Candidate Handbook 2018

CANDIDATE HANDBOOK Everything you need to take a stand

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ABOUT YOUR STUDENTS’ UNION

CONTENTS About your Students’ Union

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Why should you stand?

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What roles can you stand for?

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Key Dates

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How to vote

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Mythbusters

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Writing a Manifesto

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Campaigning

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Rules and Guidance

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Printing 18 Notes

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Hertfordshire Students’ Union is a non-profit organisation led by students for students! We put students first and are proud to be led by your Elected Officers and student leaders.

Our annual elections are fundamental in making sure students’ voices are heard.

So this is your opportunity to elect students to represent, act, and speak on your behalf!

We listen to what you want and that is why we run Hertfordshire’s top nightclub, The Forum Hertfordshire, to bring you the best in live music and events. Plus, we give you access to societies, volunteering, RAG and events!

In this handbook you will find everything you need to guide you through standing in the elections. If you have any questions about being a candidate, feel free to drop in to the SU office to talk to us!

As a Students’ Union, we represent you academically by listening to your opinions and ensuring that your voice is heard by decision makers in the University, community and government. We also provide an impartial, confidential and free Advice and Support Service including academic, housing and money advice.

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WHY SHOULD

WHAT DO THE FULL TIME

POSITIONS INVOLVE? PRESIDENT

STAND? DO YOU WANT TO… • Lead the Students’ Union?

• Represent students within the Union, university, and wider community and campaign for positive change?

• Deliver services for students?

• Be responsible for the strategic direction of the Union?

• Gain fantastic employability skills?

Then a full-time or part-time role could be for you! Being a full-time elected officer would allow you to do these things and more!

These roles are full-time, paid jobs with an elected term of one year.

All full-time Elected Officers are trustees and directors of the Students’ Union.

This means you will sit on the Board of Trustees and oversee the strategic direction, finances and governance of the Union.

You will represent students on various committees and boards within the University, and no day will ever be the same!

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The President leads the work of the officer team and represents students to the University and wider community.

You will also be held accountable to your role by fellow students at our Student Council – the most important gathering of students at the University of Hertfordshire.

In this role you will meet regularly with senior University management and community leaders, being the lead officer for democratic and governance structures as well as for campaigns and change. You will have the opportunity to meet with, and lobby, the University’s Chancellor, local MPs, and influential figures in the University sector and will also oversee the work of the Officer team, Chair the Trustee Board and sit on the University’s governing board.

Part-time roles are a fantastic opportunity to change things for the better for students around you, and gain invaluable experience in campaigning, project management, and a host of other skills. All of these roles are voluntary and flexible, fitting around your study schedule.

WHAT ROLES CAN YOU STAND FOR? FULL TIME POSITIONS

PART TIME POSITIONS

President

Student Trustees x 3

Vice Pre Education

School Officers x 10

VP Activities

College Officers x 4

VP Community

Post-Graduate Research Students’ Officer x 1

VP Services (VP = Vice President)

Could you le ad the Elected Officer team and be the v oice of students ?

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VICE PRESIDENT ACTIVITIES

VICE PRESIDENT SERVICES DO YOU HAVE IDEAS ON HOW TO IMPROVE THE FORUM, ELEHOUSE AND THE SHOP? The Vice President Services shapes the work of the Students’ Union and University services.

In this role you lead the development of the Union’s student and commercial services including The Forum, EleHouse and the shop, ensuring students are an active partner in developing these areas.

You will also meet regularly with senior University staff and subsidiary companies on service-based issues, like UNO bus, and ensure students are considered in shaping the Union’s accounts and finances.

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LOVE SOCIETIES, SPORTS OR VOLUNTEERING? HELP STUDENTS ORGANISE EXCITING EVENTS!

VICE PRESIDENT EDUCATION COULD YOU REPRESENT STUDENTS’ VIEWS AND SUPPORT THEIR EMPLOYABILITY? The Vice President Education lobbies for a great academic experience at the University.

In this role, you will work to improve and continually develop the academic life of the University through working with Student Reps and others to ensure that students are partners in their education. You will support employability throughout the University to ensure students leave with a great degree and are employable. Additionally, you will champion a culture where students’ feedback is engaged with and used to continually develop the University.

The Vice President Activities oversees student opportunities for fun and development, making sure you get the most out of your time at University.

In this role you will head up our recreational and development activities such as societies, volunteering, RAG and media. You will be the lead officer in development of sport and social activity on campus and the champion of student groups and extra-curricular activity.

VICE PRESIDENT COMMUNITY PASSIONATE ABOUT STUDENT WELFARE AND SOCIAL RESPONSIBILITY? The Vice President Community works with on and off-campus partners with the goal of developing a community of students at the University of Hertfordshire.

In this role, you will be the lead officer for welfare, working with organisations on and off campus to ensure that students are able to access the support and guidance that they need. You will be a champion for citizenship and social responsibly amongst our students, and ensure students’ interests are represented off-campus as well as on.

Full-time elected officers will officially take up office on 1st June 2018.

There will be a week of handover between 2017/18 and 2018/19 elected officers between 28th May and 1st June 2018. You will need to be available for these dates

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WHAT DO THE PART TIME

POSITIONS INVOLVE? To run for a part-time position you must have plans to study at the University of Hertfordshire for the coming year. Here are the positions available.

STUDENT TRUSTEES X 3 Our Trustee Board oversees the strategic direction, finances and governance of the Students’ Union, ensuring that we act within the law and are secure and stable for the future. Student Trustees play a vital role in ensuring that everything that the Union undertakes is in the best interests of students.

SCHOOL OFFICERS X 10 School Officers represent their Schools and head up the Student Reps for their School, liaising with key academic staff.

There will be an officer for each School: Creative Arts, Education, Health and Social Work, Business, Computer Science, Engineering and Technology, Humanities, Law, Life and Medical Sciences & Physics, Astronomy and Mathematics.

COLLEGE OFFICERS X 4 The College Officers represent the needs and views of higher education students at their College to Student Council and make sure the Union can effectively represent their academic needs to the University.

There will be an Officer for each College: Hertford Regional College, North Hertfordshire College, Oaklands College & West Herts College.

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POST-GRADUATE RESEARCH STUDENTS’ OFFICER X 1 The Post-Graduate Research Students’ Officer represents all research students at the University, including those at the Doctoral College. They will feed back to Student Council on issues affecting research students and ensure that the Union's services reflect the needs of researchers.

WHAT IS A TRUSTEE? As Hertfordshire Students’ Union is a registered charity, we have a Trustee Board that ensures we have the necessary financial and structural stability to carry out our aims effectively. All five Full-time Officer positions will become Trustees of the Students’ Union, alongside the three successful Student Trustee candidates. We also have four External Trustees who are already appointed and in post. On a practical level this means you need to be able to make major decisions on legal and financial issues and ensure that we are delivering on our strategy of putting students at the University of Hertfordshire first.

It is important that you are aware of the legal responsibilities of being a Trustee before you stand for election. We will give you comprehensive training on how to be a Trustee if you are successfully elected, and we will be providing a full briefing on this at our Candidate Information Sessions, but in the meantime, if you have any questions about the legal responsibilities of being a Trustee please come to see us in person (ask for Shelby, Rebecca or Phil at the College Lane SU Reception) or email us on elections@hertfordshire.su.

19th Feb Nominations open: Monday 19th February, 9am

Key Dates Candidate Information Sessions:

Tuesday 20th February, 5pm Thursday 22nd February, 5pm Monday 26th February, 5pm Wednesday 28th February, 5pm

Please check hertfordshire.su/elections for updates on locations

2nd Mar

8th Mar

8th Mar

Nominations close: Friday 2nd March, 12pm

Manifesto Deadline: Thursday 8th March, 5pm

Candidate Information Session: Thursday 8th March, 5pm

Campaigning begins: At the end of the Candidate Information Session

9th Mar

16th Mar

Voting opens: Friday 9th March, 12pm

Voting closes: Friday 16th March, 2pm

16th Mar

16th Mar

Expenses Deadline: Friday 16th March, 3pm

Results announced: Friday 16th March, 6pm

Handover period (full-time elected officers): Monday 28th May – Friday 1st June

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HOW 1. We use the transferable voting system, which allows students to list candidates in order of preference. This means that they not only vote for their favourite candidate, but also for their second and third favourites, etc. Students place a ‘1’ by their preferred candidate, a ‘2’ by their second, and so on.

2. For every position we always include ‘Re-open Nominations’, or ‘RON’. This gives students the chance to vote to re-open the nominations should they believe that no candidate on the ballot sheet fits the role.

3. Therefore a sample ballot paper might look like this:

Mythbusters MYTH I’ve never been involved in the SU so I shouldn’t stand.

TRUTH Candidate A

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Candidate B Candidate C

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RON

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Download at hertfordshire.su/ representation/elections/documents

Complaints Sometimes Elections don’t always run smoothly. If you believe that rules have been broken and you wish to make a complaint, please email elections@hertfordshire.su or visit the office to speak to a staff member.

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MYTH

Any student at all can stand. Being an Officer is your chance to have an impact not just on the SU but on the University and wider community too.

Elections are a popularity contest and students won’t vote for me.

MYTH

Students vote for who they think they can trust. If you don’t know everybody (and nobody does!) then you can convince them through your campaigning and policies.

I want a real job, so I can’t stand.

TRUTH Full-time Elected Officer positions are paid at £22,214 for the year. Your responsibilities include being a Director and Executive Trustee of the Union, managing a portfolio, and a number of career-related experiences that will look great on your CV.

TRUTH

MYTH I’m graduating next year, so I can’t stand.

TRUTH All students currently registered at the University of Hertfordshire can stand. You will either take a year out of your studies, or take on the role after graduation if you are in your final year.

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Writing a Manifesto

1. Think about the issues that you’d like to change in the University, your School, or the wider community. Have a chat with your friends or course mates.

What are big issues on campus?

2. Pick three or four issues that strike a chord with other students and are most achievable. What would you do to resolve these issues? These are your policies.

Your manifesto is your vision for the Union and your pledges for your time as an Elected Officer. From this, students can see whether what you are promising will be right for them, and why they should vote for you.

Your manifesto will be listed on our website for students to read before voting, so make sure it looks exciting! Keep your points clear and make students want to read it.

3. Who are you? Why should students trust you as their representative?

Tell voters about yourself!

You can upload your manifesto on our elections hub at hertfordshire.su/elections. The deadline for this is Thursday 8th March at 5pm.

Still have questions? Come along to one of our Candidate Information Sessions for more information!

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Jot down your ideas here:

CAMPAIGNING The key to a successful election is a strong campaign.

Here are our top tips for campaigning: 1. Think outside the box! Every candidate will have printed posters and leaflets, but what else could you create to stand out from the crowd? Go big and bold and voters won’t miss you.

3. Plan your time well in advance.

Campaigning shouldn’t take over your life and definitely shouldn’t stop you attending lectures! Ask your team or friends to help if you can’t make an event.

4. Check that students know how to vote.

Don’t forget that you’re asking students to vote for you as their first preference, or if not, then their second preference.

2. Talk to students. Voters want to know who you are and what you stand for.

Don’t sound like a robot when you’re discussing your policies – take the time to have a proper chat.

Voting will take place online at www.hertfordshire.su/vote

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Regulations These rules are fundamental in ensuring the elections are free and fair. A breach of these rules could result in sanction up to and including disqualification.

1. If you are yet to complete your studies, and successfully elected to a full time sabbatical position you will be required to suspend your studies. Further details about suspending your studies can be found on AskHerts. You are required to organise and cover the cost of any visas required to undertake this role. Candidates for voluntary positions must ensure that they comply with their visa restrictions and should not exceed their maximum hours. Students on a Tier 4 visa should talk to an International Student Adviser in the Student Centre to discuss the effect on your visa and ask any visa related questions.

2. Candidates are only permitted to print materials from the University’s Document Services Department. No other print services are permitted to be used including from the Students’ Union and the Learning Resources Centres. A record of printing must be included on the candidates expenses form.

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3. You should not undertake campaigning activity which is not reasonably accessible to other candidates, including the use of mailing lists and social media accounts.

4. You must not campaign in the Students’ Union offices or meetings. This includes the Student Media Suite. You must not incorporate Students’ Union branding into campaign materials EXCEPT the elections strip which can be included, unaltered, on all materials.

5. You must take reasonable steps to ensure your supporters’ actions comply with campaign rules at all times and must be able to demonstrate this in the event of a complaint against them.

6. You may only alter, move or remove your own campaign materials.

7. You must allow voters to cast their ballot freely and must not communicate with voters in any way once they have begun to complete their ballot.

8. You are required to attend the Candidates’ Briefing and other information meetings during the course of elections. You must inform the Deputy Returning Officer before the start of the meeting if you are unable to attend for any reason. You must adhere to the election timeline.

9. You should respect students’ personal space; for example, you should not disturb students who are studying in the Learning Resource Centres or eating in University restaurants.

10. You should only display artwork in designated spaces. Art work placed in other areas is at the candidates own risk and will not be replaced or refunded if it is removed, damaged or altered. You must be mindful not to damage property or surfaces when displaying materials.

11. You are not permitted to pool resources or form slates. This includes not having common campaign materials or campaigning for the election of other candidates.

12. You can only be nominated for one position with the exception of NUS Conference Delegate which you can stand for in addition to any other position.

As a candidate, you will be reimbursed for legitimate campaign expenses up to a maximum of: • £50 for candidates running for full time positions.

• £25 for candidates running for NUS Conference Delegate, Student Trustee and Part Time Officers.

Be careful not to exceed your budget!

Please note that you will not receive additional budget if you choose to stand for NUS Conference Delegate in addition to another position.

13. If you work for the Students’ Union or the University as casual staff, you may stand or campaign in the election except when they are at work. You must not wear uniform or branded clothing provided to them for work purposes to campaign.

Other branded clothing is allowed.

14. If you are a non-casual University staff member registered as a student and wish to get involved in the elections, we advise you to seek advice of the Dean of Students and Deputy Returning Officer before standing. Students’ Union and University staff must not influence the outcome of the elections.

15. The use of Helium balloons are strictly prohibited in the Forum.

Budget You must submit a completed expenses form, including all receipts, to either of the Hertfordshire Students’ Union receptions on College Lane (in the Hutton Hub) or de Havilland (next to the Weston Auditorium) no later than one hour after the close of voting. If no money is spent during the campaign, this must be made clear on the form. Items freely and readily available to all campaigners can be used without inclusion on the expenses form.

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Printing

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Notes

All printing for this year’s elections must be done through the University’s Document Services team. They are able to print a full range of sizes and finishes giving candidates the opportunity to be creative with their printing choices.

To access this, you must visit Document Services with any items you want printed on a memory drive in pdf format. You can check out the candidate hub on hertfordshire.su/elections for information on print sizes.

The Document Services aim to provide a while you wait service, however at peak times this may not be possible and it’s important to factor this in when planning your time.

To make things easier for candidates, you will not have to pay up front for printing however you must still include this on your expenses form as it must be factored into your budget.

You must not use any other printing service for any elections materials – this includes personal printers, LRC, SU Print Services and PrintApp Free Printers.

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Have a question?

Drop into our office at the Hutton Hub, email elections@hertfordshire.su or visit hertfordshire.su/elections

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