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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 full-

time 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.

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Table of Contents

1) The Voting Method Page 3

2) Regulations governing Polling Stations Page 4

3) Candidate ‘Hustings’ (Candidates Question Time)

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4) Guidelines for Elections Publicity Page 6

5) Contravention of Elections Regulations Page 7

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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:

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o 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.

o 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.

o Questions to candidates will only be admissible when directed

at all candidates for each position, and not to individuals.

o The Returning Officer, or his/her nominee, or his/her nominee,

will chair this event.

o 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.

o All questions asked of candidates must adhere to the SUUG

Equal Opportunities policy.

o 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 Official noticeboards within the Students’ Union buildings across

all three campuses.

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o 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).

o Noticeboards within University accommodation across all three

campuses.

o 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.