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In order for our elections to be fair, transparent and legally compliant, there are a number of rules and regulations that must be followed. We have condensed them to be as clear and easy to understand as possible, but you can also see the full, original rules as per our bye-laws, here.
 

Jump to Club and Society Rules

Adapted from Bye-Law 10 Elections

Eligibility and nominations:

  1. You must be a current student enrolled on a programme at UCL for the full academic year.  
  2. You must meet the eligibility of specific roles, for example, you can only be a Faculty Rep for the Faculty you study in and a Hall Rep for the hall which you reside in.
  3. If you fail to meet the above requirements you shall be withdrawn from the election.
  4. You must attend a Candidate Briefing on Monday 7 October at 18:30 in Chadwick G07. If you cannot make it you must email su.elections@ucl.ac.uk
  5. You must provide a manifesto to be published by the Union by Thursday 10 October.
  6. You are not able to run for more than one position

Campaigning and expenses:

  1. No campaigning can take place before Thursday 11 October; this includes promoting websites, facebook groups, etc.
  2. You may be endorsed by student groups, however, endorsements must be made fairly by the club or society’s committee with equal opportunity given to all candidates.
  3. You must not share campaign expenses with another candidate.
  4. Campaign expenses are defined as all campaign materials including online advertisements which have a market value above £0.00.
  5. Materials which are received free of charge shall be counted towards your Election expenses and must be noted on the Election budget form, listed at the current market value of the materials.
  6. Materials available free of charge to all candidates and materials considered ubiquitous shall not count towards the limit within the budget, but must still be documented.
  7. Candidates are entitled to spend an allocated budget determined by the Returning Officer which will be announced at the Candidates’ Briefing.
  8. You must submit your Elections budget by 23:59 on Thursday 17 October.
  9. You may criticise another candidate’s campaign but must never be personal. Candidates and their supporters must not:
    1. Reference another candidate’s personal traits of character
    2. Misrepresent another candidate’s religious, political or other views or actions
    3. Intimidate any participant in the election, candidate, campaigner, student, staff or other.
    4. Deliberately sabotage any campaign other than their own
    5. Deface any campaign materials (such as publicity, online media, social networking sites) of another candidate
    6. Make any attempt to influence the impartiality of the Returning Officer or Union staff
    7. Permanently damage any of the Union or UCL area or property
  10. If you or any of your supporters are currently, or have previously been, a Students’ Union officer, volunteer or staff member you must not use any facilities or communication methods that are not available to all candidates for the purpose of campaigning.

Voting:

  1. You and your supporters may not make any unsolicited offer to provide a device for a voter to cast votes on.
  2. No member shall have more than one vote.
  3. Re-Open Nominations (RON) shall be a candidate in all elections. Should RON win an election where one person is to be elected to the position, a by-election shall be held

Oversight/complaints:

  1. Any complaints about the conduct of candidates and their supporters must be submitted utilising the online form  as soon as possible, and no later than 13:00 on 18 October.
  2. Clare Oakley is the Union’s Returning Officer. She oversees the fair conduct of the elections, interprets the Bye-Laws to rule on complaints, issues guidance to candidates and oversees the count of the elections.
  3. The Returning Officer or their Deputy shall make a ruling on the matter within 24 hours upon receipt of the complaint. They may give the alleged candidate the right of reply before making a ruling.
  4. Complainants may remain anonymous should they wish. 

Club and Society Elections

Election Rules

Oversight/ Complaints

1. The Union Chair, Ibrahim Inayat (su-union.chair@ucl.ac.uk), is the Union’s Returning Officer. He oversees the fair conduct of the elections, interprets the Bye-Laws to rule on complaints, and oversees the count of the elections.

2. Any complaints about the Clubs and Societies elections process or complaints about the conduct of candidates and their supporters must be made in writing to the Activities Officer, Khaleel Mirza (a.officer@ucl.ac.uk) no later than 13:00 on the last day of voting.

4. Khaleel, in consultation with Ibrahim as appropriate, shall make a ruling on the matter within 24 hours upon receipt of the complaint. He may give the alleged candidate the right of reply before making a ruling.

5. Complainants may remain anonymous should they wish.

6. They may take any of the following disciplinary actions:

a. Oral warning

b. Written warning

c. Refer the complaint to the Activities Network for consideration.

Eligibility/Nominations

  1. Eligibility to run for election and hold any Union position is based on the following criteria:
  • Any full member of the Club or Society can stand for election to any officer position listed in the Club or Society constitution.
  • Associate and visiting members cannot run for election.
  • Current officers may stand for re-election at the end of their period of office, but may not hold a principal Officer position for more than two years with any single club or society
  • All Officer Positions must be listed in the Club or Society constitution and must be filled every year, and no person may hold more than one of these positions at the same time per Club or Society.
  • You must be eligible to enrol the following year to continue your programme of study.

2. If you fail to meet the above requirements you shall be withdrawn from the elections. If the election has already occurred, the Officer or Officer-elect shall be removed from their post and a Bye-Election held.

Endorsements

  1. You must not be endorsed by any of the Sabbatical Officers or Union Chair.
  2. You may not be endorsed by the current post-holder of the role for which you are nominated.
  3. You must not be endorsed by clubs nor societies (including student media). However, supporters may list any of their relevant titles aside from Union employment.
  4.  You may endorse other candidates but are prohibited from making reference to their candidacy in your Campaign materials.

Campaigning

1. You may criticise another candidate’s campaign but must never be personal. You and your supporters must not:

  • Reference another candidate’s personal traits of character.
  • Misrepresent another candidate’s religious, political, or other views or actions.
  • Intimidate any participant in the election, candidate, campaigner, student, staff or other.
  • Deliberately sabotage any campaign other than your own
  • Deface any campaign materials (such as publicity, online media, and social networking sites) of another candidate.
  • Make any attempt to influence the impartiality of the Returning Officer or Students’ Union staff.
  • Permanently damage any Students’ Union or UCL area or property.

2. If you, or any of your supporters, are currently, or have previously been, a Students’ Union officer, volunteer, club or society committee member or staff member, you must not use any facilities or communication methods that are not available to all candidates for the purpose of campaigning.

3. Candidates must not use resources that are not readily available to all candidates. If candidates are in any doubt that any activity might be construed as creating an unfair advantage they should seek advice from the Activities Officer before proceeding.

4. Campaigning is not allowed to commence until 00:01 on 26 Feb. This includes promoting websites, Facebook groups, etc.

5. You are responsible for removing your campaign material after the election voting period concludes.

Voting

1. No Member shall have more than one vote.

2. Voting shall be done by secret ballot using the Single Transferable Vote system.

3. ‘Re-Open Nominations’ (RON) shall be a candidate in all elections. Should ‘Re-Open Nominations’ win an election where one person is to be elected to the position, a by-election shall be held.

4. Voting Rights

  • All Full Members of any Club or Society have the right to vote in the elections for that club or society as long as they have purchased membership at least 30 days before the election. Associate or Visiting Members do not have voting rights.
  • Any member of the Union is eligible to be a Full Member of a Club or Society, subject to the payment of the necessary membership fee.
  • All Club and Society Officers must be elected via online election or at a General Meeting of the relevant Club or Society.