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BCIT Student Association Candidates’ Election Package 2012-2013


IMPORTANT DATES Monday, March 19, 2012 – 8:00am  Nomination forms available  Forms can be picked up at the BCITSA Main Office – Great Hall (SE2) or online Friday, March 30, 2012 – 12:00pm  Nominates close  Deadline for Nomination Form, Candidate’s Name, and Confirmation of Candidacy Form Wednesday, April 4, 2012 – noon  Deadline for The Link newspaper submission (MS Word file format) Thursday, April 5, 2012 – noon  Deadline to submit printed campaign material to CRO Tuesday, April 10, 2012 – 5:30pm  All Candidates’ meeting (Council Chamber – SE2)  Confirmation of candidacy  Candidates photo for promotional materials Wednesday April 11, 2012 - 6:00am to Friday April 20, 2012 – noon Campaigning  April 20 – 12:00pm  Remove all campaign materials and submit campaign budget and checklist to Chief Returning Officer (CRO) Tylan Fraser Friday April 13, 2012 – 9:00am – Friday April 20, 2012 - noon Voting week  Online voting available via my.bcits.ca Friday April 20, 2012  Voting closed and votes tallied at noon  Official declaration of BCITSA annual election results pending recounts or any unforeseen circumstances at approximately 2:00 pm in the BCITSA Council Chambers. Results will be posted on the website www.bcitsa.ca

3700 Willingdon Avenue, Burnaby BC, V5G 3H2 | Bus: 604.432.8600 Fax: 604.434.3809 | www.bcitsa.ca

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CHIEF RETURNING OFFICE CONTACT INFORMATION Tylan Fraser E-mail: vpsa@bcitsa.ca Office: 604-456-8162 Cell: 778-288-5136 All complaints must be placed in writing to the CRO via email.

ROLE OF THE CRO AND ELECTION COMMITTEE It is the role of the Election Committee to oversee the smooth operation of the BCIT Student Association annual election. The Election Committee is chaired by the Chief Returning Officer. Any decision of the committee is final and binding. The Election Committee is mandated to ensure that the election process invites the participation of the electorate, and ensures both fairness and transparency for each of the candidates.

CONFLICT OF INTEREST In general, a conflict of interest is a situation in which one individual occupies two positions or undertakes two functions which are in opposition to each other and which can cause that individual to act on the basis of divided or even conflicting situations, but also those where the conflict is potential, as well as those where a third party might perceive conflict. In the democratic context, these concepts can be applied by directing that anyone participating in the administration of an election should refrain from being a candidate or from openly favouring a candidate. Conversely, no candidate, person working for a candidate, or person openly favouring a candidate should be admitted to a position in the administration of the election where he or she has sole decision-making powers. NOTE: Excerpt taken from Elections Off the Shelf, 1998.

3700 Willingdon Avenue, Burnaby BC, V5G 3H2 | Bus: 604.432.8600 Fax: 604.434.3809 | www.bcitsa.ca

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ELECTED POSITIONS           

President Vice President, Administration & Finance Vice President, External Vice President, Student Affairs Vice President, Campus Life Chair of the School of Business Chair of the School of Health Sciences Chair of the School of Energy Chair of the School of Transportation, Construction & the Environment Chair of the School of Computing & Academic Studies Chair of Aerospace Technology Campus

CANDIDATES ELIGIBILITY Candidates must:    

Be members in good standing, with the BCITSA Be full-time students based on BCIT criteria Have a minimum of sixty-five per cent (65%) previous term standing GPA If from ATC, be full-time students within Level 1 or 2 of first term

GENERAL CAMPAIGN RULES 1.

Wednesday, April 11, 2012 at 6:00am until Friday, April 20, 2012 at noon is designated the candidates’ campaign period. No manner of campaigning shall be done before or after this period. All campaign posters around campus must be removed no later than Friday, April 20 at 5:30pm. Any materials found around campus after this date may be cause for disqualification by the CRO.

2. The use of lewd, indecent, or suggestive material, or the defamation of campaign materials — irrespective of the form they may take — is prohibited. In addition, no candidate may use food products of any kind in their campaign. Any candidate using such materials or acting in such a manner shall be disqualified upon the decision of the CRO and shall not be eligible to run for office in the BCITSA for the full academic year subsequent to the offense. 3. The BCITSA encourages candidates to use either recycled or reused paper for their campaign material. Printed materials must be submitted for approval by the CRO by April 5 at noon. Materials will be returned at All Candidates’ meeting on Tuesday, April 10. 4. Posters are only allowed on paper no larger than 11” X 17” and can only be posted on free public posting corkboards and unpainted concrete or tile surfaces. Masking tape is to be used on any non-corkboard surface. Posting on painted walls and surfaces is strictly

3700 Willingdon Avenue, Burnaby BC, V5G 3H2 | Bus: 604.432.8600 Fax: 604.434.3809 | www.bcitsa.ca

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prohibited. BCIT custodial services have authorization to remove any posters that are not on designated areas. 5. The maximum poster cluster allowed is four 8.5” X 11” posters. 6. If any candidate, campaign manager, or associated persons of a candidate is found to be removing, destroying, or covering over any other candidate’s campaign material, the candidate in question found committing these actions shall be disqualified upon the decision of the Election Committee. 7. Each candidate for office may obtain the services of a campaign manager. If a candidate chooses to work with a campaign manager, both candidate and campaign manager are jointly responsible for the campaign. 8. A candidate wishing to withdraw must do so no later than forty-eight (48) hours before the opening of the polls by tendering their withdrawal, in writing, personally, or through their campaign manager, to the CRO at the offices of the BCITSA. 9. Campaign speeches of a spontaneous nature may be made at any location either by the candidate or the campaign manager on their candidate’s behalf. No candidate may campaign within any office or operation of BCITSA. 10. The campaign expenses incurred by any one candidate must not exceed seventy-five (75) dollars. The use of club funds or BCITSA funds and / or resources is prohibited. All campaign expenditures are to be accounted and submitted to the CRO by April 20 at noon, along with the signed checklist form provided. 11. All candidates must be present at the all candidates’ meeting with their campaign manager scheduled for Tuesday, April 10 at 5:30pm. If a candidate does not attend the All Candidates’ meeting, he or she will be disqualified. 12. All elections inquiries are to be made directly to the CRO, Tylan Fraser, 604-456-8162 vpsa@bcitsa.ca. His office is located at BCITSA Main Office in SE2, Great Hall.

3700 Willingdon Avenue, Burnaby BC, V5G 3H2 | Bus: 604.432.8600 Fax: 604.434.3809 | www.bcitsa.ca

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CAMPAIGN MATERIALS The use of lewd, indecent, or suggestive material, or the defamation of campaign materials — irrespective of the form they may take — is prohibited. A candidate using such materials or acting in such a manner shall be disqualified upon the decision of the Election Committee and shall not be eligible to run for office in the BCITSA for the full academic year subsequent to the offense. The BCITSA encourages candidates to utilize either recycled or reused paper for their campaign material. All campaign materials must be taken down from all buildings by 5:30pm, Friday, April 20. Printed materials will be submitted to the CRO by Thursday, April 5, and returned at the All Candidates’ meeting on Tuesday, April 10. Candidates’ Write Up for The Link There will be a Link newspaper section that will include candidate profiles/platforms. This will be an opportunity for you share your campaign ideas with your fellow students. Submit your responses to the following questions. Responses must not exceed 75 words each. 1. Why are you seeking election? 2. What do you hope to achieve during your term in office? Your name and the position that you are running for will be listed, so don’t waste your words. Please be advised that the CRO or The Link will not edit for grammar, spelling, punctuation, or style. If a candidate writes more than 150 words in the commentary, it will be cut off midsentence. Your text should be submitted without any special formatting (bullets, underlining, all-caps, graphs, etc.) Please email information to the CRO no later than noon on Wednesday, April 4. No late submissions will be accepted. File format: Please submit your written material in .txt or .doc file format. Naming convention is

FirstNameLastName.doc (example: JaneSmith.doc) Your photo, which will be published beside your write-up in The Link newspaper, will be taken at the all candidates’ meeting on Tuesday, April 10.

3700 Willingdon Avenue, Burnaby BC, V5G 3H2 | Bus: 604.432.8600 Fax: 604.434.3809 | www.bcitsa.ca

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ELECTIONS CHECK LIST

           

I have read and understood all of the documents presented to me in the elections package. I am aware of the important dates for candidates. I have submitted my nomination form to the CRO by noon March 30. I have signed and submitted the Candidate’s Name form on March 30. I have signed and submitted the Confirmation of Candidacy form on March 30. I have read and understood the guidelines for the Link write-up. I have submitted my Link write-up to the CRO (via email) by noon on April 4. I have submitted my printed material to the CRO by noon on April 5 I attended the all candidates’ meeting April 10. On April 20, my campaigning ended at noon. On April 20, I submitted my budget to the CRO by 4:00pm On April 20, I participated in the poster tear down.

PLEASE SUBMIT THIS SIGNED CHECK LIST TO THE CRO ALONG WITH YOUR BUDGETARY INFORMATION ON APRIL 20 by 4:00 PM.

Candidate name

Candidate signature

CRO signature

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CAMPAIGN BUDGET Item Description Example: Photocopy 8.5 X 11 Posters

Price Quantity Total $0.10 100 $10.00

Total campaign budget NOTE   

All appropriate receipts must be attached to this document All campaign materials received in kind are to be valued at fair market value and included in your budget All campaign expenses are “out of pocket” and will not be reimbursed

PLEASE SUBMIT THIS SIGNED BUDGETARY INFORMATION TO THE CRO ALONG WITH YOUR CHECK LIST ON APRIL 20 by 4:00pm. Candidate name

Candidate signature

CRO signature

3700 Willingdon Avenue, Burnaby BC, V5G 3H2 | Bus: 604.432.8600 Fax: 604.434.3809 | www.bcitsa.ca

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CANDIDATE’S NAME The name appearing in the “CANDIDATE” space must be exactly as the candidate wishes it to appear on the ballot. A hyphenated surname must appear entirely in the space provided for surnames. Prefixes such as Mrs., Mr., Ms., Dr., etc. and suffixes such as titles, degrees, military decorations, or any other type of prefix or suffix, are not permitted. One or more of the given names of the candidate may be replaced by the nickname by which the candidate is publicly known (such as Kid, Shorty) in which case, the initial or initials of the candidate’s given name may accompany the nickname. A normal abbreviation of one or more of the candidate’s given names may be substituted for the given name (such as Meg, Andy, Bill).

TO BE COMPLETED BY CANDIDATE by March 30, 2012 TYPE OR PRINT IN BLOCK LETTERS Position Solicited:

Candidate: Family Name

Given Name

____________________________________ Signature of Candidate

________________________________ Signature of CRO

____________________________________ Date

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CONFIRMATION OF CANDIDACY Name of Candidate: ________________________________________________________ Student ID number: __________________________________________________________ Position Solicited:

_______________________________________________________________________________

Having been duly nominated and validated as a candidate in the upcoming election. I understand and accept the rules and have attended at least one information session with the CRO. I have received and read the current elections policies and procedures document approved by the BCITSA Student Council and BCITSA Student Executive. I understand that all publicity materials used in my campaign MUST be approved by the CRO or designate. I understand that all election-related materials used in my campaign are the responsibility of me and/or my campaign manager. I understand that I can be disqualified if my budget is not submitted to the CRO by 4:00 pm Friday April 20, 2012 and/or if I overspend my budget limit. I have received a list of all deadlines associated with the official campaign period. This form is to be signed and submitted by March 30, 2012.

____________________________________ Signature of Candidate

____________________________________________ Signature of Campaign Manager

____________________________________ Date ____________________________________ Signature of CRO

3700 Willingdon Avenue, Burnaby BC, V5G 3H2 | Bus: 604.432.8600 Fax: 604.434.3809 | www.bcitsa.ca

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BCITSA Elections Candidate Package 2012-2013  

BCITSA Elections Candidate Package 2012-2013

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