1. All nominations shall be submitted via the electronic form provided no later than the date stated in the election notice.
2. The Returning Officer will only accept nominations for specific campus based positions from students or incumbent officers based at that site.
3. No member may stand for more than one position at the same election.
4. A candidates' meeting will be held following the close of nominations. At this meeting the Deputy Returning Officer (DRO) will provide a campaign rules briefing and other relevant guidelines for those involved. Those unable to make this meeting must ensure they arrange to speak with the DRO before campaigning.
5. Campaigners are responsible for the actions of their campaign teams. They must take all reasonable steps to ensure that their supporters’ actions comply with the campaign rules at all times and must be able to demonstrate this in the event of a complaint against them.
6. Campaigners may only alter, move or remove their own campaign materials.
7. Campaigners may only use mailing lists where lawful to do so. In most cases this will require the consent of the members on the list to use their details.
8. In the case of activity groups mailing lists are deemed to be owned by the membership of the group so committee approval is required in order to allow use of the list.
9. Campaigners must not prevent free and easy access to and within the Union Building when campaigning.
10. Campaigners must not communicate with voters in any way once they have begun or are in the act of voting.
11. Bribes must not be offered as part of any campaign.
12. Campaigners should not undertake campaigns activity which others could not also reasonably do.
13. Candidates and campaigners may not:
i) force, coerce or in any way intimidate students, particularly when they are near or in the act of voting.
ii) vote on behalf of another student
iii) intimidate any participant in the election
iv) deliberately sabotage any campaign other than their own
v) deface another candidate’s materials, publicity, online media, social networking site etc
vi) make an attempt to defraud the election
vii) make any attempt to influence the impartiality of the Returning Officer, Deputy Returning Officer or Students’ Union staff
viii) discuss the personal traits of another candidate
ix) misrepresent another candidate’s views or make claims about themselves or any other candidate that are untrue.
x) hand voters an electronic device for the purpose of voting or demand that voters take out their own electronic device in order to vote immediately
xi) bring the election process into disrepute
14. Candidates and campaigners must:
i) Uphold the letter and spirit of the election rules and the students’ union equal opportunities, zero tolerance to harassment and bilingual policies at all times.
ii) 14. Follow the law, Union and University policy at all times.
15. For Full Time Officers elections, the campaign budgets will be £35 (refunded by UWTSD Students’ Union) and can spend up to £35 of their own money. This amount may not be exceeded.
16. For the Part Time Officers and Student Trustees election, the campaign budgets will be £15 (refunded by UWTSD Students’ Union) and can spend up to £15 of their own money. This amount may not be exceeded.
17. All campaigners must submit a written list of all campaign costs with corresponding receipts to the Deputy Retuning Officer before voting closes. If candidates do not spend any money during the course of their campaign this must be made clear on the submission.
18. All materials used by a campaigner must be included within their statement of expenditure alongside receipts or a reasonable estimated market rate
19. The following items are readily available to all candidates and their supporters and so their fair use does not carry a cash value: Old T-shirts; Paint; Old Bedsheets; Marker Pens; Blu-tack; Pre-used cardboard; Old wood; Pencils; String; Sticky tape; Pins.
NOTE: This rule has been included to assist candidates in making election time exciting, vibrant and high profile. The returning officer and their deputy are aware that this rule may be open to abuse and will be closely monitoring campaign resources as a result. Please remember that they are the people who determine ‘fair use’.
20. All items not purchased but used for campaign purposes must be valued by the Deputy Returning officer.
21. All campaigners must adhere to the rules of behaviour on any UWTSD Students’ Union or university premises.
22. Each candidate is required to produce an election manifesto. This is your chance to sell yourself and your ideas to the voters. The manifesto should be no more than 350 words for Full Time Officer positions and no more than 150 words for Part Time and Student Trustee positions.
23. The manifesto text (and designed version if applicable) must be submitted before the date mentioned in the election notice.
24. To help publicise voting times, all manifestos must contain the following statement:
A voting link will be sent to your university student email address; just click the link to vote. Alternatively visit www.uwtsdunion.co.uk/election
and follow the instructions there. Voting will open Monday 16 November 10am, and close Thursday 19 November 3pm. For queries e-mail email@example.com
25. Designed manifestos (if required) must be submitted as PDF, JPG or TIFF file formats.
26. Manifestos and physical marketing materials are required to be bilingual with equal prominence given to Welsh and English. This includes: Posters, leaflets, badges, stickers, T-shirts (this list is not exhaustive).
It is the responsibility of the candidate to ensure that all materials are bilingual at all times.
The Students’ Union will provide a translation service for the text you need. Your manifesto text will be given priority and will be sent automatically. Any additional text must be sent to us by the date mentioned in the election notice.
If you have additional translation request please send them to firstname.lastname@example.org
27. Social Media is viewed as a responsive conversation and therefore does not have to be completely bilingual. However candidates have to provide the introduction/bio to any campaign profile or group on social media in Welsh and English.
28. For the November 2020 Autumn Election the students’ union will not be providing printed materials to candidates. Candidates are encouraged to be innovative with the funding available to them.
29. The count shall be supervised by the Returning Officer or their nominee.
30. The results of Union voting will only come into effect once the Returning Officer has certified that the result is the accurate outcome of a free and fair democratic procedure.
31. The results will be posted on the Union website within 24 hours of the count, and may be announced to students using another method as decided by the Returning Officer.
32. All complaints made about candidates, campaigners, election officials or the voting process should be submitted in writing to email@example.com. Only complaints submitted in writing will be considered. The complaint must highlight the election rule that has been broken, provide evidence of the breach and suggest a reasonable course of action to be taken.
33. The DRO or their nominated deputy will investigate complaints and refer matters to the RO for decision.
34. In the first instance, the Deputy Returning Officer will consider a complaint and make a ruling within 24 hours. If it is a deemed to be a serious matter the Deputy Returning Officer may refer it immediately to the Returning Officer for consideration.
35. Complaints regarding the conduct of the Deputy Returning Officer should be made in writing directly to the Returning Officer.
36. Complaints have to be submitted by the close of polling. Only complaints about the process of the count itself will be considered once the count has started, which must be submitted within 24 hours of the results being declared.
37. The sanctions available to the Deputy Returning Officer are:
i) Warning a candidate of their future conduct.
ii) Taking steps to level the playing field to right an election regulation breech.
iii) Fining a candidate through either reducing the amount of money they may spend, or by confiscating printed publicity material.
iv) Prohibiting a candidate and their campaigners from campaigning for a period of time (up to 24 hours).
v) Banning a campaigner from the rest of the campaign (where the campaigner is not the candidate).
38. In addition to all of the above sanctions, the following are available to the Returning Officer:
i) Suspending a candidate from the election pending an investigation.
ii) Suspending the election process pending an investigation.
iii) Recommending to the elections committee, and to the University, that a candidate be disqualified.
iv) Recommending to the elections committee, and to the University, that the election be re-run or a vote annulled.
39. Candidates may appeal against decisions made by the Returning Officer and their Deputy by submitting their appeal in writing, within 24 hours of the decision being made, following the appeal procedure detailed below:
i) First stage appeal is heard by the Returning Officer; if the candidate remains dissatisfied then,
ii) Second stage appeal is to the Trustee Board Nominations, Appointments and Audit Committee who will hear the case put forward by the candidate and the case put forward for imposing sanctions by the Returning Officer, or their nominated Deputy.
iii) Final stage appeal is to the University Deputy Vice-Chancellor, or their nominated deputy.