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Rep Election 2018: Vote Now Vote Now

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 11 Elections

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, issues guidance to candidates, and oversees the count of the elections.

2. Any complaints about the elections process must be made in writing to the Democracy, Operations & Community Officer, Mahmudur Rahman (doc.officer@ucl.ac.uk), who chairs the Elections Committee. An Emergency Meeting of the Elections Committee may then be called to consider the complaint

3. Any complaints about the conduct of candidates and their supporters must be submitted utilising this online form as soon as possible, and no later than 13:00 on 24 October.

4. Ibrahim 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. Ibrahim may take any of the following disciplinary actions:

a. Oral warning

b. Written warning

c. Refer the complaint to the Elections Disciplinary Procedure, as outlined in the Bye-Laws. The Elections Disciplinary Panel may impose the following penalties:

i. Oral warning;

ii. Written warning;

iii. A percentage of votes to be docked;

iv. Disqualification of a candidate;

v. Declare the election null & void;

vi. Refer the matter to the Union disciplinary procedures.

d. Refer the complaint to the Union Disciplinary Procedure, as outlined in Bye-Laws.

Eligibility/Nominations

1. Eligibility to run for election and hold any Union position is based on the following criteria:

a. For part-time positions: In the Autumn Elections you must be a current student and in the Spring Elections you must be eligible to enrol the following year to continue your programme of study.

b. For Sabbatical Officers: You must be a current student or current Sabbatical Officer. Please note, a Sabbatical Officer can only hold a position (except Trustee) for a maximum of two years.

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.

3. You must provide a manifesto to be published by the Union by 14 October.

4. You must attend a Candidates’ Briefing on 15 October at 18:30 .

a. If you are unable to attend you must nominate a representative and inform su.elections@ucl.ac.uk. Candidates who do not attend a Candidates’ Briefing may be subject to disciplinary action.

5. If you wish to resign, written notification of your resignation should be given to the Democracy, Operations & Community Officer, Mahmudur. The resignation cannot be reconsidered once it has been submitted.

Supporters/Endorsements

1. You may provide a list of up to ten supporters with your nomination. Only these supporters can be displayed on your manifesto.

2. All supporters should be members of the Students’ Union.

3. Supporters may endorse more than one candidate.

4. Supporters may campaign for more than one candidate at the same time.

5. You must not be endorsed by any of the Sabbatical Officers nor the Union Chair.

6. You may be endorsed by Non-Sabbatical Officers except from the current post-holder of the role for which you are nominated.

7. 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. (For example: Jane Smith, Farm Society President/2nd year Geography student Joe Smith, Farm Society Member, PGT Academic Rep)

8. You may endorse other candidates but are prohibited from making reference to their candidacy in your Campaign materials.

Expenses

1. You may spend a maximum of £100 on your election campaign. You shall be reimbursed for any expenditure on your election campaign, where valid receipts are provided and the spending relates to your campaign. The Union shall fully reimburse all spending within the allowance so long as spending is related to your campaign, receipts and forms are submitted.

2. You must not share Campaign Expenses.

3. Campaign Expenses are defined as all campaign materials, including online advertisements, which have a market value above £0.00.

4. Materials 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.

5. Materials available free of charge to all candidates by the Union, UCL and materials considered ubiquitous shall not count towards the limit within the budget, but must still be documented.

6. Those running for multiple positions in the same set of elections shall be treated as separate candidates for the purpose of expenses.

7. You must submit your Elections Budget, even if it is a zero budget, by 23:59 on 23 October. Failure to submit your budget may result in disqualification.

Campaigning

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

a. Reference another candidate’s personal traits of character.

b. Misrepresent another candidates religious, political, or other views or actions.

c. Intimidate any participant in the election, candidate, campaigner, student, staff or other.

d. Deliberately sabotage any campaign other than your own

e. Deface any campaign materials (such as publicity, online media, social networking sites) of another candidate.

f. Make any attempt to influence the impartiality of the Returning Officer or Students’ Union staff.

g. 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, 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. Campaigning is not allowed to commence until 00:01 on 16 October. This includes promoting websites, Facebook groups, etc.

4. 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 


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 before the 28/01/2018. 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.