Sabb Elections Rules and Regulations

Sabbatical Officer Elections Step by Step Guide and Rules and Regulations – 2021 Sabbatical Officer Elections Step by Step Guide The main stages and processes of standing in the Sabbatical Officer Elections are; Nominations, your manifesto, your publicity, campaigning, voting and the count.

Nominations To stand for election a formal nomination must be submitted online through www.UndebBangor.com. Upon successful nomination you will receive an email to confirm delivery of nomination and subsequent candidacy in the election.

Nominations submitted after the advertised deadline will not be accepted.

By submitting a nomination for election you agree to the following and give Undeb Bangor permission to: • • • •

Include your name in publicity and press releases for Undeb Bangor Elections Display your manifesto/written statement and photo in publicity for Undeb Bangor Elections Display your name and contact details on our website if you are successfully elected Forward your name, email address and Student University Card Number to the University for them to verify that the information you have provided is correct and confirm that you are a current registered student or a PhD student in their write up period.

Manifestos Candidates are strongly encouraged to submit a candidate manifesto. Manifestos have a strict word limit of 350 words. They may be submitted in either Welsh or English and will be translated by Undeb Bangor.

Manifestos must be submitted online via the elections nomination portal by the deadline outlined in the Election Timetable.

Candidates are permitted to change their manifesto up until the manifesto deadline. This can be done via the nominations portal online, or by emailing elections@undebbangor.com What is a manifesto?

A manifesto is your declaration of why you are running for election, what you hope to achieve if elected, details of your main policies and why students should vote for you. Think about the following points when creating your manifesto: • What do you want to achieve in this role to benefit other students?

• What has inspired you to run for this role?

• What do you think is Bangor Students ‘Union’s key function and why?

1

Other Publicity text Candidates may submit up to 300 words to be translated before the start of campaigning by the date outlined in the elections timetable.

These must be submitted as a word document to elections@undebbangor.com.

Publicity and Campaign Material IMPORTANT – This by-election is completely online. No physical campaigning is permitted in any way - No physical campaign material can be put up and you MUST NOT campaign in person.

Your candidate publicity and campaign material is one of the most important things to get right. It will be widely disseminated amongst the student body via social media and our website. Therefore, it is crucial that your candidate publicity and campaign material properly sets the tone for your campaign and is a consistent message to voters.

You budget Candidates have a spending limit of ÂŁ15, for their campaign, which may not be exceeded or increased.

Receipts covering all expenditure need to be submitted to the Deputy Returning Officer by 10AM on the morning of the election count. Undeb Bangor will cover the expenses costs upon submission of receipts.

Posters and Flyers No physical posters and/or flyers are permitted in this election.

Manifesto Page Design Candidates should design two portrait A4 ratio manifesto pages (one English and one Welsh), which must be submitted as a PDF, JPEG or PNG file by the deadline outlined in the elections timetable. These will be used in the online Undeb Bangor Elections Manifesto Booklet to publicise all candidates.

These must be submitted to elections@undebbangor.com.

Social Media Candidates are permitted to use online media such as Facebook, Twitter and other social media platforms for campaigning purposes. All posts on social media must be bilingual in line with the rules and regulations outlined later in this document.

Elections Videos Candidates are encouraged to make videos for campaigning purposes, which may be in the language of their choice. All text in videos must be bilingual.

2

Two videos per candidate may be submitted to be uploaded by Undeb Bangor.

• •

One video of 30 seconds which will be used across social media.

One video that must be no longer than two minutes in length which will be used on the Undeb Bangor website.

Videos should be emailed to elections@undebbangor.com. If your video is a large file we suggest using One Drive or WeTransfer.

Candidates are not required to submit videos if they do not wish to. However, do bear in mind even if all candidates do not submit videos, any submitted videos will be shared by Undeb Bangor.

Campaigning The campaign period is when you actively campaign for votes. Within the boundaries of the rules and regulations you can be as creative as you like. You can also get friends to campaign on your behalf. You must send us the names of your campaign team prior to campaigning and update this if this changes.

Please note, you are responsible for the conduct of anyone campaigning on your behalf – this includes if they partake in physical campaigning which IS NOT PERMITTED.

Voting Voting is held completely online through www.undebbangor.com on the dates shown on the election timetable. Voting is done using the alternative transferable vote system, which means; • You vote with numbers instead of a tick or a cross, giving the number 1 to the candidate you like the most.

• You then rank the candidates in order of preference, number 2 for your second favourite, 3 for your third and so on.

• Once voting is completed, all of the first preferences are counted and if no one has achieved 50% plus one of the vote, the lowest ranked candidate is eliminated and their votes transferred to the next preference. This continues until a candidate passes the 50% plus one threshold, or until there is only one candidate left.

• This system means that your vote continues to influence the result of the election even if your first preference does not win.

• Re-Open Nominations is included as a candidate within all elections

The Count •

• • •

The count will take place once voting has closed and will commence only if the Returning Officer is satisfied that all complaints relating to the conduct and administration of the election have been resolved. Complaints after the count has commenced may only relate to the conduct of the count.

The count will be conducted according to the guidelines laid down by the Electoral Reform Society where possible, or as agreed by the Elections Committee where no guidelines exist.

The candidate or their appointed representatives or any other Member may, if they so wish, attend the counting of the votes, as observers only.

Any Member wishing to observe must apply to the Returning Officer prior to close of voting.

3

Elections Rules and Regulations The Undeb Bangor Sabbatical Officer Elections are governed by Bye-Law 7 – Elections, of the Undeb Bangor Constitution (which can be viewed here - ) and by the rules and regulations set out below, as approved by the Undeb Bangor Trustee Board and Elections Committee.

Breaking any of these rules may result in sanctions being placed on a candidate, campaigner or campaign.

Nominations 1. A candidate is only entered into the election when they have successfully attained the following criteria: 1.1. Nominated themselves using the online nominations process by the nominations deadline.

1.2. Is eligible to stand in the elections as defined in the Articles of Association and Bye-Laws.

1.3. Attended the Candidates’ Briefing, or received a verbal briefing from the Deputy Returning Officer if they were not able to attend and had sent apologies in advance.

1.4. Agree to be bound by these rules and Undeb Bangor Bye-Law 7 – Elections.

Manifesto Text 1. To run with a manifesto, candidates must submit their manifesto in Welsh or English by the deadline in the elections timetable.

2. Manifesto text limits are; 2.1. Undeb Bangor Councillor Elections: no more than 300 words in whichever language it has been submitted in.

2.2. Sabbatical officer Elections: no more than 350 words in whichever language it has been submitted in.

Conduct 1. Candidates and campaigners who through their involvement with, or who hold (or have held) positions of responsibility within Undeb Bangor may not use resources available to them and not to other students. This includes Undeb Bangor purchased equipment and clothing, any central Undeb Bangor mailing lists and official Undeb Bangor social media groups. This list is not exhaustive but does not include any individual club or society held social media accounts.

2. Campaigners may only use mailing lists where it is lawful to do so. In most cases this will require explicit consent of the members on the list to use their details.

3. Candidates are responsible for all campaign activity carried out in their name; this includes the actions of third parties on their behalf.

4. Prior to the start of campaigning, campaign teams are permitted to use Facebook, WhatsApp or other social media groups to plan and organise internally, but these groups should be closed, private and limited to the core campaign team.

5. Candidates and campaigners may not: 5.1. Campaign physically - No physical campaign material can be put up and you MUST NOT campaign in person. ALL campaigning must take place online.

4

5.2. Force, coerce or in any way intimidate students, particularly when they are near or in the act of voting.

5.3. vote on behalf of another student 5.4. intimidate any participant in the election 5.5. deliberately sabotage any campaign other than their own 5.6. deface another candidate’s materials, publicity, online media, social networking site etc 5.7. make an attempt to defraud the election 5.8. make any attempt to influence the impartiality of the Returning Officer, Deputy Returning Officer, Elections Committee or Undeb Bangor staff 5.9. discuss the personal traits of another candidate 5.10.

Misrepresent another candidate’s views or make claims about themselves or any other candidate that are untrue.

5.11.

Set up their own 'voting station', hand voters an electronic device for the purpose of voting, supervise or watch a voter in the act of voting, or demand that voters take out their own electronic device in order to vote immediately 5.12.

Be sponsored by an external company or body 5.13.

Be endorsed by a University department, School, Service or Staff member.

5.14.

Benefit from University staff sending emails to students on their behalf.

5.15.

Use official central University social media groups, pages or accounts to aid in campaigning, if they are not also available to all other candidates. This includes, but is not limited to the following types of accounts; College, School, Halls, University Services etc.

5.16. bring the election process into disrepute 6. Candidates and campaigners must: 6.1. Uphold the letter and spirit of the election rules and the Undeb Bangor Equal Opportunities, Zero Tolerance to Harassment and Bilingual policies at all times.

6.2. Follow the laws and regulations of both the land and the University at all times Elections Spending 1. Candidates have a spending limit, which may not be exceeded or increased.

2. Spending limits are the following 2.1. Undeb Bangor Councillor Elections – £10 2.2. Student Trustee Elections - £10 2.3. Sabbatical Officer by-election - £15 3. Everything used in the election is given a cash value by the Returning Officer, or their nominated Deputy (excluding items listed in Section5.1 below). For clarity, this rule applies to ‘campaign gifts’ which may have cost you nothing but hold a ‘real world’ cash value.

4. All resources and methods that you use in your election campaign that could be given a monetary value should be available to all of the other candidates. It is the responsibility of the candidate to check this before using them with the Deputy Returning Officer.

5. No candidate may be sponsored by an external company or body.

6. The following items for example are readily available to all candidates and their supporters and so their fair use does not carry a cash value: 6.1. Old T-shirts; Paint; Old bedsheets; Marker Pens; Blu-tack; Pre-used cardboard; Old wood; Pencils; String; Sticky tape; Pins, Pre-owned Fancy Dress items. This list is not exhaustive and any questions should be directed to the Deputy Returning Officer.

6.2. 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 5

will be closely monitoring campaign resources as a result. Please remember that they are the people who determine ‘fair use’.

Printed Publicity Material 1. Undeb Bangor Councillor Elections 1.1. No printed publicity material is permitted in the Undeb Bangor Councillor Elections 2. Sabbatical officer By-Election 2.1. No printed publicity material is permitted.

Non-Printed Publicity Material 1. Social Networking 1.1. Facebook: 1.1.1.Your page name must be bilingual 1.1.2.You should have your introduction, manifesto and the election timetable and voting instructions displayed Bi-lingually.

1.1.3.Status updates, notes, wall posts and discussion topics may be displayed in the language of your choice.

1.2. Twitter 1.2.1.You may campaign in the language of your preference 1.3. Other social media 1.3.1.Where applicable you should have your introduction, manifesto and the election timetable and voting instructions displayed bi-lingually 1.4. Elections Videos 1.4.1.You are encouraged to make elections videos and publicise these on social media.

1.4.2.Videos may be in the language of your choice.

1.4.3.All text on videos must be bilingual.

Other Publicity Material 1. Candidates are permitted to produce and/or purchase other publicity and campaign material in line with the rules set out under elections spending.

Translation and Bi-lingual Policy 1. Your manifesto text and ALL of the text for your publicity and campaign material (posters / leaflets / flyers / banners / t-shirts etc,…) must be handed in with your nomination by the publicity deadline 2. Your text will be translated, checked and returned to you. It is your responsibility to ensure that you give Welsh and English equal prominence on your publicity and campaign material. For consistency we recommend that Welsh is to the left or above the English. Examples of previous election publicity exist on the Undeb Bangor website to help guide you.

3. The translation limit for publicity prepared before the start of campaigning is: 3.1. Undeb Bangor Councillor Election – A total of 350 words. This includes 3.1.1.Your manifesto – 300 Words 3.1.2.Your slogan – 10 words 3.2. Sabbatical Officer Elections 3.2.1.Your Manifesto – 350 words 3.2.2.Your Slogan – 10 words 6

3.2.3.Other publicity text – 300 words 4. Following the translation of all of the publicity received by the deadline candidates may submit further designs or text for translation if they so wish but should allow the translation unit a reasonable amount of time to carry out the work. Delivery of this translation cannot be guaranteed, although all efforts will be made.

Incumbent Candidates 1. Incumbent candidates must not campaign when on work time and must take annual leave for any form of active campaigning. This includes any campaigning on online platforms and social media.

2. A timetable must be submitted to the Deputy Returning Officer detailing work time and campaign time.

This must also include evenings. This must be submitted prior to campaign activity and not in retrospect.

A template will be provided to candidates to fill in.

3. Undeb branded clothing cannot be worn when campaigning.

4. Undeb social media accounts, for example, Sabbatical Officer Facebook accounts or pages, cannot be used for campaigning or promotion of elections.

5. Undeb mailing lists cannot be used for campaign purposes.

6. When visiting groups to campaign, it must be clear that incumbent candidates are not in attendance on Students’ Union business, in their Sabbatical Officer role. This must be detailed on timetabled campaigning time.

7. Students’ Union resources must not be used to aid campaigning.

Complaints 1. All complaints made about candidates, campaigners, election officials or the voting process should be submitted using the official Elections Complaint Form, by e-mail, to the Deputy Returning Officer. Only complaints submitted in using the official Elections Complaint Form will be considered. The complaint must be factual, contain clear evidence of a breach of the rules and highlight the election rule that has been broken.

2. 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.

3. Complaints regarding the conduct of the Deputy Returning Officer should be made in writing directly to the Returning Officer.

4. Complaints must be submitted before the election count has taken place. Only complaints about the process of the count itself will be considered once the count has started, and these must be submitted within 24 hours of the results being declared.

5. The sanctions available to the Deputy Returning Officer are: 5.1. Warning a candidate of their future conduct.

5.2. Taking steps to level the playing field to right an election regulation breech.

5.3. Fining a candidate through either reducing the amount of money they may spend, or by confiscating printed publicity material.

5.4. Prohibiting a candidate and their campaigners from campaigning for a period of time (up to 24 hours).

5.5. Banning a campaigner from the rest of the campaign (where the campaigner is not the candidate).

6. In addition to all of the above sanctions, the following are available to the Returning Officer: 6.1. Suspending a candidate from the election pending an investigation 6.2. Suspending the election process pending an investigation 6.3. Recommending to the elections committee, and to the University, that a candidate be disqualified 7

6.4. Recommending to the elections committee, and to the University, that the election be re-run or a vote annulled.

7. Candidates may appeal against decisions made by the Returning Officer and their Deputy by submitting their appeal in writing, by e-mail to elections@undebbangor.com, within 24 hours of the decision being made, following the appeal procedure detailed below: 7.1. First stage appeal is heard by the Returning Officer; if the candidate remains dissatisfied then, 7.2. Second stage appeal is to the Elections 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.

7.3. Final stage appeal is to a Pro-Vice Chancellor or their nominated deputy.

7.4. A request for an appeal should be on the following grounds, including but not confined to: 7.4.1.A review of the procedures followed at the complaint stage 7.4.2.A consideration of whether the outcome was reasonable in all the circumstances 7.4.3.new material evidence which the student was unable, for valid reasons, to provide earlier in the process.

8. Any e-mail communication to the Returning or Deputy Returning Officer will be acknowledged via e-mail return within 24 hours, if this is not received please do not assume that we have received it - contact 01248 388000 to check.

8