elections guidelines

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• Election Guidelines• 1 scope• 2.AppointmentoftheReturningOfficer• 3.PowersoftheReturningOfficer• 4. Election process • 4.1.Electiontimetable• 4.2.Methodofelections• 4.3.PaperElections• 4.4.OnlineElections• 4.5.Nominations• 4.6.Candidatesmeeting• 4.7.Manifestos• 4.8.Hustings• 4.9.PollingArea• 4.10.Candidatespublicityandcampaign• 4.11.TheCount• 4.12.PaperCount• 4.13.OnlineCount• 4.14.Challengetothevalidityofanelection• 4.15.Complaintsaboutcandidates

Referendum Guidelines

1. Scope 2.AppointmentoftheReturningOfficer3.PowersoftheReturningOfficer4. Referendum process 4.1.Timetable 4.2.Methodofreferendum 4.3.PaperReferendum 4.4.OnlineReferendum 4.5.TheQuestion 4.6.Campaigning 4.7.Campaignpublicity 4.8.Debate 4.9.Voting 4.10.Complaints 4.11.TheCount 4.12.PaperCount 4.13.OnlineCount 4.14.Declaration

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Election Guidelines1. Scope 1.1.Theseguidelinesshallapplyforallelectionsconductedbysecretcross-campusballotusingtheSingleTransferableVote(STV)asdefined30dayspriortothecommencementoftheballotbytheElectoralReformSociety.1.2.Thereshallbeelectionstothefollowingpositions:1.2.1.SabbaticalTrustees;1.2.2.StudentTrustees;1.2.3.StudentAssemblymembers;1.2.4.NUSConferencedelegates;1.2.5.andothersassodeemed.

2.AppointmentoftheReturningOfficer2.1.TheReturningOfficershallbeappointedaccordingtoByeLaw2.

3.PowersoftheReturningOfficer3.1.TheReturningOfficershallhavetheauthoritytoappointDeputyReturningOfficersasnecessary.3.2.TheReturningOfficershallhavetheauthoritytoappointanddelegatedutiestosuchelectionofficialsasarerequiredtoensurethegoodadministrationandpromotionoftheelection.TheseelectionofficialsshallbeinstructedbytheReturningOfficerontheirdutiesandshallperformtheminanimpartialmanner.3.3.TheReturningOfficermayremoveofficialswhoarenotcarryingouttheReturningOfficer’sinstructionsoractinginanimpartialmanner.3.4.TheReturningOfficercanruleoutoforderanystatementorthecontentsofanypublicitywhichintheirviewisinbreachoftheRegulationsorPoliciesofGoldsmithsStudents’Union.3.5.TheReturningOfficerortheirnomineeortheHearingPanelisthesoleofficial(s)competenttodealwithcomplaintsabouttheconductandadministrationoftheelection.3.6.Indeterminingacomplaint,theReturningOfficer,afterhearingalltheappropriateevidence,maynotupholdthecomplaintormayhalttheelectionforspecifiedpost(s)ormayconveneaHearingPaneltodeterminetheoutcomeofthecomplaintordisqualifyspecifiedcandidate(s)if,intheirview,acandidatehasbreachedtheseguidelines.3.7.TherulingoftheReturningOfficerortheHearingPanelonanycomplaintshallbefinal.

4. Election process 4.1.Electiontimetable4.1.1.TheReturningOfficershallensureanelectiontimetableisproducedthatshallincludethedatesandtimesforthenotificationandcompletionofthefollowing:4.1.1.1.nominationprocess;4.1.1.2.candidatesmeeting;4.1.1.3.manifestos;4.1.1.4.questiontime(alsoreferredtoashustings);4.1.1.5.voting;and

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4.1.1.6.thecount.4.1.2.Theelectiontimetableshallbepublishedandadequatelycirculatedwithmaterialspromotingtheelection.4.1.3.Theelectiontimetableshallbeofasufficientlengthtoensurethehighestlevelofparticipationintheelection

4.2.Methodofelections4.2.1.TheReturningOfficerinconsultationwiththeTrusteeswilldecidethemethodofelection.4.2.2.Themethodofelectioncaneitherbeapaperelectionoranonlineelection.

4.3.PaperElections4.3.1.AllballotboxesshallbesealedorlockedbytheReturningOfficerortheDeputyReturningOfficerinthepresenceoftwowitnessesbeforethefirstdayofpollingandshallnotbeopeneduntilthecount.4.3.3.Thepollingofficialsshall,withinthetimesspecifiedinthenoticeofelections,issuetoeachmemberoftheUnionentitledtovote,aballotpaper.NoballotpapermaybeissuedwithouttheproductionofacurrentCollegeenrolmentcard.Thevoter’snamewillbedeletedfromtherollwhentheballotpaperhasbeenissued.4.3.4.AllballotpapersmustbesequentiallynumberedbythenomineesoftheReturningOfficer.4.3.4.ThelengthofpollingshallbedecidedbytheReturningOfficerinconsultationwiththeTrustees4.3.5.Eachcandidateshallhavetherighttohaveamanifestowithapassport-sizedphotopostedateachpollingstation.PermittedthatthecandidatesubmittedtheirmanifestobeforethepublicitydeadlineprescribedbytheReturningOfficer.4.3.6.EachpollingstationshallbestaffedbypeopleapprovedbytheReturningOfficerandtheDeputyReturningOfficer.4.3.7.Ifavoterspoilsaballotpaperandreturnsthepapertothepollingofficials,anewballotpapershallbeissuedandthespoiltonemarkedas‘spoilt’andreturnedforverificationatthecount.Thesespoiltballotpapersmustnotbeplacedintheballotbox4.3.8.Candidate’snamesshallbelistedonthepaperballotinanalphabeticalorderofcandidate’slastname.Thiswillalsodeterminetherunningorderofspeechesathustings.4.3.9.Incaseofapaperelection,proxyvoteswillonlybepermissibleforthefollowingreasons4.3.9.1.Ifastudentcannotphysicallyvoteatpollingstationduetoeducationalreasons4.3.9.2.Ifastudentcannotphysicallyvoteatpollingstationduetounforeseencircumstances4.3.9.3.Ifeitheroftheabovecasesapplythestudentwouldneedtocontactthereturningofficerinwriting2daysbeforethecloseofvotingexplainingthegroundsonwhichtheywouldliketoapplyforaproxy.4.3.9.4.TheReturningOfficerdecisionsregardingwhetherornottogranttheproxyisfinal.

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4.4.OnlineElections4.4.1.Onlineelectionsshallbeconductedbyanethicallysourcedorganisation,whichwillbechosenbytheTrusteesinconsultationwiththeReturningOfficer.4.4.2.Alltheinformationpassedontothecompanyconductingtheelectionwillbetreatedunderthedataprotectionact.4.4.3.VoteswillbecastedonanElectronicBallotSheetalsoreferredtoasESB4.4.4.Eligiblevotersmayneedtoenteruniquesecuritydetails,tobeabletoaccesstheESB.4.4.5.ThetypesofuniquesecuritydetailswillbedecidedbytheReturningOfficer.4.4.6.Onlythefirstvalidvotewillberecorded.4.4.7.ThelengthofpollingshallbedecidedbytheReturningOfficer.4.4.8.Votersmayvoteonlineatanytimeduringthedesignatedvotingperiod,asdecidedbytheReturningOfficer.4.4.9.DedicatedpollingstationsmaybemadeavailableatthediscretionoftheReturningOfficerandtheDeputyReturningOfficer,forspecifiedtimesduringtheelectionperiod.4.4.10.EachpollingstationshallbestaffedbypeopleapprovedbytheReturningOfficerandtheDeputyReturningOfficer.4.4.11.Eachcandidateshallhavetherighttohaveamanifestowithapassport-sizedphotolinkedtotheESB.PermittedthatthecandidatesubmittedtheirmanifestobeforethepublicitydeadlineprescribedbytheReturningOfficer.4.4.12.Candidatesoranyoneactingontheirbehalfarestrictlyprohibitedfromcreatingaballotbox.4.4.13.Candidate’snamesshallbelistedontheelectronicballotsheetinanalphabeticalorderoflastname.Thiswillalsodeterminetherunningorderofspeechesathustings.

4.5.Nominations4.5.1.AllfullmembersoftheUnionareeligibletostandforanyUnionOffice.4.5.2.NominationformswillbeavailableastheReturningOfficerdetermines.4.5.3.AllnominationsmustbeproposedandsecondedbyaFullMemberofGoldsmithsStudents’Union.4.5.4.FullMembersmayproposeorsecondacandidatebutmayonlyproposeorsecondonecandidateforeachelectiontoaspecificposition.4.5.5.TheReturningOfficerornomineeshallhavethesoleresponsibilityofdeclaringasubmittednominationformvalid.Intheeventoftwoormorecandidateshavingthesameproposerorseconderinanelectionforasingleposition,theReturningOfficerornomineemayallowupto24hoursforthecandidate(s)tofindfreshproposersorseconders.4.5.6.WhentheReturningOfficerissatisfiedallvalidnominationswillbeconfirmedwiththecandidates.

4.6.Candidatesmeeting4.6.1.TheReturningOfficerortheirnomineeshallarrangeameetingtotakeplaceandallcandidatesmustattend.Failuretoattendshallresult,atthediscretionoftheReturningOfficer,inthecandidatebeingdeemedtohavewithdrawnfromtheelection.4.6.2.Themeetingshallincludebriefingsonissuessuchastheroleoftrusteesandcampaigningtips,andwillbetheonlyopportunityforcandidatestochecktheirentryontheballotformpriortoitgoingtoprintorbeingpublishedonline.

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4.7.Manifestos4.7.1.ManifestosmustbesubmittedtoReturningOfficer,ortheirnominee,atatimeandinaformdeterminedbytheReturningofficer.4.7.2.ManifestoswillbeofnomorethanonesideofA4inlength.4.7.3.Manifestosshallbedisplayedinappropriateareasasdecided.

4.8.Hustings4.8.1.TheReturningOfficershallarrangehustingsforthecandidates,asdeemedappropriate.4.8.2.Questionsmustbedirectedtoallcandidatesstandingforthepost.Questionswhicharenotdirectedtoallcandidateswillnotbeallowed.4.8.3.ThelengthofspeechesandresponsesbycandidatestoquestionsshallbedeterminedbyonetheReturningOfficerortheirnominee.4.8.4.TheHustingwillbechairedbytheReturningOfficerortheirnominee.4.9.PollingArea4.9.1.ThesizeofthepollingareasmustbemadecleartoallcandidatesbytheDeputyReturningOfficerbeforethebeginningofpolling,andthesizeofthepollingareaisatthediscretionoftheDeputyReturningOfficer.4.9.2.Thepollingareashallextendatminimum,sofaraslineofsightfromthepollingstation.4.9.3.Duringpollingthereshallbenocampaigningorcampaignmaterialwithinthepollingstationareas,withtheexceptionofthecandidates’manifestos.4.9.4.Noonemayharasspollingofficialsorelectionstaffinordertogaininformationaboutpatternsofvoting.

4.10.Candidatespublicityandcampaign4.10.1.Thereshallbenopublicityotherthanisallowedforundertheseregulations.4.10.2.Candidate’spublicitymustconformtotheUnion’sEqualOpportunitiesPolicy.4.10.3.Candidatesmaynotuseanyoftheirpublicitymaterialbeforethecloseofnominations.4.10.4.AllpublicitymaterialwillneedtobeapprovedbytheDeputyReturningOfficer.4.10.5.Allpublicityonceapprovedwillbemonitoredthroughouttheelectionperiod.4.10.6.Candidatesmaynotcampaignorputpublicityonpublicpropertywithoutpermissionfromtherelevantperson.4.10.7.Allcandidates’publicityshallpubliciseonecandidateonly,withonlyonecandidate’sphotograph.4.10.8.Doubleplat-forming(candidatescampaigningasateamoronbehalfofeachother)isstrictlyprohibited.4.10.9.Candidatesmaynotcanvasswithinthecollegelibrariesorareasknownascomputerlaboratoriesorstudyareas.4.10.10.AtthediscretionoftheReturningOfficereachcandidateshallbeentitledtoamaximumof 4.10.10.1.15singlesidedA3sizeposters 4.10.10.2.15singlesidedA4sizeposters4.10.10.3.Either250singlesidedA5sizeflyersor500A6singlesidedA6flyers.4.10.11.Allpostersusedmustbestamped,signedandnumberedbytheDeputyReturning

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Officer.4.10.12.Poster’sandothercampaignmaterialmaynotusetheCollege,Unionoraffiliatedlogostoendorsetheircampaign.4.10.13.Flyersmaynotbeusedasposters4.10.14.Candidatesmayproduceawebsite,butcontentmustbeviewedbytheDeputyReturningOfficerbeforebeingpromoted.TheCollegeandUnionwebsiteshallinnocasebelinkedtoacandidate’swebsite.4.10.15.Socialnetworkinggroupsmaybeutilisedforelectioncampaigningpurposes,providedthatitrelatestoonecandidateonlyandthatthecontentisapprovedinadvancebytheDeputyReturningOfficer.Furthermore,theDeputyReturningOfficerhastobesentaninvitetojointhegroupandhastobeincludedinanymessagessentfromthatgroup.Theseentrieswillbemonitoredthroughoutthecampaign.4.10.16.Candidatesandtheirsupportersareallowedtosendbulkmobiletextmessagesandemailsaslongastheyincludeorcarboncopy(CC)theReturningOfficerandtheDeputyReturningOfficerintothetextmessageoremail.Onlyonecandidatemaybementioned.4.10.17.AffiliatedClubsandSocietiesshallnotfinanciallyassistanycandidatesinaUnionelectioninanymanner.However,committeemembersofClubsandSocietiesmaysupportindividualcandidates,providedthattheyonlypubliciseonecandidateatatime.AnysuchmaterialmustbesenttotheDeputyReturningOfficer.4.10.20.NoremarksdefamatoryofanypersonintheCollegeshallbeincludedinelectionpublicity.NoelectionpublicityshallberemovedfromanynoticeboardbypersonsotherthantheReturningOfficerorDeputyReturningOfficer.4.10.21.Candidate’spublicityshallnotcausedamagetoanyUnion,Collegeorpublicproperty.4.10.22.Lectureshoutsandspeechesarepermitted.4.10.23.Maximumof10badgesispermittedbutmustbeputonpeopleonly.4.10.24.Maximumof2Itemsofclothingpublicisingacandidatearepermittedbutmustbeputonpeopleonly.4.10.25.Nooneshallbribeortreatanyeligiblevoter,oranyoneassistingintheconductofanelectioninanyway.4.10.26.Anypublicitydirectlyorindirectlysupportingacandidateshallbedeemedtobethatcandidate’selectionpublicityandthereforemustbedeclaredtotheDeputyReturningOfficer.4.10.27.Harassment,intimidationorbullyingofanypotentialvoter,isstrictlyprohibitedaninfringementofthisregulationwillberegardedasaseriousoffence.

4.11.TheCount4.11.1.Allcountsshalltakeplacewithin24hoursofthecloseofpolling,wherepossible.4.11.2.Intheeventofatie,thereshallbeafurtherelectionbetweenthecandidateswiththetiednumberofvotes.4.11.3.NoresultswillbedeemedvalidunlessitisapprovedandauthorisedbytheReturningOfficer.4.11.4.Theprocedureofthecountwillbedependentuponthemethodoftheelectionutilised,incaseofpaperelectionpleaserefertopapercountincaseofanonlineelectionpleaserefertoonlinecount.

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4.12.PaperCount4.12.1.TheReturningOfficershallappointaSuperintendentforthecountwhowillnormallybetheDeputyReturningOfficer.TheReturningOfficerandtheSuperintendentwillappointasmanycountingofficer’sastheyseefit.4.12.2.TheReturningOfficerandtheSuperintendentofthecountshalldirectthecountinaccordancewiththeUnion’sConstitution,andtheseRegulations.4.12.3.Thecandidatesortheirrepresentativesmayattendthecountasobserversandshallhavetherighttoarecountifthemajorityofthesuccessfulcandidateislessthanthenumberofspoiltballotpapers,otherwisetheremaybearecountatthedirectionoftheReturningOfficer.4.12.4.Ifthereisanydisputeastohowaparticularballotpaperistobecounted,theReturningOfficermustdecide,observingwherepossibletheintentofthevoter,otherwisetheballotpaperisdeemedtohavebeenspoilt.4.12.5.Oncethecounthasbeenconducted,theusedballotpapersmustbekeptunderlockandkey,bytheReturningOfficerortheDeputyReturningOfficeruntiltwomonthsafterthecloseofpolling,andthendestroyed.

4.13.OnlineCount4.13.1.TheonlinecountwillbeconductedbythecompanythatwasselectedtocarryouttheelectiononbehalfoftheUnion.4.13.2.ThecompanyselectedtocarryouttheelectiononbehalfoftheUnionwillprovideabreakdownoftheelectionresults.4.13.3.Allvotesrecordedwillbeconfidentialandnonamesofeligiblevoterswillberevealed.4.13.4.TheresultswillbecheckedbytheReturningOfficerpriortotheofficialdeclarationofresults.

4.14.Challengetothevalidityofanelection4.14.1.Nochallengetothevalidityofanelectionshallbeconsideredunlessitismadeinwriting,totheReturningOfficerortheDeputyReturningOfficer,withinoneworkingdayoftheofficialdeclarationoftheresult.4.14.2.Apetitionchallengingthevalidityofanelectionshallstatethegroundsonwhichtheelectionisallegedtobeinvalidandshallbeaccompaniedbysuchevidenceasappropriate.4.14.3.TheReturningOfficermaydismissthepetitionorotherwisehe/sheshallinformthesuccessfulcandidateofthematterscontainedinthepetitionandaffordhim/hertheopportunitytorespond.4.14.4.TheReturningOfficermaydeterminethedisputewithoutahearing,ormayconductahearingatwhichthepetitioner(s)andsuccessfulcandidatemaygiveevidenceand/orcallwitnesses.4.14.5.Candidatesshallhavetherighttoappealtothecollege;allappealswouldneedtobemadeinwritingwithin5workingdaysofthedecisionmadebytheReturningOfficerortheHearingPanel.4.15.Complaintsaboutcandidates4.15.1.Nocomplaintsaboutacandidateortheircampaignerswillbeconsideredunlessit ismadeinwritingtotheReturningOfficerortotheDeputyReturningOfficertogetherwithsupportingevidence,

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within30minutesofthecloseofpolls.4.15.2.Nocomplaintswillbeconsideredunlesssufficientevidenceisprovided.4.15.3.TheReturningOfficeronreceiptofthecomplaintmaydeterminetheoutcomeofthecomplaintwithoutahearingorlaunchaninvestigationtodeterminewhetherornottoholdahearing.4.15.4.TheReturningofficerortheDeputyReturningOfficershallcommunicatewiththecomplainantwithin4hoursofreceivingthecomplainttheprocedures.4.15.4.Inthecaseofahearing,thecomplainant(s)andthedefendant(s)willberequiredtoattendthehearing.Furthermore,thecomplaint(s)anddefendant(s)willhavetherighttocallwitnesses.4.15.5.ThemembershipoftheHearingPanelwillconsistoftheReturningOfficer,DeputyReturningOfficer,andtwopeopleappointedbytheReturningOfficer,oneofwhoshellactaSecretaryandtheotherwillbeaMemberoftheHearingPanel.4.15.6.MembersoftheHearingPanelshallhavethepowertodecideandimplementanysanctionwhichitmaydeemnecessaryonanymatterorcomplaintconcerninganallegedbreachofelectionregulationsaslaiddownintheseguidance.4.15.7.Thedecisionofthehearingpanelinanysuchmattershallbefinal.4.15.8.Ifacomplaintisreceivedandisfoundtobemaliciousinintent,thecomplainantmaybesubjectedtothedisciplinaryprocess.4.15.9.Ifthedefendantisfoundguilty,thenmorethanoneofthefollowingsanctionscanbeimposed.4.15.9.1.Formalreprimand(maximum3)4.15.9.2.Removalofcampaignmember4.15.9.3.Confiscationofcampaigningmaterialandpublicity4.15.9.4.Limitationofcampaigningmaterialandpublicity4.15.9.5.Limitationofcampaigninghours4.15.9.6.Disqualificationfromtheelection4.15.9.7.ReferraltothecollegeforCollegeDisciplinaryproceedings4.15.10.Candidatesshallhavetherighttoappealtothecollege;allappealswouldneedtobemadeinwritingwithin5workingdaysofthedecisionmadebytheReturningOfficerortheHearingPanel.

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Referendum Guidelines 1. Scope 1.1.Theseguidelinesshallapplyforallreferendaconductedbysecretcross-campusballot.1.2.ReferendacanbecalledinaccordancewithguidelinessetoutintheArticlesofAssociationandBye-Laws

2.AppointmentoftheReturningOfficerTheReturningOfficershallbeappointedaccordingtoByeLaw(2).

3.PowersoftheReturningOfficer3.1.TheReturningOfficershallhavetheauthoritytoappointDeputyreturningOfficersasnecessary.3.2.TheReturningOfficershallhavetheauthoritytoappointanddelegatedutiestosuchelectionofficialsasarerequiredtoensurethegoodadministrationandpromotionofthereferendum.ThesereferendumofficialsshallbeinstructedbytheReturningOfficerontheirdutiesandshallperformtheminanimpartialmanner.3.3.TheReturningOfficermayremoveofficialswhoarenotcarryingouttheReturningOfficer’sinstructionsoractinginanimpartialmanner.3.4.TheReturningOfficercanruleoutoforderanystatementorthecontentsofanypublicitywhichintheirviewisinbreachoftheRegulationsorPoliciesofGoldsmithsStudents’Union.3.5.TheReturningOfficerortheirnomineeisthesoleofficialcompetenttodealwithcomplaintsabouttheconductandadministrationofthereferendum.3.6.Indeterminingacomplaint,theReturningOfficer,afterhearingalltheappropriateevidence,maynotupholdthecomplaintormayhaltthereferendum.3.7.TherulingoftheReturningOfficeronanycomplaintshallbefinal.

4. Referendum process 4.1.Timetable4.1.1.TheReturningOfficershallensureareferendumtimetableisproducedthatshallincludethedatesandtimesforthenotificationandcompletionofthefollowing:4.1.1.1.debates;4.1.1.2.voting;and4.1.1.3.thecount.4.1.2.Thereferendumtimetableshallbepublishedandadequatelycirculatedwithmaterialspromotingthereferendum.4.1.3.Thereferendumtimetableshallbeofasufficientlengthtoensurethehighestlevelofparticipationinthereferendum.

4.2.Methodofreferendum4.2.1.TheReturningOfficerinconsultationwiththeTrusteeswilldecidethemethodofreferendum.4.2.2.Themethodofreferendumcaneitherbeapaperreferendumoranonlinereferendum.

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4.3.PaperReferendum4.3.1.AllballotboxesshallbesealedorlockedbytheReturningOfficerortheDeputyReturningOfficerinthepresenceoftwowitnessesbeforethefirstdayofpollingandshallnotbeopeneduntilthecount.4.3.3.Thepollingofficialsshall,withinthetimesspecifiedinthenoticeofelections,issuetoeachmemberoftheUnionentitledtovote,aballotpaper.NoballotpapermaybeissuedwithouttheproductionofacurrentCollegeenrolmentcard.Thevoter’snamewillbedeletedfromtherollwhentheballotpaperhasbeenissued.4.3.4.AllballotpapersmustbesequentiallynumberedbytheDeputyReturningOfficer.4.3.4.ThelengthofpollingshallbedecidedbytheReturningOfficerinconsultationwiththeTrustees4.3.5.EachpollingstationshallbestaffedbypeopleapprovedbytheReturningOfficerandtheDeputyReturningOfficer.4.3.6.Ifavoterspoilsaballotpaperandreturnsthepapertothepollingofficials,anewballotpapershallbeissuedandthespoiltonemarkedas‘spoilt’andreturnedforverificationatthecount.Thesespoiltballotpapersmustnotbeplacedintheballotbox4.3.9.CandidatesnamesshallbelistedontheballotpaperinanorderdeterminedbylotatthecampaignersmeetingbytheReturningOfficerortheDeputyReturningOfficer.

4.4.OnlineReferendum4.4.1.Onlinereferendumsmaybeconductedbyanethicallysourcedorganisation,whichwillbechosenbytheTrusteesinconsultationwiththeReturningOfficeroritmaybeconductedelectronicallybytheUnion.4.4.2.Alltheinformationpassedontothecompanyconductingtheelectionwillbetreatedunderthedataprotectionact.4.4.3.VoteswillbecastedonanElectronicBallotSheetalsoreferredtoasESB4.4.4.Eligiblevotersmayneedtoenteruniquesecuritydetails,tobeabletoaccesstheESB.4.4.5.ThetypesofuniquesecuritydetailswillbedecidedbytheReturningOfficer.4.4.6.Onlythefirstvalidvotewillberecorded.4.4.7.ThelengthofpollingshallbedecidedbytheReturningOfficer.4.4.8.Votersmayvoteonlineatanytimeduringthedesignatedvotingperiod,asdecidedbytheReturningOfficer.4.4.9.DedicatedpollingstationsmaybemadeavailableatthediscretionoftheReturningOfficerandtheDeputyReturningOfficer,forspecifiedtimesduringtheelectionperiod.4.4.10.EachpollingstationshallbestaffedbypeopleapprovedbytheReturningOfficerandtheDeputyReturningOfficer.4.4.11.Candidatesoranyoneactingontheirbehalfarestrictlyprohibitedfromcreatingaballotbox.4.4.12.Candidate’snamesshallbelistedontheelectronicballotsheetinanorderdeterminedbylotatthecampaignersmeetingbytheReturningOfficerortheDeputyReturningOfficer.

4.5.TheQuestion4.5.1.ThereferendumQuestionshallbesetbytheTrusteeboardorStudentAssemblyin

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linewiththeArticlesofAssociationandByeLaws4.5.2.TheQuestionshallbesuccinctanddemandasimpleyesornoanswer.

4.6.Campaigning4.6.1.TheReturningOfficershallarrangeameetingtotakeplaceforallcampaignerstoattend.4.6.2.Themeetingshallincludebriefingsontheissueandcampaigningguidelines.

4.7.Campaignpublicity4.7.1.TheReturningofficerwillproduceanunbiaseddocumentoutliningtheissuebeingvotedonandofferingbothcampaignsanopportunitytooutlinetheirviewpoint.4.7.2.TheYesandNocampaignsshalleachbeallowed100A4copiesfreeofcharge4.7.3.OriginalsmustbeleftattheUnionreception.Requestssubmittedbefore2pmmaybecollectedafter4pmthatday,thosesubmittedafter2pmwillbeavailablefrom10amthefollowingday.4.7.4.EachCampaignmayproduceotherpublicitytocampaignwithuptoalimitof£100.AllreceiptsmustbesubmittedtotheReturningOfficerpriortothecount.4.7.5.IfyouareintendingtouseawebsiteoremailyoushouldbeawarethatyoumustabidebytheCollege’sregulationsontheuseoftheiremailandserversystems.4.7.6.TheReturningOfficerwillneedtobesentURLsforallonlinepublicity.4.7.6.Campaignerswillnotusestickersastheycausedamageandareanuisance.4.7.7.AnypublicitywhichbreachesUnionpolicyorthatisruledbytheReturningOfficertobeinappropriatewillberemoved.Anypublicitydisplayedinamannerthatmaycontravenehealthandsafetyregulationswillberemoved,aswillpublicityfixedtowallsbytapeorglue.Anydamagewillbechargedtothecandidate.

4.8.Debate4.8.1.TheReturningOfficershallarrangeanopendebateasdeemedappropriate,wherebothsidesoftheargumentwillbepresented.4.8.2.ThelengthofspeechesandresponsesbycandidatestoquestionsshallbedeterminedbyoneoftheAssistantReturningOfficerswhoshallbeChair.

4.9.Voting4.9.1.Incaseofapaperreferendum4.9.1.1.TheReturningOfficershallpublicisethelocationandarrangementsforvoting.4.9.1.2.AllfullmembersoftheUnionmayvoteuponproductionofvalididentificationasdeterminedbytheReturningofficer.4.9.1.3.Votingpapersshallbearthenameofeachcandidateandtheofficebeingcontested.4.9.1.4.Campaignersmaynotcanvassvoterswhilstintheprocessofcastingtheirvote.4.9.2.Incaseofanonlinereferendum 4.9.2.1.TheReturningofficershallhavethediscretiontohaveapollingarea. 4.9.2.2.TheReturningofficershallpublicethearrangementsforonlinevoting 4.9.2.3.VoteswillbecastedonanElectronicBallotSheet(ESB)4.9.2.4.ESBsshallbearthenameofeachcandidateandtheofficebeingcontested.4.9.2.5.Campaignersmaynotcanvassvoterswhilstintheprocessofcastingtheirvote.

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4.10.Complaints4.10.1.AnycomplaintsregardingtheconductofthereferendumshallbesubmittedinwritingtotheReturningOfficerbeforethestartofthecount.TheReturningOfficershalldecideonanycomplaints.

4.11.TheCount4.11.1.Allcountsshalltakeplacewithin24hoursofthecloseofpolling,wherepossible.4.11.2.Intheeventofatie,thereshallbeafurtherreferendumbetweenthecandidateswiththetiednumberofvotes.4.11.3.NoresultswillbedeemedvalidunlessitisapprovedandauthorisedbytheReturningOfficer.4.11.4.Theprocedureofthecountwillbedependentuponthemethodofthereferendumutilised,incaseofapaperreferendumpleaserefertopapercountincaseofanonlinereferendumpleaserefertoonlinecount.4.11.5.TheCountwillbeconductedaccordingtoguidelineslaiddownbytheElectoralReformSociety.

4.12.PaperCount4.12.1.TheReturningOfficershallappointaSuperintendentforthecountwhowillnormallybetheDeputyReturningOfficer.TheReturningOfficerandtheSuperintendentwillappointasmanycountingofficer’sastheyseefit.4.12.2.TheReturningOfficerandtheSuperintendentofthecountshalldirectthecountinaccordancewiththeUnion’sConstitution,andtheseguidelines.4.12.3.Thecandidatesortheirrepresentativesmayattendthecountasobserversandshallhavetherighttoarecountifthemajorityofthesuccessfulcandidateislessthanthenumberofspoiltballotpapers,otherwisetheremaybearecountatthedirectionoftheReturningOfficer.4.12.4.Ifthereisanydisputeastohowaparticularballotpaperistobecounted,theReturningOfficermustdecide,observingwherepossibletheintentofthevoter,otherwisetheballotpaperisdeemedtohavebeenspoilt.4.12.5.Oncethecounthasbeenconducted,theusedballotpapersmustbekeptunderlockandkey,bytheReturningOfficerortheDeputyReturningOfficeruntiltwomonthsafterthecloseofpolling,andthendestroyed.4.12.6.ThecountwillcommenceonlyiftheReturningOfficerissatisfiedthatallcomplaintsrelatingtotheconductandadministrationoftheelectionhavebeenresolved.4.12.7.Complaintsafterthecounthascommencedmayonlyrelatetotheconductofthecount.ComplaintsshouldbeinwritingtotheReturningOfficerandmustbesubmittedwithinsevendaysofthecount.

4.13.OnlineCount4.13.1.TheonlinecountwillbeconductedbyacompanythatwasselectedtocarryoutthereferendumonbehalfoftheUnionorbyanelectronicmethodagreedbytheReturningOfficerinconsultationwiththeTrustees.4.13.2.ThecompanyselectedtocarryoutthereferendumonbehalfoftheUnionwillprovideabreakdownoftheelectionresultsoriftheanelectronicmethodwasusedbythe

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Union,theUnionwillprovideabreakdownoftheresults.4.13.3.Allvotesrecordedwillbeconfidentialandnonamesofeligiblevoterswillberevealed.4.13.4.TheresultswillbecheckedbytheReturningOfficerpriortotheofficialdeclarationofresults.4.13.5.ThecountwillcommenceonlyiftheReturningOfficerissatisfiedthatallcomplaintsrelatingtotheconductandadministrationoftheelectionhavebeenresolved.4.13.6.Complaintsafterthecounthascommencedmayonlyrelatetotheconductofthecount.ComplaintsshouldbeinwritingtotheReturningOfficerandmustbesubmittedwithinsevendaysofthecount.

4.14.Declaration4.14.1.TheReturningOfficershalldeclareresultsofthereferendumwhenthecountforeachposthasbeensuccessfullycompleted.4.14.2.Resultsofthereferendumshallthenbepostedviaappropriatecommunicationchannels.

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