempt to get another candidate disqualified will themselves be subject to the complaints process described above.

How to make a complaint All complaints must be received in writing to the Deputy Returning Officer nerys.neath@uwe.ac.uk. Please make sure you have included the following information.

Details of the incident (when and where you believed it took place) Any witnesses’ names and contact details if possible Any evidence photos etc Which regulation you believe has been broken

What are you asking us to do about it The Returning Officer will review all complaints prior to the start of the election count. The Returning Officer shall have the sole authority as to determine a complaint and any resulting action.

The ruling of the Returning Officer on any complaint shall be final.

How and When to Vote The ballot will open 11am 19th November until 10am 22nd November 2011 Students/candidates can vote by going online to www.uwesu.org/vote .

All registered UWE students, part time, full time, under graduate and post graduate are eligible to vote.

Voting will be electronic and web based on a secure elections website.

The UWESU uses a Transferable Vote System. This system will be explained at the Candidates Briefing Meeting, but in brief, it means that the electorate (voter) has the opportunity to rank the candidates in order of preference ie. 1, 2 , 3 etc. A later/second preference is considered if an earlier preference has been excluded because of insufficient support during the count. The successful candidate has to reach a quota of 50% +1 of the votes cast, or the most votes when all transfers of preferences are taken into account. All candidates in each election run against No Suitable Candidate (NSC), a vote for NSC is not the same as abstaining – it is a vote against the remaining candidates.

The Count The count will commence on 22nd November The Results The results will be announced Thursday 22nd November at the Annual General Meeting All candidates will also receive an email with the results.

Please contact nerys.neath@uwe.ac.uk it you have any further questions or if you are in doubt of any of the rules.

Good Luck UWESU

Nerys Neath Deputy Returning Officer Membership Services Manager nerys.neath@uwe.ac.uk Frenchay Campus 4F20