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Election Regulations

 

Please be aware that the Students' Union Elections are a private ballot. Before you vote it's a good idea that you have an understanding of these regulations and don't feel pressured into voting by any candidate.



1.0    This schedule outlines the regulations for all elections for positions within the Union. It also outlines the procedures to follow if a vacancy occurs in any position, as well as the procedures for Referendums.
1.1    The Returning Officer, who shall not be a full member of the Union, shall be appointed annually by the Executive Committee. The Returning Officer shall be responsible for the good conduct and administration of all Union elections and shall have the sole interpretation of the election regulations. The Returning Officer shall appoint such full members or other persons to assist in the administration of elections, as they see fit, including a Deputy Returning Officer to act in their absence. One full-time and one part-time executive committee member (decided by the Executive Committee) shall, in the capacity of Assistant Returning Officers, assist the Returning Officer and persons appointed by them with the administration and co-ordination of Union elections. They shall be accountable firstly to the Returning Officer and then to the Executive Committee.  The Assistant Returning Officers cannot stand for election, or propose or nominate candidates.
1.2    The Returning Officer shall ensure that the election of the Executive Committee and the Students’ Union Publication Editor and Students’ Union Radio Station Manager take place before the end of March each year. Once elected these officers, with the exception of Sabbatical Officers, shall take office from April 1st of that year. Sabbatical Officers shall take office from August 1st. No term of office shall exceed 12 months, though any full member may stand for more than one term of office. No student may hold a Sabbatical Officer position for a total period of more than two years.
1.3    The dates of elections for Union Officers, a copy of the election timetable and a copy of the election regulations shall be posted on the Union notice-boards at least 21 College working days before elections.

Eligibility for Election
1.4    All full members of the Union are eligible to stand for any Union Office, but must be over 18 years of age when the term of office is due to commence, to stand for Executive Committee Office. No member who has opted out may stand for election. In the case of those posts defined under Schedule 4 as Equal Opportunities Officers, only those full members who opt to self-define in the respective Equal Opportunities grouping may stand. Visiting students may not stand in elections for any office, though they may vote. Any member standing for an Executive Committee position must satisfy the criteria set out in the Trustee Declaration form.

Nominations
1.5    Nomination forms shall be available from the Returning Officer, the Union reception and the Union website, at least 20 College working days before voting commences. The nomination form shall contain a copy of the description of the role of each position in the election and also a declaration of trusteeship, where necessary.
1.6 Members of the Union may stand for election upon the completion of a nomination form signed by the candidate, one proposer and one seconder. Nomination forms must reach the Returning Officer or person appointed by him/her not later than 5.00pm on the day, 8 College working days before voting commences.

Publicity about the election
1.7    The Returning Officer shall ensure that a list of candidates is produced and that it is displayed on the Union notice-boards and the Union website within 48 hours of the close of nominations.
1.8    Candidates shall produce a manifesto and publicity of a length/form to be determined by the Returning Officer, which must be handed in with the completed nomination form, unless otherwise specified in the Election Candidates Pack.
1.9    The Election Candidates Pack with full details about how to stand and vote in the election will be available at least four weeks before voting starts and from Union reception.
1.10    The contents of the Election Candidates Pack shall be determined by the Returning Officer in conjunction with the Executive Committee.

Campaigning
1.11    Nominees shall be expected to attend an open meeting known as Question Time. Question Time shall be held at a time, date and place determined by the Returning Officer. The length of speeches and responses by candidates to questions shall be determined by one of the Assistant Returning Officers (or their appointee) who shall be Chair.
1.12    Candidates cannot use any communication materials that are not sanctioned by the Election Campaign Pack.
1.13    There shall be no campaigning within the direct vicinity (as defined by the Returning Officer) of the ballot box.

Voting
1.14    The Returning Officer shall ensure that the location and arrangements of the Question Times and voting stations, together with a list of candidates and manifestos, are publicised six College working days before voting commences.
1.15    The Returning Officer shall ensure that all full members of the Union have access to vote no matter their place or time of study. The Returning Officer shall also ensure that any provisions for email proxy voting are publicised at least 14 College working days before voting.
1.16    All full members shall be able to vote for positions as outlined in 1.2, except those posts defined under Schedule 4 as Equal Opportunities Officers where only those full members who opt to self-define in the respective Equal Opportunities grouping may vote.
1.17    All full members of the Union may vote on production of a current Union membership card or appropriate identification as decided by the Returning Officer.
1.18    A voting paper will be issued to each voter, which shall bear the Union stamp. Votes will be cast in sealed ballot boxes. Voting papers shall bear the name of each candidate and the office being contested. There will be a facility for re-opening nominations. Alternative procedures will be agreed by the Executive Committee in respect of email voting.
1.19 “Reopen nominations” (RON) shall be a candidate in all Union elections.
1.20 Voting shall be by secret ballot and shall be conducted according to the rules for the operation of the single transferable voting (STV) system as defined by the Electoral Reform Society.
 
Counting the Votes
1.21    The Returning Officer shall inform the candidates of the time and venue of the count. The candidate or their appointed representative may, if they so wish, attend the counting of the votes, as observers only, or appoint a representative to attend on their behalf.
1.22    The Returning Officer may be assisted in the count by a number of individuals appointed by them. The College Overseer shall be present for the election of the sabbatical officers. The votes will be counted by the single transferable voting (STV) system as defined by the Electoral Reform Society.
1.23    Once the votes have been counted they should be kept for a period of six months in case of appeals against the result and thereafter destroyed.

Declaration of Results
1.24    Results of the elections shall be declared orally by the Returning Officer when the count has been resolved to the satisfaction of the Returning Officer and the College Overseer where applicable. A list of successful candidates will normally be posted within one working day of the declaration of results on the Union notice-boards and the Union website.
1.25    The Returning Officer shall send a copy of the results to the Student Meeting and the College Council.
1.26    The results will become official after 48 hours of the count if no complaint has been lodged with the Returning Officer by that time. In the event of a complaint being received by the Returning Officer the results shall be suspended until the complaint has been resolved.

Complaints
1.27    Any challenge or complaint concerning the administration and good conduct of the election will be heard and determined by the Returning Officer within 48 hours of such a complaint being lodged by any full member or the candidate or their nominee. Any complaint against the conduct or administration of the election should be received by the Returning Officer before the start of the count.
1.28    Any challenge or complaint during or following the count, must only relate to the conduct of the count, and be lodged with the Returning Officer who shall resolve the complaint within 48 hours of it being lodged.
1.29    Where a complaint concerns the Returning Officer it shall be taken to the Executive Committee, which shall rule on the issue on a simple majority basis. The Returning Officer may be dismissed by a two-thirds majority of the Executive Committee, who shall seek an immediate replacement. No members of the Executive Committee should vote in this event if they are a candidate or a proposer involved in the position under discussion.
 1.30    In determining a resolution to the complaint, the Returning Officer after hearing all the appropriate evidence may decide not to uphold the complaint; or may halt elections for specified post(s) or disqualify specified candidate(s) if, in the view of the Returning Officer, a candidate(s) has breached election regulations. The ruling of the Returning Officer on any complaint shall be final, subject only to a successful challenge of a 75% majority of a meeting of the Executive Committee.

Vacancies for Position(s)
 1.31    If any Union position falls vacant then a by-election shall be arranged by the Returning Officer if the vacancy is before 31st December. All other election regulations apply.

Elections of Representatives to External Bodies
1.32    The Returning Officer shall ensure that elections for representation to external organisations are carried out in accordance with their requirements. The Returning Officer shall ensure these elections are fair and democratic.

Referendums
1.33    Referendums shall be called in accordance with the Constitution Section 4.
1.34    The Returning Officer shall be responsible for the conduct and administration of all Referendums.
1.35    The Returning Officer shall be responsible for ensuring that notification of the Referendum and the question to be put are displayed on the Union notice-boards within 48 hours of the Referendum being called.
1.36    An open meeting about the Referendum question shall be held at a time and date to be determined by the Returning Officer. The length of speeches for and against shall be determined by the Returning Officer (or her/his appointee) who shall be Chair and shall ensure that speeches are timed and allocated in a fair and representative manner.
1.37    All full members shall be eligible to vote in a Referendum.
1.38    The Returning Officer shall ensure that all full members of the Union have access to vote no matter their place or time of study.
1.39    The Returning Officer shall inform the Union Trustees of the time and venue of the count. Any Trustee or her/his appointed representative may, if her/his so wish, attend the counting of the votes as observers only.
1.40    The Returning Officer may be assisted in the count by a number of individuals appointed by her/him. The votes shall be counted on a Simple Majority system as defined by the Electoral Reform Society.
1.41    The Returning Officer shall ensure that the votes are kept for a period of six months in case of appeals against the result and shall also ensure that the complaints procedure outlined above is followed.
1.42    The Returning Officer shall publicise the results of the Referendum 48 hours after the count, from when the result shall stand as Union policy (subject to Section 4.4 of the Constitution).