Election Rules

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.

Please note club and society election rules can be found on the President & Treasurer Hub.  

Adapted from Bye-Law 10 Elections

Oversights/Complaints

1. The Union’s Returning Officer is Clare Oakley, former Council Electoral Services Manager. They oversee the fair conduct of the elections, interpret the election rules to rule on complaints, and oversee the count of the elections.
2. Any complaints about the elections process or the conduct of candidates and their supporters must be made no later than 13:00 on Friday 21 March 2025 via this webform: https://studentsunionucl.org/forms/elections-complaints-form. Complaints not submitted through this webform will not be considered.
3. Complaints will initially be reviewed by the Representation and Democracy Manager, Jeff Saddington-Wiltshire.
4. The Deputy Returning Officer, Simon To (Director of Policy, Governance and Advocacy) in consultation with the Returning Officer as appropriate, shall make a ruling on the matter within 48 hours of receipt of the complaint. They may give the candidate the right of reply before making a ruling.
5. Complainants may remain anonymous should they wish.
6. The Union may take any of the following disciplinary actions, including but not limited to:
   1. Verbal warning
   2. Written warning
   3. Ban on campaigning for a designated length of time, depending on the severity of the infraction
   4. Disqualification

Eligibility/Nominations:

1. Candidates must be a current student enrolled on a programme at UCL.
2. Candidates for non-sabbatical officer roles will also need to be eligible to continue their programme of study, and not on a year abroad or interrupting their studies for the following academic year.
3. Candidates must meet the eligibility requirements for specific roles as outlined in the position profiles.
4. If a candidate fails to meet the above requirements, they will be withdrawn from the election. If the election has already occurred, the officer or officer-elect shall be removed from their position and a recount or by-election be held.  
5. Candidates must attend the Candidate Briefing on Tuesday 11 March 2025. If they cannot attend, they must email su.elections@ucl.ac.uk. Candidates must also review and adhere to any elections guidance sent to them by the Union. 
6. Candidates are not able to run for more than one position within the same Zone or on the same Network Committee. 

Campaigning and expenses

1. The Returning Officer and Deputy Returning Officer will interpret the election rules during the election period. 
2. No campaigning can take place before 08:30 on Thursday 13 March 2025. This includes promoting websites, Facebook groups, in-person campaigning, etc. 
3. Candidates must not exceed the budget they can spend on their campaign. This stands at £160 for Sabbatical Officer candidates and £60 for Student Officer, Student Trustee and Network Representative candidates.
4. Campaign expenses are defined as all campaign materials, including online advertisements, which have a market value above £0.00. 
5. Candidates must not share campaign expenses with another candidate. 
6. Candidates must not remove or damage another candidate’s publicity.   
7. Candidates cannot pay other students to be on their campaign team or vote for them.
8. Materials which are received free of charge shall be counted towards a candidate’s election expenses and must be noted on the Election Budget Form, listed at the current market value of the materials. 
9. Candidates must not use resources that are not readily available to all candidates. If candidates are in doubt that any activity might be construed as creating an unfair advantage, they should seek advice by emailing su.elections@ucl.ac.uk  
10. Candidates must submit their election budget by 10:00 on Friday 21 March 2025.
11. If candidates are publishing campaign materials in another language, they must ensure an English translation is provided. 
12. Candidates may criticise another candidate’s campaign but must never be personal. Candidates and their supporters must not: 
    1. Reference another candidate’s personal traits or 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 Union or UCL area or property. 
13. If a candidate or any of their supporters are currently, or have previously been, a Union Officer, volunteer, Union network, club or society committee member or staff member - they must not use any facilities or communication methods that are not available to all candidates for the purpose of campaigning. 
14. Candidates must follow the Union’s data protection guidance. As part of this guidance, candidates must not send unsolicited communication to individual students without their consent. 
15. Candidates are responsible for removing their campaign material after the election voting period concludes. 

Voting

1. No member shall have more than one vote. 
2. All voting shall be done by secret ballot, and for online elections the Single Transferable Vote system will be used. 
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.  
4. Candidates and their supporters may not make any unsolicited offer to provide a device for a voter to cast votes on.