Candidate Hanbook (Re-open Nominations)

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Welcome Election Dates Support Available Candidate Checklist Nomination Forms Candidate Publicity Your manifesto Slates Candidate Meeting Student Media Candidate Speeches and Debates Campaign Budget Election Jargon Buster Available Positions Student Council Student Representative and Part-Time Officers All Representative and Part-Time Officer Responsibilities Mile End Positions Barts and The London Positions

Voting Bye-Law: Elections Elections Complaint Form Contact Information

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Dear Potential Candidate, Thank you for expressing an interest in standing in this election. The Candidate Handbook is full of useful information that will help you in deciding what position is right for you as well what you need to do. You must read all of the information in this pack – it will help you run a better campaign.

At the back of the candidate handbook you will find the Election Bye-Law (rules), please make sure you read these in full!

We hope you make the decision to be a candidate, campaigning can be hard work but lots of fun and very rewarding.

Good Luck!

Queen Mary Students’ Union

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Re-open Nominations Open

10am 3 February

Re-open Nominations Close

4pm 7 February

Candidate meeting

6pm 7 February

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(Blomeley Centre, Mile End)

Whitechapel Speeches

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6pm 8 February (Milton Lecture Theatre, Garrod Building, Whitechapel)

Mile End Debate

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6pm 9 February (Ground Café) th

Voting opens

10am 10 February

Voting closes

4pm 16 February

Results Party*

7:30pm 16 February

*An alcohol free space will be made available

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This year’s Executive Officers include the President and four Vice Presidents. You can email them with questions or to arrange a meeting to find out more about the Students’ Union, what it’s like to be an elected Officer or Trustee and what would be expected of you. They have all run in elections and won them. There contact details are below: Title President Vice-Presidents

Name Sophie Richardson Oscar Williamson George Ryan Dominic Bell Sam Creighton

Contact president@qmsu.org vpwelfare@qmsu.org vpassociation@qmsu.org vpactivities@qmsu.org vpcommunicatios@qmsu.org

We appreciate that running in an election can be a daunting task, so to ensure that you have the opportunity to find out about the process, how to write a manifesto and some top tips on campaigning before the close of the nomination period we will be running training sessions.

All training will take place in the Blomeley Centre, Feilden House, Mile End. The following training dates and times are available: th

6 February

1pm - 2.30pm

For more information on the training please email tom.sutton@qmsu.org.

If you have questions that have not been answered in the Candidate Handbook please contact the Student Voice and Development Manager at elections@qmsu.org.

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Pick up a nomination form and candidate’s information pack.

Read Election Bye-Law (page 36).

Attend election training.

Hand in completed nomination form (see below) Hand in (hardcopy) and email a copy of your manifesto (.pdf).

Hand in (hardcopy) and email a 150 word statement (word .doc).

Email a good quality photo (.jpg).

Submit all publication requirements.

If running you are running in a slate submit a slate form.

Ask any questions to elections@qmsu.org.

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Attend Candidate’s Meeting 6pm 7 February in the Blomeley Centre, Mile End

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Brief your campaign helpers about the election regulations.

Start campaigning.

Attend speeches (give a speech and answer questions).

Campaign on voting days.

Attend announcement of results.

Ask any questions to elections@qmsu.org.

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You can download a Nomination from www.qmsu.org/elections ALL NOMINATION FORMS AND REQUIRED PUBLICITY MUST BE th HANDED IN BY 4PM 7 FEBRUARY. Nomination forms can be: Handed in to the Students’ Union, Blomeley Centre, Fielden House, Mile End or; Emailed to elections@qmsu.org from the Candidate’s College email account.

You will be provided with a receipt upon submission.

UNDER NO CIRCUMSTANCES WILL NOMINATIONS BE ACCEPTED AFTER THE DEADLINE.

All of the following has to be submitted before the close of nominations.

Electronic submissions need to go to elections@qmsu.org and hardcopy submissions need to go to the Blomeley Centre, Feilden House, Mile End

Photo of you

This needs to be a good quality electronic photo as a jpeg.

Manifesto

Submit a manifesto that does not exceed one A4 page of text as an electronic pdf and in hardcopy. This can be designed and in colour; we suggest it includes a photo of you. This will go online and on display.

Statement

Submit a 150 word statement electronically (word format) and in hard copy which will be emailed out and used in Qmessenger. You cannot exceed the word limit.

IF ANY OF THE ABOVE ARE NOT SUBMITTED A BLANK SPACE WILL BE LEFT

A manifesto is no more than a page of A4 page outlining a bit about yourself, why you are standing and what your aims and plans will be if you get elected.

Your manifesto can be in colour or black and white and must be emailed as a .pdf file to elections@qmsu.org and submitted in hard copy to the th Blomeley Centre, Mile End before 4pm 7 February.

A good manifesto should include: Your Name The name you submitted on your nomination form will be one the one that will appear on the ballot paper and so it should be the same on your manifesto.

The Position you are running for State the full name of the position you are standing for: e.g. Vice President Education, International Representative (Welfare - Mile End) or NUS Delegate.

Who you are Include a few sentences about yourself: Where you come from; your course and year of study; any skills, abilities or experience you have that may be relevant.

What you propose to do if you get elected Your manifesto should largely consist of what you propose to do if you win the election. Use the full list of responsibilities of the position found later in this booklet to help you.

You are not allowed to: Use the College, QMSU or affiliated logos or the brand of the election.

This is not allowed in the election rules. This is to avoid the misuse of corporate images and a look of official endorsement.

Damage Queen Mary, University of London’s or the Union’s reputation Portraying QM or the Union in a negative light will not necessarily help you get elected.

Get your manifesto designed for free by a private company All through the election you are not to give yourself an unfair advantage over the other candidates. If a private company designs your manifesto for free that service must be able to be used by other election candidates. If you pay, it has to come out of your campaigns budget.

Groups of candidates may run together so that each candidate can campaign for themselves and the other members at the same time, this is called being part of a ‘slate’. Candidates in a slate share a common group title which will appear on the ballot.

There are numerous benefits of being part of a slate, as you are allowed to share publicity and campaign for each other, however to ensure a level playing field the candidate budget is reduced for every additional candidate. If you are running as a slate you need to fill in a slate nomination form at the time of nominating. A slate cannot have more than one candidate for each position.

For more information on budgets please see the appropriate section.

All candidates are required to attend the candidate meeting where they will find out further information regarding the elections. This will take place: th

6pm 7 February in the Blomeley Centre, Mile End After the candidate meeting all candidates will be expected to do a short speech to a camera about what you plan to do if elected. Candidates will get between 30-60 seconds. This video will be made available on www.qmsu.org.

QMedia will be providing some coverage of the elections; they may contact you at some point during the election process. It is the decision of the individual candidate if they want to appear in the Student Media.

An evening candidate speech or debate will be held on each campus on the below dates. More information will be provided at the candidate meeting.

Whitechapel Speeches

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6pm 8 February (Milton Lecture Theatre, Garrod Building, Whitechapel)

Mile End Debate

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6pm 9 February (Ground Café)

A maximum budget has been set to provide a level playing field among candidates. A form will be provided at the Candidates Meeting for candidates to record their expenses and submit with all receipts. This form has to be submitted before the end of voting.

Please note no money will be reimbursed by the Students’ Union.

Candidates who are part of a slate will have the budget reduced for every additional candidate. To see what budget you will have please see below: Number of Candidates 1 2 on a slate 3 on a slate 4 on a slate 4 or more on a slate

Maximum Budget £50 £75 £87.50 £100 £100 plus £12.50 for every additional candidate

QMSU (Queen Mary Students’ Union): Represents students to the College and provides services and activities for students.

BLSA (Barts & The London Student Association): BLSA represents the needs of the medical and dentist students and provides activities, venues, entertainments and services to them.

Barts and The London Notes a position that only students studying in The Barts and The London School of Medicine and Dentistry can run and vote for.

Trustee Board The Trustee Board meets approx 4 times per year (plus induction and training days). The most important element of the Trustee Board is to ensure that procedures and regulations of the students’ union’s activities are in place and robust. The Trustees have ultimate liability for QMSU. Term of Office This is how long your position will last for. You will start your position st st on the 1 August 2012 until 31 July 2013 (with training in July 2011).

Election Bye-Law These are the set of rules which state what candidates can and cannot do when running in the election.

Nominations This is the period in which students can declare their interest in running for a position.

Manifesto This states what your policies and proposals are and how you would like to take the Union forward. It must be one-side of A4.

Candidates Once you submit a nomination form you are referred to as a candidate.

Campaigning This is what you do to encourage people to vote for you. You cannot start campaigning until after nominations have closed.

Returning Officer This is the person who makes sure the election is run fairly and will deal with any disputes and anyone who breaks the election rules.

Sabbatical Trustee Also known as an Executive Officer. This is an elected full time paid Officer of QMSU. Executive Officer Also known as a Sabbatical Trustee. This is an elected full time paid Officer of QMSU.

Mile End positions Postgraduate Taught Representative (Mile End) Barts and The London positions Postgraduate Research Representative (Barts and The London) International Representative (Barts and The London) Societies Officer (Barts and The London) Campaigns Officer (Barts and The London) Student Representatives and Part-time Officers are split by zones, to see which zones the officer’s fall in please see the next page.

The nominations for the following positions will open in September 2012: First Year Representative (Mile End) First Year Representative (Barts and The London)

Student Council consists of 37 positions, 18 from Mile End, 18 from Whitechapel and a Chair of Union Council. Student Council is then split into three zones of activity, called the ‘Education Zone’, the ‘Welfare Zone’ and then the ‘Part-time Officers’.

All Student Representative and Part-time Officer positions are voluntary roles.

Members that stand for Student Representative or Part-time of positions must be members for the full term of office.

Members standing for a Student Representative position must be a part of the demographic of whose interest they would represent if elected from the start of the term of office, in the case of the following positions the candidate must self-define to be part of that demographic: The LGBT Representative (Mile End) The Multi-Cultural Representative (Mile end) The Students with Disabilities Representative (Mile End) The Womens Representative (Mile End) The LGBT Representative (Barts and the London) The Multi-Cultural Representative (Barts and The London)

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Student Representatives and Part-time Officers shall hold office from 1 st August in the year in which they are elected to 31 July in the following year.

No person may hold more than one Student Representative or Part-time Officer position at any one time.

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An away weekend will be planned for 1 – 2 September. This is a training and team building weekend for all Executive Officers, Student Representative and Part-time Officers. You are expected to be available to attend.

All Student Representatives and Part-time Officers shall: (i) (ii) (iii) (iv) (v) (vi)

(vii)

Represent the views of the Union’s members and seek the views and opinions of the membership.

Be bound by the policies of the Union and decisions taken by Student Council.

Promote the services and activities of the Union, uphold the Union’s good name and attend and assist at Union or participating events.

Attend relevant training.

Work with Union staff to produce an action plan of aims and objectives.

Be accountable to the membership through the Union’s democratic structures and be required to present a report on work carried out to each meeting of Student Council.

Undertake additional responsibilities assigned by Student Council.

The following are for students who are predominantly based on the Mile End campus for their studies.

The Postgraduate Taught Representative (Mile End) shall: (i) (ii) (iii)

(iv)

Seek feedback from and represent the interests of Mile End postgraduate taught students on academic issues.

Support the Vice President Education in their duties and responsibilities.

Engage with the Queen Mary, University of London and other relevant organisations to achieve improvements in the academic experience for Mile End postgraduate taught students.

Encourage more Mile End postgraduate taught students to participate and engage with the Union.

The following are positions for students studying in the Barts and The London School of Medicine and Dentistry.

The Postgraduate Research Representative (Barts and The London) shall: (i) (ii) (iii)

(iv)

Seek feedback from and represent the interests of Barts and The London postgraduate research students.

Support the Vice President Education in their duties and responsibilities.

Engage with the Queen Mary, University of London and other relevant organisations to achieve improvements in the academic experience for Barts and The London postgraduate research students.

Encourage more Barts and The London postgraduate research students to participate and engage with the Union.

The International Representative (Barts and The London) shall: (i)

(ii) (iii)

(iv) (v)

(vi)

Seek feedback from and represent the interests of international students in the School of Medicine and Dentistry on academic and welfare issues.

Support the Vice President Education and Vice President Welfare in their duties and responsibilities.

Engage with the Queen Mary, University of London and other relevant organisations to achieve improvements in the academic and welfare experience for international students studying in the School of Medicine and Dentistry.

Encourage more Barts and The London international students to participate and engage with the Union.

Convene and co-ordinate with the International Representative (Mile End - Education) and International Representative (Mile End Welfare) the Union’s International Students Campaign Group.

Liaise with the members of the relevant clubs, societies and student groups.

The Campaigns Officer (Barts and The London) shall: (i)

(ii)

Organise and plan campaigns to achieve positive change for Barts and The London students in their education and broader student experience.

Represent the interests of Barts and The London women students and Barts and The London students with disabilities and be their

(iii)

voice on the issues they face as women students and students with disabilities.

Facilitate Womens and Student with Disabilities Campaigns.

The Societies Officer (Barts and The London) shall: (i)

(ii) (iii)

(iv) (v)

(vi) (vii)

Represent the interests of Barts and The London societies and student groups and be the voice of Barts and The London society and student group members.

Convene and co-ordinate with the Societies Officer (Mile End) the Union’s Societies and Student Groups Advisory Board.

Assist relevant members of Union staff with events, training and general support for Barts and The London societies and student groups.

Encourage and aid Union communication with Barts and The London societies and student groups.

Be the student face of Barts and The London societies and student groups and accessible to students with society or student group inquiries.

Actively work to develop Barts and The London societies and student groups.

Fulfil additional duties as outlined in the Bye-Laws.

All current QM students will be eligible to vote by clicking on a link sent in an email to their QM email account on the first day of voting. All they need to do is follow the email’s instructions. Alternatively they can vote by going directly to www.qmsu.org/elections.

As a candidate you should vote as early as you can so you have a clear idea of how the online system works.

The voting system the Union uses is called the Single Transferable Vote (STV).

Voters are asked to rank the candidates in order of preference. That means: Marking 1 next to candidate they most wish to be elected.

Marking 2 next to their second most preferred candidate.

Marking 3 next to their third preference, and so on until there are no candidates left.

Voters may express as many preferences or as few preferences as they wish, but cannot mark more than one candidate with the same number.

To win candidates must poll above 50% of the votes, either by totalling more than half of the first preferences or by redistribution of votes (see example on the next page)

All elections will include RON or Re-open Nominations option, which will allow voters to choose none of the candidates and for the election process to restart.

1.

Introduction and definitions Queen Mary Students’ Union is committed to the running of fair and transparent elections. The following Bye Law provides the rules and regulations for the governance of all elections run by QMSU for the positions of Sabbatical Trustees, Student Trustees and Part Time Student Officers.

1.1

Candidate A “candidate” means a Member who is standing for election to a position.

1.1.1

No candidate should seek support from an external body or person who is not a full member of the Union.

1.1.2

Groups of candidates may run together so that each candidate can campaign for themselves and the other members at the same time, this is called being part of a ‘slate’. Candidates in a slate share a common group title which will appear on the ballot.

1.2

Supporter A “supporter” means any person, whether a Member or not, who supports a candidate in his/her election campaign.

The term “supporter” is deemed, for these purposes, to be the same as “campaigner”.

1.2.1

The actions of a “supporter” are directly attributable to the candidate and the candidate will take full responsibility for their actions.

1.2.2

The Returning Officer shall be the sole judge of whether someone should be regarded as a supporter of a candidate.

1.3

Voter A “voter” means any person who has cast their own votes in the election and has not “supported” beyond that.

1.4

Election Official

An “election official” includes the Returning Officer, Deputy Returning Officer, Student Voice and Development Manager and any other person nominated by the Returning Officer to be an election official.

2.

The Returning Officer and Deputy Returning Officer The Board of Trustees is responsible for the appointment of the Returning Officer and the Deputy Returning Officer, and may also dismiss them, in accordance with procedures set out in section 7.

2.1

The Returning Officer for Union elections will normally be a relevant member of staff from the National Union of Students (NUS). If, for any reason, that post holder declines the appointment or is deemed unsuitable, the Student Council will recommend an alternative for appointment by the Board of Trustees, the alternative normally being a staff member of another Students’ Union experienced in the running of elections.

2.2

The Deputy Returning Officer for Union elections will normally be a member of Students’ Union Staff. If for any reason, that post holder declines the appointment or is deemed unsuitable; the Student Council will recommend an alternative for appointment by the Board of Trustees.

2.3

Neither the Returning Officer nor the Deputy Returning Officer may be full members of QMSU.

2.4

If the Returning Officer is temporarily unavailable the Deputy Returning Officer may assume the role for an interim period. If the Returning Officer resigns from the post or becomes unavailable for other reasons the Student Council will recommend an alternative to the Board of Trustees, in line with section 2.1 above.

2.5

The Returning Officer is responsible for the good conduct and management of the elections, in accordance with all relevant legislation, the Memorandum and Articles of Association and these Bye Laws. S/he has the final responsibility for the interpretation and implementation of the Election Regulations in this Bye Law. Specifically, s/he shall:   

Manage the elections fairly, properly and impartially; Instruct, oversee and support the Deputy Returning Officer and election administration staff; Determine the admissibility or otherwise of election publicity;

 

Investigate and rule on complaints in accordance with the procedures in section 7; and Submit an annual report to the Board of Trustees and the College Council after the conclusion of elections each year.

3.

Notice, Nominations and By-elections

3.1

Notice Nominations for any election, other than a by-election, shall be open for at least 10 working days.

3.1.1

There must be a least three working days from the close of nominations to the opening of polling.

3.2

Nominations All nominees must be Full Members of the Union

3.2.1

No Member may stand for more than one position in the same election except for the position of NUS Delegate.

3.2.2

All nominations shall be submitted using an accessible process declared by the Returning Officer.

3.2.3

The nomination must include the name and student number of the nominee

3.2.4

All candidates must have their nomination forms endorsed by a Proposer and a Seconder who are Full Members of the Union.

3.2.5

A receipt, to confirm the submission, must be issued by the member of staff who has received the nomination form.

3.2.6

Any full member nominating a candidate may only nominate one candidate for each position.

3.2.7

If no nominations are received for a position by the close of nominations, nominations will be reopened for that position for three working days at the discretion of the Returning Officer. In this event the period between the close of the reopened nominations and start of voting is only required to be one working day,

3.2.8

A Candidates Meeting must be held following the close of nominations at a time specified by the Returning Officer. At this meeting the Returning Officer will provide a campaign rules briefing and other relevant guidelines for those involved.

3.2.9

A list of confirmed candidates shall be posted on the Union website by the Student Voice and Development Manager within 24 hours of the Candidates Meeting.

3.3

Nominations Pack and Candidate Handbook The Student Voice and Development Manager shall produce a Candidate Handbook and Nomination Pack outlining all the relevant information relating to the election. These will be made available in print and on the Union website. These shall be made available to Members by the official opening of the nominations.

3.4

Manifestos It is recommended that all candidates submit a manifesto. Candidates should also submit a text version of their manifesto for accessibility purposes. All manifestos must be submitted in accordance with the guidelines in the Candidate Handbook by the close of nominations and they will be displayed on the Union website.

3.4.1

All candidates in all elections must submit a written statement in accordance with the guidelines in the Candidate Handbook outlining why they are standing, their election wishes and pledges and any other relevant information. These must be submitted by close of nominations for that election.

3.5

Nicknames Candidates may campaign under the guise of a chosen nickname, so long as it is used in addition to their first identity and surname and is in accordance with the guidelines in the Candidate Handbook.

3.5.1

Such nicknames may be published on the ballot paper, so long as the full name of the candidate also appears.

3.5.2

Confirmation of nicknames shall be submitted to the Returning Officer or his/her nominee by the close of nominations. The Returning Officer may, at his/her sole discretion, withhold the right to the use of a specific nickname.

3.6

By-Elections By-elections will be held to fill any vacant posts following an election.

3.6.1

Nominations for a by-election shall be open for at least five working days.

3.6.2

There must be a least three working days from the close of nominations to the opening of polling.

4.

Candidate Meeting, Question Time and QMSU Student Media

4.1

Candidate Meeting A Candidate Meeting shall be held after the close of nominations at a time and place to be determined by the Returning Officer.

4.2

The date and time of the Candidate Meeting shall be advertised in the Candidate Handbook.

4.3

The Returning Officer or his/her nominee will outline the rules governing the elections.

4.4

Candidates should attend the Candidates Meeting. If the candidate cannot attend the meeting they can send a nominee on their behalf who is a full member of the Union. If a candidate fails to attend the candidates meeting they will still be held responsible for their actions in accordance with the rules that were outlined in the Candidates Meeting and the Candidate Handbook.

4.5

Question Time Candidates are requested but not required to attend Question Time to give speeches on their manifesto pledges and to take questions from members.

4.5.1

A Chairperson shall be appointed by Returning Officer to Chair Question Time.

4.5.2

The Chairperson shall indicate that Re-Open Nominations, RON, (by voting for RON students are voting against all subsequent candidates) is a candidate in the election.

4.5.3

Candidates should inform the Returning Officer (in writing via the Student Voice and Development Manager) if they are unable to attend, stating their reasons for non-attendance before the beginning of the event.

4.5.3

The Candidate may appoint a nominee to speak on their behalf if they are not present. The nominee cannot be a candidate for any other position in the election and must be a Full Member of the Union. The Returning Officer must be notified of this prior to Question Time.

4.5.4

Only Full Members of the Union are allowed to ask questions at a Question Time event.

4.6

QMSU Student Media Student Media funded and supported by QMSU may choose to promote the elections. In this case the media will ensure fair coverage of all candidates in an individual position. It is the decision of the individual candidate if they wish to appear in the student media.

5.

Campaigning and Publicity

5.1

Campaigning Candidates are strongly encouraged to campaign during the elections.

5.1.2

Candidates may not campaign for election until after the Candidate’s Meeting.

5.1.3

Candidates must take reasonable steps to ensure that the actions of their supporters comply with the Election Bye-Laws at all times and must be able to demonstrate this in the event of a complaint against them.

5.1.4

Candidates must not prevent free and easy access to and within the Union and College buildings when campaigning.

5.1.5

During polling there shall be no campaigning or campaign material within the polling station areas, with the exception of manifestos that the polling officers hold. This ‘Polling Exclusion’ Zone shall be outlined by the Returning Officer at the Candidates Meeting and in the Candidate Handbook.

5.1.6

Candidates may not canvass or post publicity material within computer laboratories, libraries or any other areas of the College as designated by the Returning Officer.

5.1.7

Posters and other campaign material may not use the College, QMSU or affiliated logos to endorse their campaign.

5.1.8

Candidates may produce a website, or use their own, but all content must be accessible to the Deputy Returning Officer.

5.2

Campaign Budget

5.2.1

All candidates running for each individual position, including Sabbatical Trustees, Student Trustees, Part Time Student Officers and NUS Delegates will be given the same maximum budget. The budget amount for individual elections shall be clearly stated in the Candidate Handbook.

5.2.2

The system for administering the Candidate Budget shall be determined by Student Council in the first semester of the academic year.

5.2.3

Candidates are responsible for supplying receipts for the items they have purchased to support their campaign.

5.2.4

Candidates shall cover the financial costs of their campaign. The Union will not reimburse candidates for their expenses.

5.2.5

All candidates must submit a written list of all campaign costs with corresponding receipts to the Student Voice and Development Manager. The deadline is one hour before the close of voting. If candidates do not spend any money during the course of their campaign this must be made clear on the submission.

5.2.6

Items that a campaigner already owns can be valued using a minimum value list available from the Student Voice and Development Manager.

5.2.7

All materials must be available to other candidates at the same price.

5.2.8

If materials are purchased from outside the U.K it is the responsibility of the candidate to provide a quote from a UK company demonstrating their value as if they were purchasing them in the UK. Only the UK value for all products will be accepted.

5.2.9

The Returning Officer will value items not on this list within one working day of the request for an evaluation.

5.2.10 Candidates shall remove their own publicity within three calendar days of the close of voting for that election.

5.3

Publicity All publicity must be approved by the Deputy Returning Officer or nominee.

5.3.1

Candidates may place the equivalent of 25 A3 posters across the campuses.

5.3.2

Candidates may distribute as many flyers as is in keeping with their budget. Flyers fixed to surfaces will be considered posters.

5.3.3

Candidates may use publicity means as appropriate to their campaign as long as it not contravene these Bye-Laws or any policy of QMSU or the College or is otherwise unlawful

5.3.4

Any candidate who wishes to place campaign publicity in buildings shall be responsible for obtaining permission from the appropriate authorities where required. No permanent adhesive shall be used in any circumstances.

5.3.5

No publicity may be affixed in such a way as to interfere with the publicity of another candidate, and no candidate or supporter may remove or deface the publicity of another candidate.

5.3.6

No fixative, which shall include stickers, may be used on interior surfaces.

5.3.7

Electronic sound and loud-hailing equipment is prohibited.

5.4

Social Networking, Websites & Mailing Lists Candidates may use any social networking sites or their own websites for the purposes of campaigning after the candidates meeting. For the avoidance of doubt no campaigning can be conducted through social networking sites including but not exclusive to Facebook, Twitter, Myspace, Bebo, Google plus and LinkedIn until after the Candidates Meeting except in the case of 5.4.2.

5.4.1

Candidates using social networking sites or/and their own websites need to notify the Deputy Returning Officer and ensure that they are added as a friend or/and to the campaign group or following the relevant profile. The Deputy Returning Officer or his/her nominee will monitor all online campaigns.

5.4.2

Candidates are allowed to create a secret Facebook group for the purpose of planning their election campaign before the candidates meeting; this group cannot exceed twenty members plus the Candidates nominee and Deputy Returning Officer.

5.4.3

Candidates 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.

5.4.4

In the case of activity group’s mailing lists, these are deemed to be owned by the membership of the group. The activity committee needs to provide written permission in order to allow the use of the list.

5.5

Societies and Sports Clubs Union societies and sports clubs may support candidates but may not use their grants or subs account to support their activities.

5.6

QMSU Staff, Department and Committees No Union Committee, Union Department or staff member shall support a candidate.

6.

Voting and the Count

6.1

Voting Voting shall be by secret ballot using the single transferable vote system as defined by the Electoral Reform Society and shall include re-open nominations as a candidate.

6.1.1

Re-open nominations is a choice on the ballot designed to allow the voter to indicate disapproval of all of the candidates.

6.1.2

All Full Members are eligible to vote, in accordance with the Election Regulations in this Bye Law.

6.1.3

The Returning Officer will ensure that cross campus voting is accessible for all Full Members of the Union.

6.1.4

Polling may take place by electronic or paper ballot. The method of voting will be determined by the Returning Officer.

6.1.5

Polling shall be held on at least one day for a set number of hours, as determined by the Returning Officer.

6.1.6

The names of candidates for each position shall be placed in a random order on the ballot paper and candidate publicity. For electronic ballots the names of candidates shall appear in random order.

6.1.7

If re-open nominations is elected in a multi-seat election its surplus of votes shall be transferred to a new re-open nominations candidate.

6.1.8

If re-open nominations is elected in a single-seat election then the post shall remain vacant until nominations can be re-opened and a by election held.

6.1.9

If the result of voting in an election is a tie then the election will be rerun with only the nominees who tied the election as the candidates.

This election will occur as soon as practically possible.

6.1.10 Polling be held on at least one day for a set number of hours, as determined by Returning Officer.

6.2

The Count The count shall be supervised by the Returning Officer or the Deputy Returning Officer.

6.2.1

Complaints about the count must be made in writing to the Returning Officer no later than one working day after the announcement of the result.

6.2.2

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.

6.2.3

A count shall only commence for each position once all complaints and appeals about candidates have been resolved in accordance with 7.1.3 for the relevant position.

6.2.4

A count shall not commence any earlier than 2 hours after closing of voting.

6.3

Provision of Secrecy of an Electronic Ballot Votes cast electronically will be processed on a secure site.

6.3.1

No one will be able to see which specific candidate an individual member has voted for in an election. The Returning Officer, Deputy Returning Officer or their appointed nominee from within staff administering the elections will be able to monitor voting patterns for positions to ensure that no irregularity is taking place.

6.4

Provision for Secrecy of a Paper Ballot At the time of closing the ballot the voting register shall be sealed.

Under no circumstances shall it come together with the ballot papers unless the validity or conduct of the election is questioned. The Returning Officer or the Deputy Returning Officer shall manage this process.

6.4.1

The voting register and ballot papers shall be kept for three months, in a secure environment as specified by the Returning Officer, after the declaration of the result after which time they will be destroyed unless the validity or conduct of the elections is questioned.

7.

Complaints and Appeals

7.1

Making a complaint A complaint may be made about the actions of candidates, supporters or election officials.

7.1.1

Complaints must be submitted in writing using the official complaint form, a copy of which is attached to this Bye Law. The form may be submitted electronically to elections@qmsu.org or in paper form to the Student Voice and Development Manager. If the complaint is about a candidate, a supporter or any election official other than the Returning Officer or Deputy Returning Officer it will be passed to and investigated by the Returning Officer in accordance with sections 7.2 to 7.2.7. If it is about the Returning Officer or the Deputy Returning Officer the complaint will be investigated in accordance with the procedures in sections 7.2.8 to 7.2.12.

7.1.2

The grounds for complaint are that one or more of the election rules contained in this Bye Law have been broken; or that one or more Union or College policies or regulations have been breached. The complaint must make clear which rule or rules have been broken, by whom and when and must be supported by evidence. Evidence might be, but is not restricted to, the following: documents; photographs or video clips; screen shots of web pages; copies of e mails or written statements from staff or students.

7.1.3

Complaints about campaigning must be submitted not more than one hour after the close of polling. Complaints about the count must be made within 24 hours of the declaration of results. Complaints received after these deadlines will not normally be considered.

7.1.4

Anonymous complaints will not normally be considered. If, however, there are compelling reasons for a complainant to remain anonymous (such as his/her safety), the Returning Officer shall have the discretion to consider the complaint while protecting the identity of the complainant.

7.2

How complaints are considered If the complaint is about a candidate, a supporter or an election official other than the Returning Officer or Deputy Returning Officer, the Returning Officer will acknowledge its receipt within one working day of receiving it.

7.2.1

The Returning Officer will investigate the complaint in a manner which s/he feels is appropriate, but will be impartial, thorough and prompt.

S/he shall gather evidence and interview any person who can provide relevant information. Written records shall be kept of all such interviews. The complaint and supporting evidence will be made available to the person complained about. Anyone who has been accused of a breach of the Bye Laws must be given an opportunity to respond to such an allegation following the principles of natural justice. In any hearings or interviews such persons must have the opportunity to speak and to be accompanied by a friend, who must be a Member of the Union.

7.2.2

The Returning Officer, after carrying out an investigation, may either: (i)

Determine that there is insufficient evidence to establish that there has been a breach of the Bye Laws, in which case the complaint will be dismissed; or

(ii) (iii)

Determine that there has not been a breach of the Bye Laws, in which case the complaint will be dismissed; or Determine that one or more Bye Laws have been breached, in which case a sanction will be imposed in accordance with section 7.2.5.

7.2.3

The Returning Officer will be expected to reach a decision based on the balance of probabilities, rather than beyond reasonable doubt.

7.2.4

The Returning Officer will provide his/her decision in writing to the complainant and the subject of the complaint as soon as possible.

7.2.5

The Returning Officer may impose one or more sanctions as appropriate: (i) (ii) (iii) (iv) (v)

removal or confiscation of campaign material; a reprimand and a warning that a further breach could result in a more severe sanction; requiring a candidate and his/her supporters to stop campaigning for a set period of time Requiring a candidate to issue an apology to one or more fellow candidates or to the whole student body; Disqualification from the election.

7.2.6

If the Returning Officer has reasonable grounds for believing that College policies or regulations have been breached s/he may refer the matter to the Academic Secretary and Secretary to the Council. If the Returning Officer has reasonable grounds for believing that there has been a breach of the criminal law s/he may consult as appropriate with a view to making a report to the Police.

7.2.7

The Returning Officer may disqualify a candidate from an election for serious breaches of the rules, policies or regulations. Such breaches could include the following (though this is not intended to be an exhaustive list): (i)

(ii) (iii) (iv)

If s/he finds evidence that there has been coercion, bullying or other improper pressure put on students to vote for a particular candidate or candidates; If the log in details of another student or students are used to vote on their behalf; If voting stations not run and staffed by election officials are set up; If s/he has evidence of tampering with any election documentation or voting materials or databases;

(v) (vi)

If s/he has evidence of bullying or intimidation of fellow candidates, supporters or election officials; Repeated breaches of the Bye Laws.

7.2.8

Other than in the circumstances set out in sections 7.3 and 7.3.1 the decision of the Returning Officer, having investigated a complaint, is final.

7.2.9

If a complaint is made about the Returning Officer or Deputy Returning Officer it will be passed to the Deputy Chair of the Board of Trustees, who is an External Trustee. This will enable an independent review to be undertaken by someone not previously involved in the elections. The Deputy Chair will acknowledge its receipt as soon as possible and within 3 working days of receiving it. In the absence of the Deputy Chair, the Chair of the Board of Trustees will nominate another External Trustee to consider the complaint.

7.2.10 The Deputy Chair (or the other External Trustee) will investigate the complaint in a manner which s/he feels is appropriate, but will be impartial, thorough and prompt. S/he may seek assistance as necessary and shall gather evidence and interview any person who can provide relevant information. Written records shall be kept of all such interviews. Anyone who has been accused of wrongdoing must be given an opportunity to respond to such an allegation following the principles of natural justice. In any hearings or interviews such persons must have the opportunity to speak and to be accompanied by a friend, who must be a Member of the Union.

7.2.11 If s/he deems that circumstances justify it, the Deputy Chair (or the other External Trustee) may suspend the Returning Officer and /or the Deputy Returning Officer from their returning officer responsibilities while the investigation is carried out.

7.2.12 The Deputy Chair (or the other External Trustee) may, after conducting the investigation: (i)

(ii)

(iii)

Determine that there is insufficient evidence to establish that there has been a breach of the Bye Laws or other wrongdoing, in which case the complaint will be dismissed; or Determine that there has not been a breach if the Bye Laws or other wrongdoing, in which case the complaint will be dismissed; or Determine that there has been wrongdoing and make a recommendation for action to the Board of Trustees.

7.2.13 The Deputy Chair (or the other External Trustee) will be expected to reach a decision based on the balance of probabilities, rather than beyond reasonable doubt.

7.2.14 If the Deputy Chair (or the other External Trustee), after conducting an investigation, has reasonable grounds for believing that College policies or regulations have been breached s/he may refer the matter to the Academic Secretary and Secretary to the Council. If the Deputy Chair (or the other External Trustee) has reasonable grounds for believing that there has been a breach of the criminal law s/he may consult as appropriate with a view to making a report to the Police.

7.3

Appeals against Decisions by the Returning Officer The only circumstances in which a decision of the Returning Officer may be challenged are that a candidate has reasonable grounds, supported by evidence, for believing that the Returning Officer has not followed the Bye Laws or has otherwise acted contrary to Union policy, College regulations or the general law, or that the circumstances in section 7.3.1 apply.

7.3.1

In the event that new information comes to light before the announcement of the results, but after the Returning Officer has made a decision, which if known when the decision was taken, might have resulted in a different decision, the Returning Officer should review the matter as soon as practicable. If the Returning Officer decides not to undertake such a review and a candidate believes that to be unreasonable, that is also grounds for appeal.

7.3.2

A challenge or appeal, made in accordance with the circumstances set out in sections 7.3 or 7.3.1 will be immediately referred to the Deputy Chair of the Board of Trustees and considered as set out in section 7.3.3 to 7.3.5. The Board of Trustees has the final responsibility for the outcome of such an appeal.

7.3.3

The Deputy Chair of the Board of Trustees will convene a meeting of the Board of Trustees as soon as practicable. The Board of Trustees will determine how the appeal is to be considered. This should normally be through the establishment of a Panel of Trustees, of at least 3 members, none of whom should have been in any way involved with the decision appealed against or should know personally those involved in the dispute.

7.3.4

The Panel shall determine its own procedures, but should follow the rules of natural justice and would be expected to consider all relevant

documentation, and may call for such further documents or reports as it considers necessary. The Panel may interview any persons who may have relevant information.

7.3.5

Having reviewed all the evidence the Panel may conclude: (i)

(ii)

7.3.6

That the decision taken by the Returning Officer was in accordance with the Bye Laws and was reasonable in the circumstances. In that case the outcome of the Returning Officer’s decision will stand; or That the decision was not in accordance with the Bye Laws or was not reasonable in the circumstances. In that case the Returning Officer would be invited to review the original decision in accordance with any guidance from the Panel.

In the event of the Union being asked to review a decision by the Returning Officer by the College or by a court or other external authority the procedures set out in sections 7.3.3 to 7.3.5 shall be used as the basis for that review.

For general enquiries regarding the QMSU elections and to email in information regarding your nomination: Philip Gilks Student Voice and Development Manager Email: elections@qmsu.org Tel: 020 7882 2231 For the Deputy Returning Officer: Sarah Gifford Deputy Returning Officer Email: sarah.gifford@qmsu.org Tel: 020 7882 5763

If you require information regarding the Elections Training: Tom Sutton Representation and Democracy Co-ordinator Email: tom.sutton@qmsu.org Tel: 020 7882 2061 If you require information regarding publicity or the Union’s website: Melissa Snyder Communications and Marketing Manager Email: Melissa.snyder@qmsu.org Tel: 020 7882 8048