STUDENT REPRESENTATIVE COUNCIL (SRC) · 2013-05-24 · SRC CONSTITUTION 2008 PAGE 5 OF 30 SECTION 1...

STUDENT REPRESENTATIVE COUNCIL (SRC)

CONSTITUTION

SRC CONSTITUTION 2008

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Page No.

CONTENTS ...............................................................................Error! Bookmark not defined.

SECTION 1.................................................................................................................................5

Name and scope...................................................................................................5

SECTION 2.................................................................................................................................5

Explanation of terms ............................................................................................5

SECTION 3.................................................................................................................................6

Aims and objectives of CPUT SRC......................................................................6

SECTION 4.................................................................................................................................7

Guiding principles................................................................................................7

SECTION 5.................................................................................................................................7

CSRC and LSRC functions and responsibilities ...................................................7

SECTION 6...............................................................................................................................11

Composition and office bearers of the CSRC .....................................................11

SECTION 7...............................................................................................................................20

Term of office of CPUT SRC Members .............................................................20

SECTION 8...............................................................................................................................21

Powers and privileges of CPUT SRC .................................................................21

SECTION 9...............................................................................................................................21

Meetings of CPUT SRC.....................................................................................21

SECTION 10.............................................................................................................................23

CPUT SRC Governance Structures and Committees ..........................................23

SECTION 11.............................................................................................................................24

CPUT SRC membership: ...................................................................................24

SECTION 12.............................................................................................................................25

CPUT SRC working relations ............................................................................25

SECTION 13.............................................................................................................................25

Portfolio reshuffling...........................................................................................25

SECTION 14.............................................................................................................................26

CPUT SRC conduct ...........................................................................................26


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SECTION 15.............................................................................................................................26

Recognition of student organisations/formations by the CPUT SRC...................26

SECTION 16.............................................................................................................................27

Organisational affiliation....................................................................................27

SECTION 17.............................................................................................................................28

Vote of no confidence motion ............................................................................28

SECTION 18.............................................................................................................................29

Constitutional amendments ................................................................................29

SECTION 19.............................................................................................................................29

Constitutional status...........................................................................................29

SECTION 20.............................................................................................................................30

Interpretation of clauses of the Constitution .......................................................30

ANNEXURE A : Organisational structure of CPUT SRC in terms of Section 12

ANNEXURE B : Election guidelines for CPUT SRC - Central and Local levels

ANNEXURE C : Code of conduct for candidates eligible for elections


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CONTENTS

� As students of the Cape Peninsula University of Technology (“CPUT”) we are aware of

our diverse cultural, religious and political persuasions, and of differences in our

economic backgrounds. We are cognisant of the painful past of our country and continent

and are committed to the Constitution of the Republic of South Africa.

� We share the vision of a transformed higher education system as set out in the Higher

Education Act 101 of 1997, as amended, believing that education in general and higher

education in particular, has a major role in combating the skills shortage in South Africa

and the African continent.

� The CPUT SRC is constituted in terms of Section 35 of the Higher Education Act 101 of

1997, which states:-

“The establishment and composition, manner of election, terms of office, functions and

privileges of the Student Representative Council of a Public Higher Education Institution

must be determined by the Institutional Statute and Rules”

� We commit ourselves to:-

- ensuring accessible education of true quality for all students, regardless of race,

gender, place of birth or belief system;

- building a strong CPUT community that embraces the vision of CPUT, namely

“To be at the heart of Technology Education and Innovation in Africa”;

� Providing exemplary leadership that is strong, responsible and accountable and responds

to the needs of the CPUT community while meeting the standards of global education

practices.

The CPUT SRC constitution is subject to the CPUT Statutes.


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SECTION 1

Name and scope

1.1 The names of the student bodies shall be the Central Students’ Representative Council

and the Local Students’ Representative Council, hereinafter referred to as the CSRC

and LSRC, respectively;

1.2 This constitution applies to all students’ representative councils of CPUT and their

members and commits them to the Leadership of the Central SRC, Local SRC’s and

related structures of student governance;

1.3 The CPUT SRC must follow the colours of the institution in its publications.

SECTION 2

Explanation of terms

2.1 CPUT is the abbreviation for Cape Peninsula University of Technology;

2.2 Student is any person registered at the Cape Peninsula University of Technology for

the purpose of obtaining a qualification;

2.3 CPUT SRC indicates the entire SRC (both CSRC and LSRC); - as defined at 2.4 and

2.5 below;

2.4 CSRC means Central Students’ Representative Council;

2.5 LSRC means Local Students’ Representative Council; per campus i.e. Cape Town,

Mowbray, Wellington and Bellville;

2.6 GSC means General Students’ Council; body consists of representatives from all local

SRC’s;

2.7 AGM abbreviates Annual General Meeting;

2.8 Act refers to the Higher Education Act, 101 of 1997, as amended;

2.9 Campus shall mean any particular one of the CPUT campuses (e.g. Mowbray Campus)

as stipulated in the Cape Peninsula University of Technology Institutional Statute;


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2.10 Council refers to the governing body of the University;

2.11 Proportional representation (PR) means representation of all parties in proportion to

the number of votes received;

2.12 Faculty Council means a duly constituted student committee set up to represent the

interests of students in a particular faculty;

2.13 General Meeting means Local SRC mass meeting;

2.14 Ordinary Meeting means a formal, scheduled meeting of an LSRC, or of the CSRC;

2.15 Student organisation/club or society/student formation means a student organisation

which has met the criteria set by an LSRC for recognition;

2.16 Semester is an academic period at the University, being either the first or second half

of a calendar year as determined by the University Calendar;

2.17 Senate means the University body responsible for academic matters, as set out in the

Act;

2.18 CPUT SRC disciplinary committee shall mean a disciplinary committee for students

established by either a CSRC or an LSRC; as determined in Section 49 of the CPUT

Statute;

2.19 SSC refers to the Student Services Council of the University whose functions are

defined in Section 43 of the CPUT Statute;

2.20 University refers to the Cape Peninsula University of Technology.

SECTION 3

Aims and objectives of CPUT SRC

3.1 Represent individual students and the student body at large in order to protect and

advance their interests;

3.2 Promote the development of an education system that provides equity of access and

opportunity to students, and facilitates student success;


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3.3 Promote the use of knowledge, competencies and skills that are acquired through

education as a means for contributing to broader socio- economic development,

democracy and nation-building;

3.4 Act as a liaison between students, management and other stakeholders;

3.5 Promote unity-in-diversity among students;

3.6 Work towards an education system that will instill a sense of unity, responsibility and

patriotism;

3.7 Support student governance and development by encouraging cooperation among

student structures and coordinating joint student activities; and

3.8 Promote academic excellence, community service, and a culture of research.

SECTION 4

Guiding principles

• Student- driven leadership

• Non-racialism and non-sexism

• Democracy

• Ubuntu

• Cooperative governance

• Excellence

• Accountability

• Transparency

SECTION 5

CSRC and LSRC functions and responsibilities

5.1 The CSRC shall:-

5.1.1 Represent students in university matters, including the formulation of University-wide

student policies and procedures;


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5.1.2 Represent students in the Council, all relevant University sub-council committees,

meetings with CPUT SRCs of other institutions, on national and international

platforms, in unions, news media, University matters and in the dealings with the

general public;

5.1.3 Promote academic excellence and a culture of research within the University;

5.1.4 Establish such sub-committees as deemed necessary, provided that the CSRC shall

devise means to manage such committees;

5.1.5 Account for its funds by producing and adhering to an annual budget, which shall

comply with all University financial regulations, and shall present an audited financial

report to a joint sitting of LSRCs, which shall meet before the AGM;

5.1.6 Recommend to Council, after consultation with students, rules to determine the

way in which the CSRC and the LSRCs will conduct their affairs;

5.1.7 Recommend to council amendments to the CPUT SRC constitution;

5.1.8 Report to students on the activities of the CSRC by means of meetings, posters,

newsletters or other appropriate media;

5.1.9 Delegate other functions and responsibilities to the LSRCs;

5.1.10 Have a final decision-making role in all matters that affect students of the University;

5.1.11 Accept any additional privileges that may be conferred upon it by the Council of the

University;

5.1.12 Meet at least twice a month;

5.1.13 Allow a two-thirds majority of its members to call a special meeting;

5.1.14 For CSRC meetings the following apply:

a) Notice: Notice of the date, venue and time, as well as the agenda for a meeting,

should be sent out at least five academic days prior the meeting to all members

through the Secretary-General;


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b) Agenda: Unless agreed otherwise in the meeting, additional items on an urgent

basis must be forwarded to the Secretary at least two academic days before the

meeting;

c) Quorum: If, after thirty minutes, there is no quorum, urgent matters shall be

referred to the CSRC executive committee. The quorum for CSRC meetings

shall be fifty percent plus one of the members;

d) Apologies: Members unable to attend the meeting must submit a written

apology at least four hours before the meeting;

e) Resolutions: All resolutions of CSRC meetings shall be passed by consensus

unless the matter at hand requires voting. The Chairperson of the meeting shall

have a deciding vote in the event of a tie in the votes. All voting shall be by a

show of hands unless a two-thirds majority of the CSRC members decide that

voting on a particular matter, resolution should be by secret ballot. The number

of votes for and against a resolution, as well as abstinence, shall be recorded in

the minutes of a meeting.

5.2 The LSRC shall:-

5.2.1 Deal with the recognition of the student organisations, clubs, societies and councils at

campus level;

5.2.2 Coordinate the activities and monitor the use of facilities placed by the LSRC;

5.2.3 Convene and conduct all meetings of the LSRC;

5.2.4 Establish sub-committees as it deems necessary to execute certain LSRC duties;

5.2.5 Organise and promote extramural activities and social activities for students;

5.2.6 Account for funds allocated to it by the CSRC by producing and adhering to an annual

budget and presenting an internally audited financial report to the CSRC, and at its

AGM;


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5.2.7 Comply with all University financial regulations and acceptable practice in its financial

expenditure and management;

5.2.8 Allocate grants to all recognised student organisations, clubs and societies on its

campus;

5.2.9 Coordinate student involvement in community development projects and student

development programmes;

5.2.10 Report to students on all activities of the LSRC by means of posters, newsletters,

meetings and other appropriate means of communication as deemed necessary;

5.2.11 Hold direct talks with academic staff, Faculty Deans, Heads of Departments and

administrative/support staff to meet the students’ needs;

5.2.12 Hold a meeting at least once every two weeks;

5.2.13 Allow a two-thirds majority of its members to call a special LSRC meeting;

5.2.14 Ensure that at LSRC meetings the following apply:-

a) Notice: The notice, along with the agenda of the meeting, shall be given to all

members two academic days before the meeting;

b) Agenda: Unless agreed otherwise in the meeting, members wanting to include

items in the agenda must forward such to the Secretary at least two academic

days before the meeting;

c) Quorum: The quorum shall be fifty per cent plus one member present at the

meeting;

d) Apologies: Members unable to attend the meeting must submit written

apologies at least four hours before the meeting; and

e) Resolutions: All resolutions of the LSRC meetings shall be passed by consensus

unless the issue requires voting. The Chairperson of the meeting shall have a

deliberative vote in discussions requiring resolutions, and a casting vote in the

event of a tie in the votes.


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All voting shall be by a show of hands unless a two-thirds majority of the LSRC

members decide that voting on all resolutions, or on a certain resolution, should

be by secret ballot. The number of votes for and against a resolution, as well as

abstinence, shall be recorded in the minutes of such a meeting.

SECTION 6

Composition and office bearers of the CSRC

6.1 The CPUT SRC is composed of the members of the CSRC and the members of the

LSRC;

6.2 Portfolios of the CSRC:-

6.2.1 President

6.2.2 Deputy President

6.2.3 Secretary-General

6.2.4 Deputy Secretary-General

6.2.5 Finance and Projects Officer

6.2.6 Transformation and Academic Affairs Officer

6.2.7 Student Services Officer

6.2.8 Chairpersons from Local SRC’s (ex officio)

6.3 The functions and responsibilities and functions of individual portfolio CSRC members

are as follows:-

6.3.1 The President shall:-

6.3.1.1 Ensure that student stability is at a level that enables learning and teaching to continue

peacefully;

6.3.1.2 Make the student voice heard in every decision-making forum of the University or

delegate a member of the CSRC executive to fulfil this role;


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6.3.1.3 Preside over all CSRC meetings or delegate such duties to a member of the CSRC in

order of seniority;

6.3.1.4 Present a report on matters affecting the CPUT SRC in general and an update to the

CSRC, LSRC, joint sittings and AGM;

6.3.1.5 Together with other delegated CSRC members, represent the CSRC and students at all

official functions of the University;

6.3.1.6 Be an ex officio member of all CSRC subcommittees;

6.3.1.7 Together with the Finance and Projects Officer or Secretary-General (in the absence of

the Finance and Projects officer), act as a signatory to all financial transactions of the

CSRC;

6.3.1.8 Act as the official spokesperson of the CSRC;

6.3.1.9 Together with the Secretary-General issue press statements on behalf of the

CSRC;

6.3.1.10 Enforce accountability by all CSRC portfolios; and

6.3.1.11 Sign minutes of all CSRC meetings.

6.3.2 The Deputy President shall:-

6.3.2.1 Act as the President in the absence of the President;

6.3.2.2 Coordinate the constitutional and policy development process for the CSRC;

6.3.2.3 Be the chairperson of the disciplinary committee of the CSRC.

6.3.2.4 Lobby relevant stakeholders for the establishment of exchange programmes for CPUT

students;

6.3.2.5 Preside at any sports and arts and culture subcommittee of the CPUT SRC;

6.3.2.6 Be a custodian for the community development work of the CPUT SRC;


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6.3.2.7 Lobby CPUT community to ensure synergy in community and outreach programmes.

6.3.3 The Secretary-General shall:-

6.3.3.1 Be in charge of the general administration of the CSRC;

6.3.3.2 Conduct the correspondence of the CSRC and keep all copies thereof;

6.3.3.3 Circulate notices and agendas of meetings to all CSRC members;

6.3.3.4 Serve as the signatory of all financial transactions of the CSRC together with the

President or the Finance and Projects Officer;

6.3.3.5 Together with the Deputy Secretary take minutes in all CSRC meetings;

6.3.3.6 Be the Chief Coordinator of the activities of the CSRC support staff; and

6.3.3.7 Present the organisational report and update to the CSRC AGM and the LSRCs’ joint

sitting/s and AGM;

6.3.3.8 Draw up and implement a marketing and communication strategy for the CSRC.

6.3.4 Deputy Secretary-General shall:-

6.3.4.1 Act as the Secretary-General in the absence of the Secretary-General;

6.3.4.2 Assist the Secretary-General with administering the work of the CSRC;

6.3.4.3 Execute other duties as delegated by the Secretary-General;

6.3.4.4 Coordinate the international work of the CSRC.

6.3.5 The Finance and Projects Officer shall:-

6.3.5.1 Be responsible and accountable for the finances of the CSRC;

6.3.5.2 Present a financial report to the CSRC and LSRCs’ joint sitting, Council, and the

CSRC, whenever required;

6.3.5.3 Keep records of all financial transactions of the CSRC;


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6.3.5.4 Convene an Annual CPUT SRC Budget Speech meeting where the CPUT SRC budget

and controls are presented to all students and the University community;

6.3.5.5 Together with the President or the Secretary-General (in the absence of the President),

serve as the signatory for CSRC financial transactions;

6.3.5.6 Present the financial update to the CSRC and LSRCs’ joint sitting/s;

6.3.5.7 Present an audited financial report to the CSRC, LSRC’s joint sitting, AGM and

Council when required.

6.3.5.8 Assemble a projects team to coordinate/organise projects of the CPUT SRC;

6.3.5.9 Lobby resources to advance the programmes of the CPUT SRC;

6.3.5.10 Be responsible for fundraising activities aimed at community development.

6.3.6 The Transformation and Academic Officer shall:-

6.3.6.1 Be responsible for and co-ordinate all academic matters affecting students;

6.3.6.2 Coordinate all transformation-related matters;

6.3.6.3 Represent students in Senate Institutional Forum and in any other relevant committees;

6.3.6.4 Represent the CSRC in the committees, Senate and any other institutional forums and

committees that the CPUT SRC might deem relevant;

6.3.6.5 Work with relevant stakeholders to help with integration of both local and international

students on campus and assist with the formulation of relevant strategy for the

University;

6.3.6.6 Submit regular reports to the Secretary-General as requested by the CSRC.

6.3.7 Student Services Officer shall:

6.3.7.1 Represent the CPUT SRC in the Student Services Council;


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6.3.7.2 Attend to student matters such as financial assistance, academic support, catering and

general student welfare;

6.3.7.3 Coordinate social awareness campaigns;

6.3.7.4 Ensure that services of part-time students are catered for;

6.3.7.5 Work closely with Student Affairs and other relevant stakeholders on issues such as

training and development programmes, and placement of students for employment both

internally and outside the University;

6.3.7.6 Represent the CRSC in the University’s Orientation Coordinating Committee;

6.3.7.7 Lobby for assistance for students participating in national and international

competitions in sports and in arts and cultural;

6.3.7.8 Submit regular reports to the Secretary-General, as required by the CSRC.

6.4 The CSRC Executive Committee Composition, Powers and Duties.

The CSRC Executive Committee shall:-

6.4.1 Consist of the seven members of the CSRC (President, Deputy President, Secretary-

General, Deputy Secretary–General, Finance and Projects Officers; Transformation and

Academic Officer and Student Services Officer;

6.4.2 Take decisions on urgent issues on behalf of the CSRC;

6.4.3 Take decisions on behalf of the CSRC between the CSRC meetings after consultation

with other members;

6.4.4 Not replace the Central SRC;

6.4.5 Not have the power and right to take decisions on policy matters of the institution;

6.4.6 Reach quorum when fifty percent plus one of the members are present.

6.5 LSRC membership and responsibilities and functions of each LSRC portfolio:-


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6.5.1 Portfolio of the Local SRC:-

6.5.1.1 Chairperson

6.5.1.2 Deputy Chairperson

6.5.1.3 Secretary

6.5.1.4 Finance and Projects officer

6.5.1.5 Residence, Transport and Welfare Officer

6.5.1.6 Sports, Arts and Culture Officer

6.5.1.7 Marketing and Publicity Officer

6.5.1.8 Community Development Officer

6.5.1.9 Chairpersons of Faculty Councils, who shall serve in the LSRC as ex officio members

with full status including benefits. The number of Chairpersons shall vary across

campuses on the basis of the number of Faculties that exist on a particular campus.

6.5.2 Functions and responsibilities of each LSRC portfolio

The Chairperson shall:-

6.5.2.1 Be the Chief Executive Officer of the LSRC;

6.5.2.2 Preside over all LSRC meetings or delegate such duty to any member of the LSRC;

6.5.2.3 Present the state of the LSRC report and update at the AGM and to the, CSRC, LSRC,

and GSC, respectively;

6.5.2.4 Together with other delegated LSRC members, represent the LSRC and students in all

official functions of the campus;

6.5.2.5 Together with the Secretary (in the absence of the Finance and Projects Officer), act as

a signatory for all LSRC financial transactions;


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6.5.2.6 Act as the official spokesperson of the LSRC in consultation with the Marketing and

Publicity Officer;

6.5.2.7 Together with the Marketing and Publicity Officer, draft and issue press statements on

behalf of the LSRC;

6.5.2.8 Sign minutes of all meetings of the LSRC;

6.5.2.9 Preside over the LSRC and GSC meetings;

6.5.2.10 Be an ex officio member of the CSRC with no voting rights;

6.5.2.11 Draft and submit to student services officer press statements on behalf of Local SRC.

6.5.3 The Deputy Chairperson shall:-

6.5.3.1 Act as the Chairperson in the absence of the Chairperson;

6.5.3.2 Facilitate the drafting of discussion documents relating to issues relevant to students;

6.5.3.3 Assess the impact of the existing university policies on students and make necessary

proposals for review; and

6.5.3.4 Be the Chairperson of the Disciplinary Committee of the LSRC.

6.5.4 The Secretary shall:-

6.5.4.1 Be in charge of the general administration of the LSRC, keep its records and write

minutes of its meetings;

6.5.4.2 Write the correspondence of the LSRC and keep copies thereof;

6.5.4.3 Circulate on time, notices, agendas and minutes of meetings to all members of the

LSRC;

6.5.4.4 Together with the Chairperson or the Finance and Projects Officer, act as a signatory to

all financial transactions of the LSRC;


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6.5.4.5 Be the secretary to and present an organisational update to the General Students’

Council;

6.5.4.6 Act as a co-signatory in the absence of either the Campus Finance and Projects Officer

or the Chairperson;

6.5.4.7 Prepare annual reports on the overall work of the LSRC and submit the report to the

CSRC and LSRC joint sitting;

6.5.4.8 In the event of the deputy Chairperson having to appear before a disciplinary

committee, the Secretary must chair the disciplinary committee. If both office-bearers

are to appear before the disciplinary committee, the matter must be taken to the CSRC.

6.5.5 The Finance and Projects Officer shall:

6.5.5.1 Be directly responsible and accountable for the finances of the LSRC;

6.5.5.2 Prepare an audited financial report and submit it to the CSRC, LSRC, and the

Department of Student Affairs for consideration;

6.5.5.3 Keep records of all financial transactions of the LSRC;

6.5.5.4 Together with the Chairperson or the Campus Secretary (in the absence of the

Chairperson) act as a signatory to all financial transactions of the LSRC;

6.5.5.5 Convene a Budget Speech meeting where the LSRC Budget, is presented to enhance

transparency;

6.5.5.6 Be responsible for fundraising resources of the LSRC in consultation with the CSRC;

and

6.5.5.7 Account for funds allocated to the LSRC for that financial year.

6.5.6 The Community Development Officer shall:-

6.5.6.1 Identify community outreach projects;

6.5.6.2 Set up developmental projects in the broader community;


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6.5.6.3 Organise workshops on campus to affirm the students’ commitment to direct resources

and skills to communities for the upliftment of society as a whole;

6.5.6.4 Represent the CPUT SRC in relevant committees on the campus and as mandated by

CSRC and LSRC;

6.5.6.5 Together with the Finance and Projects Officer raise funds for community

development;

6.5.6.6 Facilitate relations with community outreach structures in their community

development programmes with a view to establishing sustainable projects;

6.5.6.7 Organise and coordinate all community development projects of the LSRC in liason

with the University’s Service Learning Department; and

6.5.6.8 Submit regular reports to the Secretary for compilation.

6.5.7 The Marketing and Publicity Officer shall:

6.5.7.1 Work with relevant stakeholders to help with integration of international students on

campus, and the University;

6.5.7.2 Ensure adequate marketing of the programmes of the LSRC within and outside the

university, working hand in hand with the CSRC;

6.5.7.3 Be responsible and accountable for any issues relating to communication and publicity

on campus;

6.5.7.4 Submit regular reports to the Secretary for compilation, as determined by the LSRC.

6.5.8 The Transport, Residence and Welfare Officer shall:-

6.5.8.1 Facilitate communication and be a link between the LSRC and the residences of the

specific campus;

6.5.8.2 Represent the LSRC in the Student Housing Department;

6.5.8.3 Chair the Local Housing Committee;


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6.5.8.4 Represent the LSRC in relevant campus committees dealing with Catering, Transport,

Campus Safety and/or any other social concern which affects students (e.g. sexual

harassment, diversity, HIV and Aids,);

6.5.8.5 Work with relevant stakeholders on and off campus to promote the social well-being of

students; and

6.5.8.6 Submit regular reports to the Secretary for compilation, as determined by the LSRC.

6.5.9 The Sports, Arts and Culture Officer shall:

6.5.9.1 Organise cultural, arts and sports activities for the benefit of that specific campus

students;

6.5.9.2 Be the Chairperson of the campus Arts and Culture Council;

6.5.9.3 Attend all Arts and Culture Council meetings and consistently provide feedback on the

progress to the LSRC;

6.5.9.4 Ensure good relationships between the LSRC, Arts and Culture Council, Arts and

Culture Office and the Sports department;

6.5.9.5 Submit regular reports to the Secretary for compilation, as determined by the LSRC;

6.5.9.6 Liaise with the Sports, Arts and Culture Officer at the CSRC level.

SECTION 7

Term of office of CPUT SRC Members

7.1 The term of office for both the CSRC and the LSRC shall be twelve months;

7.2 No individual member may serve on the CSRC or LSRC for more than three terms,

whether consecutively or not;

7.3 After twelve months CSRC and LSRC elections shall be held in strict accordance with

the CPUT SRC election guidelines. These documents shall be continuously reviewed

where necessary by the representative student structures and students participating in

the elections;


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SECTION 8

Powers and privileges of CPUT SRC

8.1 As a structure within the Institution and recognized in the provisions of the Statute of

CPUT, CPUT SRC negotiates with stakeholders in pursuit of student governance and

reserves the right to challenge decisions within the policies and procedures and Student

Code of Conduct;

8.2 The Student Representative Council is accountable to students and the Council through

the appropriate management structures, for funds and sponsors it acquires and shall

administer these funds within CPUT policies and rules of the institution;

8.3 The privileges of members of the CPUT SRC are determined by Council through the

appropriate management structures, and after consultation with the CPUT SRC.

SECTION 9

Meetings of CPUT SRC

9.1 Annual General Meeting (AGM)

The AGM shall:-

9.1.1 Be the highest decision-making body;

9.1.2 Be presided over by the President or his/her nominee;

9.1.3 Deliberate recommendations for policy issues and amendments to this Constitution;

9.1.4 Be open to all registered CPUT students, with full deliberative rights;

9.1.5 Receive and consider reports of the Local SRCs, presented by the Chairperson

(Political Report), Campus Secretary (Organisational Report), Finance and Projects

Officer (Audited Financial Report);

9.1.6 The CSRC shall give at least 4 weeks’ notice of the date, venue, and time of the AGM,

clearly stating special agenda items, by means of posters, general mail and any other

appropriate student media;


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9.2 General meetings

9.2.1 Student mass meetings shall be the highest decision-making meetings at LSRC;

9.2.2 The Local SRC shall call a Student General meeting at least once per semester;

9.2.3 All registered students are eligible to attend and participate in such meetings;

9.2.4 General meeting shall make recommendations to the AGM on policy issues where

necessary;

9.2.5 General meetings shall assess the progress of the LSRC;

9.2.6 General meetings shall consider all matters that affect students on that campus; and

9.2.7 In the event of the CPUT SRC failing to call a mass meeting, a petition of 25 % of

voters may request such a meeting.

9.3 General student council (GSC) as defined in the definition section.

The GSC shall:-

9.3.1 Meet at least once during each academic quarter;

9.3.2 Be presided over by the Local SRC Chairperson;

9.3.3 Have at least two delegates from each LSRC structure, club or society;

9.3.4 Receive and consider the recommended budget allocations by Local SRCs;

9.3.5 Fifty per cent plus the representative of one of the affiliated structures shall be present

in the meeting to constitute a quorum;

9.3.6 Accept only written apologies from delegates;

9.3.7 Sit when convened by a Local SRC or upon written request by at least a simple

majority of its members (50 % plus one) to the Secretary of the LSRC; and

9.3.8 A special GSC meeting shall be convened for purposes of dissolution of Local and or

Central SRC in terms of Section 16.6.


PAGE 23 OF 30

9.4 Joint sittings of the CSRC and LSRC:-

9.4.1 The CSRC shall convene the sitting; ‘

9.4.2 The CSRC President shall chair the proceedings or delegate such responsibility;

9.4.3 A joint sitting shall take place at least once every three months unless otherwise

determined;

9.4.4 Depending on the urgency of the matter/s at hand, the CSRC President may convene a

special joint sitting of the CSRC and LSRCs, at a request of 4 members of the CSRC;

9.4.5 At the joint sitting quarterly reports from LSRCs and the CSRC shall be delivered and

critical functions common to the various campuses shall be identified;

9.4.6 The joint sitting shall assess the state of affairs at the University and propose

interventions for management’s consideration;

9.4.7 This sitting may call any senior University member to clarify or give a briefing on a

matter identified as a matter of urgency for students; and

9.4.8 Decisions made in this sitting shall be binding on all its members.

SECTION 10

CPUT SRC Governance Structures and Committees

The CPUT SRC shall be governed by the following structures:-

• SRC AGM

• General Student Council

• Central SRC

• CSRC Executive Committee

• CSRC Disciplinary Committee

• CSRC Subcommittees

• CSRC and LSRCs’ Joint Sitting

• LSRC General Student Council

• LSRC General Meeting


PAGE 24 OF 30

• LSRC Annual General Meeting

• LSRC Disciplinary Committee

• LSRC Subcommittees

SECTION 11

CPUT SRC membership:

11.1 Eligibility:-

11.1.1 Any student who has been registered at CPUT for at least one academic year shall be

eligible for election to serve in the CPUT SRC, with the exclusion of full-time

employed students and first-year students, students completing short courses;

11.1.2 A CPUT SRC candidate must have passed an average of 50% of the courses in their

student record;

11.1.3 A student serving a criminal sentence as imposed by a South African Court of Law and

the CPUT disciplinary committee may not be eligible for election;

11.1.4 All CPUT students, excluding students enrolled only for short courses, shall be eligible

to participate in or vote in the CPUT SRC elections;

11.2 Termination of CPUT SRC membership:-

A member of the CSRC and LSRC shall cease to be member if and when he / she:

11.2.1 Is no longer registered as a student at CPUT;

11.2.2 Resigns as a member of the CSRC or LSRC, and such resignation is accepted by the

CSRC or LSRC;

11.2.3 Fails to attend three consecutive meetings of the CSRC or LSRC, or a related CPUT

SRC or University Committee, without valid written apology;

11.2.4 Fails, without a reasonable explanation that is acceptable to the CSRC or LSRC, to

carry out such duties as may be entrusted to him/ her;


PAGE 25 OF 30

11.2.5 Brings the name of the CSRC or LSRC into disrepute by being found guilty of an

offence by the University Disciplinary Structures and/or CSRC or LSRC disciplinary

structures;

11.2.6 Is convicted of any criminal activity and imprisoned for at least six months without an

option of a fine by a court of law;

11.2.7 Is doing in-service training for more than 3 months;

11.2.8 Becomes a member of staff or management or a service provider of the institution.

SECTION 12

CPUT SRC working relations

The following shall define the working relations between the CSRC and other structures of

student governance:

12.1 Determinations and resolutions of the CPUT SRC shall bind all structures of student

governance;

12.2 The CSRC shall constructively engage with its LSRCs and respect their role as leading

structures on campus;

12.3 The CSRC shall receive feedback from LSRCs through the LSRC Chairperson who

shall be accorded ex officio status with full membership of the CSRC; and

12.4 The CSRC and LSRCs shall operate within the principles of cooperative governance.

SECTION 13

Portfolio reshuffling

13.1 Reshuffling shall be done at the discretion of the CPUT SRC concerned;

13.2 The CSRC or LSRC shall inform the Student Affairs Department in writing of the

intention to reshuffle portfolios; and


PAGE 26 OF 30

13.3 Any vacancy that arises as a result of student organizations redeployment or withdrawal

or as a result of a disciplinary outcome as stipulated in the Code of Conduct against a

member within the CPUT SRC, such vacancy will be filled in accordance with CPUT

SRC Election Guidelines – Filling of a vacancy process.

SECTION 14

CPUT SRC conduct

Section 49 of the Statute indicates that:-

“The students’ representative council must establish a disciplinary committee responsible for the

discipline of any members of the students’ representative council that violate the students’

representative council’s code of conduct.

Any other disciplinary matter pertaining to student discipline that falls outside the SRC code of

conduct will be dealt with by the Student Services Council and/or management in accordance

with the Student Rules and Code of Conduct.”

A CPUT SRC member shall conduct himself/herself in an exemplary fashion:-

a) as described in the University rules for students; and

b) as prescribed in detail in the CPUT SRC Code of Conduct, which shall be developed

and reviewed by the AGM.

SECTION 15

Recognition of student organisations/formations by the CPUT SRC

15.1 All student organisations/clubs/societies shall apply to the LSRC for consideration and

acceptance through the secretary;

15.2 Such a student formation shall provide a statement of intent, a plan of action detailing

financial implications and a copy of their constitution;

15.3 Political organisations shall provide a list of 50 signed-up members, while for a

society/club 25 signed-up members shall be required;


PAGE 27 OF 30

15.4 All documents submitted to the LSRC shall also be submitted to a person designated by

the HOD: Student Affairs, for record keeping by Student Affairs;

15.5 The organisation applying for recognition shall be required to call a meeting of its

members to be attended by a member of the LSRC and a staff member from Student

Affairs designated by the HOD: Student Affairs;

15.6 The process of recognition must be finalised within 3 weeks after submission of the

required documentation to the LSRC;

15.7 Within the aforementioned recognition period the secretary of the LSRC must inform

both the organisation applying and Student Affairs in writing about the outcome of the

application. In the event of rejection the structure applying must appeal to the President

of the CSRC and the Head of Student Affairs.

SECTION 16

Organisational affiliation

16.1 Structures that already exist on campuses shall be required to affiliate annually with the

Local SRC, by submitting a copy of their programme for the previous year along with a

budget and a list of 25 paid-up members;

16.2 Members of organisations/clubs/societies shall be required to pay a minimum joining

fee as determined from time to time;

16.3 The LSRC shall determine a deadline for affiliation, after consultation with

organisations/societies/clubs in a General Students’ Council;

16.4 The LSRC shall have the right to reject any application that is lodged after the deadline

for submissions;

16.5 The LSRC GSC shall have the right to withdraw the recognition of any structure should

the structure concerned not operate consistently during the course of the year, is found

guilty of misappropriation of funds and/or does not report to the LSRC GSC as required

by this constitution. The LSRC must give the structure written notice of its intention to

withdraw recognition, stating full reasons for the intended action;


PAGE 28 OF 30

16.6 The structure concerned shall be given two months to improve the situation, after

which, if the LSRC realises that no practical improvement has taken place, the

recognition shall be withdrawn immediately; and

16.7 The structure concerned shall have the right to appeal in writing to the CSRC, and the

decision of the CSRC shall be final. The withdrawal decision shall be suspended

pending the decision of the CSRC with regard to the appeal.

SECTION 17

Vote of no confidence motion

17.1 At least a two-thirds majority of the total number of students that voted into office the

CPUT SRC question shall uphold a vote of no confidence;

17.2 It is the right of every individual student or group to propose a vote of no confidence in

the CPUT SRC in question if he/she is dissatisfied with the way the CPUT SRC

conducts its affairs;

17.3 For the vote of no confidence to hold, the individual student or group proposing the

motion shall first engage with the SRC in question to find solutions for matters that

they perceive as critical for student service. Only if there is sufficient evidence of such

engagement with the CPUT SRC in question being in vain, shall the proposers resort to

passing the vote of no confidence;

17.4 Only a signed up petition shall be accepted as valid to pass a vote of no confidence in

the CPUT SRC in question;

17.5 With the acceptance of a vote of no confidence, Section 17.6 and Section 17.7 below

shall apply:

17.6 The dissolution of the CPUT SRC shall take place in a GSC special sitting convened by

the Dean of Students;

17.7 An interim SRC shall be elected in the same sitting (GSC special sitting) to assume full

responsibilities of the SRC whilst they organise the process of election of the new SRC.


PAGE 29 OF 30

SECTION 18

Constitutional amendments

18.1 The process for amendments to the CPUT SRC constitution shall be announced to the

entire CPUT student community will be allowed to submit their suggestions in writing

to the Secretary General at least one month before a GSC meeting for consideration and

approval of a subsequent AGM;

18.2 The CPUT SRC shall provide all the necessary means and support to make the process

of submission easy and accessible for the interested parties;

18.3 A constitutional workshop shall be organised to outline the significance of

constitutional amendments and deal with the proposed amendments;

18.4 This workshop shall be constituted only by CPUT individual students, structures, clubs

or societies;

18.5 A student mass meeting or AGM shall endorse any constitutional amendment before its

submission to the University Council;

18.6 The CPUT SRC constitutional amendment process shall be the responsibility of the

CPUT SRC with the involvement of all interested individual students, structures, clubs

and societies;

18.7 The amendments to the CPUT SRC Constitution have to be approved by the CPUT

Council.

SECTION 19

Constitutional status

This Constitution will have the status of the formal constitution of the CPUT student governance

structures and will form part of the official CPUT governance documentation, once it has been

approved by the CPUT Council.


PAGE 30 OF 30

SECTION 20

Interpretation of clauses of the Constitution

All disputes with regard to the interpretation of any of the sections of this constitution shall be

referred to the Dean of Students and on appeal to the Vice-Chancellor.

Signed by CSRC President: ____________________________________________________

Student number: ____________________________________________________

at __________________________________ Date: ___________________________________

Witnessed by: ____________________________________________________

CSRC position: ____________________________________________________

at __________________________________ Date: ___________________________________

OF 2

ANNEXURE A

ORGANISATIONAL STRUCTURE OF CPUT SRC IN TERMS OF

SECTION 12

General Student Council

Central SRC

Annual General Meeting

Clubs & Societies

LSRC Sub-Committees

LSRC

CSRC Sub-Committees

CSRC & LSRC Joint Seating

CSRC Executive Committee

OF 2

� Annual General Meeting is a meeting where all individual students are gathered at a

central venue.

� General Student Council is composed of all structures of students formation.

� Central SRC is composed of 7 elected members of CPUT SRC, Chairpersons of

LSRC’s and Faculty Representatives.

� CSRC Executive Committee is composed of 7 elected members of CPUT SRC only.

� CSRC and LSRC joint seating is composed of CSRC members and a LSRC executive.

� LSRC is CPUT SRC on each campus.

� LSRC Sub Committees are sub-committees appointed by LSRC on different campuses.

� Clubs & Societies are all structures of student formation recognized by CPUT SRC.

GUIDE TO SRC ELECTIONS

PAGE 1 OF 19

ANNEXURE B

1. Introduction

Section 35 of the Higher Education Act No. 101 of 1997 as amended, provides for the establishment of Student Representative Councils (SRC’s) in all institutions of higher

learning. These guidelines serve to outline the process of electing the SRC members in accordance with the SRC Constitution and CPUT Statute.

In striving for free and fair elections and entrenching democracy, the elections process

will be driven by an Electoral Commission herein after called (“EC”).

2. Terms of reference for the SRC Elections

2.1 The date(s) of the elections will be determined by the SRC working together with

the Student Governance Office and Management and will be officially announced

by the SRC President;

2.2 The EC must be constituted not more than seven (7) working days after

announcement of the election date(s);

2.3 In its first seating the EC must receive from the Student Governance Office and approve an elections timetable. This timetable must be publicized within three (3)

days of its approval by the EC;

2.4 Elections for Local SRC (“LSRC”) and Central SRC (“CSRC”) shall be

conducted simultaneously.

3. Establishment of the Electoral Commission

The primary task of the EC is to manage and facilitate the SRC elections process. The EC

shall strive to be independent, impartial, perform its duties and exercise its powers

without fear, favour or prejudice.

3.1 Functions and responsibilities of the Electoral Commission shall be:

3.1.1 to facilitate and manage SRC elections process in its entirety in accordance with

these election guidelines;

Election Guidelines for Cape Peninsula University of Technology (“CPUT”) Student

Representative Council (“SRC”) – Central and Local levels


PAGE 2 OF 19

3.1.2 to co-opt other students or staff members as it deems necessary;

3.1.3 to determine other election logistics such as the design of the ballot papers, the

ballot boxes, voting compartments, voters’ roll, appointment of election officials

and voter education;

3.1.4 to ensure that the elections are free and fair, and make a declaration at the end of

the process of whether the elections were free and fair or not;

3.1.5 to declare the election results within the period specified in these guidelines;

3.1.6 to develop an SRC Election Program of Action;

3.1.7 to make recommendations on the Election Guidelines;

3.1.8 to formally constitute the new SRC both at Central and Local levels within 72 hours after the declaration of the results;

3.1.9 to present a full report to the University Management and SRC soon after the SRC

elections.

4. SRC Model Electoral System

4.1 The system of election in the Central SRC (“CSRC”) shall be by proportional

representation (“PR”) i.e. percentage of votes that structures obtain in the

elections determine the percentage of seats they receive. All students who qualify

in terms of the Constitution shall be eligible to contest SRC elections;

4.2 The system for the election of LSRC shall be contested individually by eligible

students in that particular campus.

5. Composition of the Electoral Commission

The Electoral Commission shall consist of the following members:-

5.1 Chief Electoral Officer appointed by University Management;

5.2 Student Development Officers (from Cape town, Wellington and Bellville

Campuses);

5.3 Three nominees of the SRC (not standing for election);

5.4 Co-opted staff and students as the Commission deem necessary.


PAGE 3 OF 19

6. Administrative Function of the Electoral Commission

6.1 The EC shall employ Presiding Officers and Electoral Officers (preferably students with relevant experience) for a period not exceeding the duration of the

SRC Elections;

6.2 The Presiding Officers shall be deployed in each of the above campuses to be

responsible for elections process in that particular campus and designated service sites;

6.3 The Electoral Officers shall run the voting process and also act as counting officers during the counting process;

6.4 The EC will select an interviewing panel to shortlist and interview Presiding

Officers and Electoral Officers;

6.5 The Presiding Officers and Electoral Officers will be remunerated an amount to

be determined by the EC and approved by Management;

6.6 No student who is a candidate in the elections shall serve as an Elections official;

6.7 A portion of the SRC budget shall be set aside for the annual elections of the

SRC;

6.8 The Chief Electoral Officer and Presiding Officers appointed in the manner

described in Clauses 5.1 and 6.1 respectively shall be responsible for:-

6.8.1 Presenting the timetable for elections as approved by the Electoral Commission to

the student body before the nomination process;

6.8.2 Distributing the nomination forms1 in preparation for nominations;

6.8.3 Compiling a complete list of candidates contesting SRC Elections;

6.8.4 Arranging meetings with candidates to explain processes, rules and regulations

for the elections;

6.8.5 Ensuring venues are booked timely for canvassing and any other events pertaining

to the elections;

6.8.6 Ensuring that the election publications carrying relevant information are

distributed prior to the elections;

6.8.7 Making recommendations to the SRC Election Commission for the efficient

running of the elections;

1 Refer to the Nomination Form and Nomination Form for Independent Candidate at Annexure B


PAGE 4 OF 19

6.8.8 Undertaking such tasks as the SRC Election Commission may request from time

to time

7. Student Structures and independent candidates agents

7.1 A University recognized student structure and independent candidates

contesting the elections may appoint agents per voting station and at a venue where the counting will be taking place as agreed by the EC to observe the

voting and counting processes;

7.2 An agent must be a registered student and must not be a candidate on the

elections;

7.3 Student structures and independent candidates must inform the EC on the

number and names of agents appointed to represent them at the voting stations

and during the counting process;

7.4 Agents should not interfere with the processes but register objections or

irregularities with the EC;

7.5 The absence of agents does not invalidate proceedings, agents must comply

with orders given by voting officials.

8. Electoral Procedure

The University recognizes the student structures that are affiliated to the SRC but

eligibility is not confined to student structures. Any student registered at the Cape

Peninsula University of Technology has the right to vote and be voted for in SRC Elections and in elections for any substructure of the SRC in accordance with the SRC

membership eligibility as documented in the SRC Constitution. In addition, the student must appear on the voter’s roll.

8.1 Preparation for elections

8.1.1 Voters’ Roll

8.1.1.1 A list of all students registered in a campus for that current year shall constitute

the voter’s roll;

8.1.1.2 The office of the Registrar shall provide a voter’s roll of all students who are

registered either part time or full time for eligibility as candidates;

8.1.1.3 The EC shall make the voter’s roll available for inspection by students at

designated offices in all CPUT campuses;


PAGE 5 OF 19

8.1.1.4 Any student who does not appear on the voter’s roll may lodge a complaint to

the EC before the deadline for objections;

8.1.1.5 Alterations to the voter’s roll will be made only by the EC and the final voter’s roll will be approved by the Registrar.

8.1.2 Elections timetable

The EC shall compile an elections timetable after consultation with the relevant stakeholders. The elections timetable should contain, but shall not be limited to

the following guidelines:-

a. Voter information and voter education

b. Recruitment of electoral officers

c. Inspection of the voters’ roll

d. Nomination of candidates

e. Closing of nominations

f. Publication of the list of candidates for comments

g. Objections against nominated candidates

h. Finalization of candidate lists

i. Campaigning

j. Manifestos

k. Training of election officials l. Training of agents

m. Voting n. Objections to voting

o. Counting p. Objections to Counting

q. Announcement r. Election report

8.1.3 Nomination to stand in the SRC election

8.1.3.1 A student contesting LSRC elections as an independent candidate shall submit a

signed nomination form accompanied by at least 50 signatories with student

numbers;

8.1.3.2 Structures contesting LSRC shall submit signed nomination forms through their

Chairpersons;

8.1.3.3 Structures contesting SRC elections at Central level shall submit 7 names of

students and copies of those students’ student cards.


PAGE 6 OF 19

8.1.4 Nominations

8.1.4.1 Two (2) CPUT academic days after the posting of the voters roll the Electoral

Officers will put up notices at the official polling booths calling for nominations;

8.1.4.2 Four (4) CPUT academic days will be set aside for nomination submissions;

8.1.4.3 Nomination forms will be obtainable at central points on campuses and will be

submitted at points as specified on the forms by the EC;

8.1.4.4 Only nominations submitted on/before the deadline specified in the notice

calling for nominations, and submitted at the office specified in that notice for

nominations shall be accepted, and receipts will be issued for received

nomination forms;

8.1.4.5 A nomination form will only be valid when it contains the consent signature,

name and student number of the nominee and number of student signatures as

stipulated on the nomination form;

8.1.4.6 A day after the closing of nominations will be used for validating the candidates

by checking academic status and disciplinary conduct of the nominees;

8.1.4.7 Should any nominees or nomination forms be invalid steps will be taken to notify the nominee and the nominator(s) within 48 hours.

8.1.5 Objections to nominations

8.1.5.1 Objections to nominations must be in writing stating reasons for objection and must be signed by the person or structure objecting;

8.1.5.2 Objections must be submitted to the office specified in the notice calling for

nominations;

8.1.5.3 The EC will afford the objectors opportunity to present their objections and then

consider the validity of the objections in its sitting before the voting dates;

8.1.5.4 If a nomination is declared invalid and not rectifiable, the nominee will be

disqualified as a candidate and be notified. If a nomination is rectifiable, a

notice explaining the rectification will be posted at the locations of the official

polling booths.


PAGE 7 OF 19

8.1.6 Unopposed Nominations

8.1.6.1 If only one candidate is nominated in a particular portfolio, he/she shall be declared duly elected;

8.1.6.2 If no candidate has been nominated in a particular portfolio, then a by-election will be held.

8.1.7 Electioneering

8.1.7.1 Electioneering pamphlets or notices may be distributed only on CPUT premises

and designated sites;

8.1.7.2 All candidates will sign the code of conduct whereby they commit themselves

to a fair and democratic electioneering process [REF TO ANNEXURE C].

8.1.7.3 In terms of the code any voter or candidate can lodge a complaint with the EC

on the manner the campaigners are handling the campaign;

8.1.7.4 Management in consultation with SRC will provide the EC with the Electoral

Code of Conduct.

8.1.8 Recruitment and training of voting officials

The Electoral Commission with the assistance of the Student Development Officers shall be responsible for the training of all voting officials and agents.

8.1.9 Voting Stations

8.1.9.1 The EC will erect polling booths in all designated voting stations;

8.1.9.2 Voting will take place in not more two (2) consecutive days and between

09:00am-21:00pm daily unless the EC recommends otherwise;

8.1.9.3 When considering a voting station the following factors should be taken into

consideration:-

a) entry and exit points;

b) heavily populated areas e.g. Student centres, faculties, residences, satellite

campuses;


PAGE 8 OF 19

c) the number and distribution of eligible voters in that voting station;

d) the availability of suitable venues for a voting station;

e) the distance to be travelled to reach those venues.

8.1.10 Voting

8.1.10.1 Immediately before opening of voting, the Presiding Officer must demonstrate to the satisfaction of Party Agents and observers present that the ballot boxes

are empty and thereafter seal the ballot boxes;

8.1.10.2 The voters must produce a valid student card or any valid proof of registration

to the voting official at the voting station;

8.1.10.3 The voting official must check the validity of identification, if that voter

appears on the voter’s roll and that voter has not already voted in that election;

8.1.10.4 If the voting official is satisfied that that the voter is eligible to vote in the

election, he/she will cancel the name of the voter in the voter’s roll, mark the

finger of the voter in the prescribed manner, mark the back of the ballot

paper(s) for that election, and hand the marked ballot paper(s) to the voter;

8.1.10.5 Voting shall be by secret ballot;

8.1.10.6 Once the voter has received the ballot paper(s), the voter shall:-

a) enter an empty polling booth;

b) mark the ballot paper(s) in a way that indicates the structure or candidate

the voter wishes to vote for;

c) fold the ballot paper(s) to conceal the voter’s vote;

d) Place the ballot paper(s) in the ballot box/boxes designated for that

purpose;

e) A voter may only vote once in an election.

8.1.11 Spoilt papers

A ballot paper or part thereof will be deemed spoilt and will be rejected if:

a) a voter has voted more than once in which case all his/her ballot papers

will be rejected;

b) the ballot paper indicates the names of more than one candidate per

portfolio;

c) the voting officials present at the counting consider the ballot paper to be

spoilt for any other good and sufficient reason.


PAGE 9 OF 19

8.1.12 Counting

8.1.12.1 Ballot papers will be counted at a venue chosen by the Electoral Commission;

8.1.12.2 Counting of votes shall commence not later than 24 hours after the last voting station has been closed and may be suspended if a compelling reason exists

with the Chief Electoral Officer’s approval for no later than 48 hours after the

last voting station was closed;

8.1.12.3 Votes will only be counted after all ballot boxes have been opened in the

presence of the electoral officials;

8.1.12.4 Only counting officers employed in terms of clause 6.3 above will count the

votes. The EC through the Chief Electoral Officer may seek assistance to the

counting process if the need arises;

8.1.12.5 Structures and independent candidates shall have the right to send observers to

be present at the counting process up until the provisional election results have

been declared;

8.1.12.6 Counting Officers may reject a ballot paper in consultation with the Chief

Electoral Officer under the following circumstances:

a) A ballot paper that reflects the identity of a voter;

b) A ballot paper that reflects a vote cast in favour of more than one

organization;

c) An unmarked ballot paper not reflecting the choice of the voter;

8.1.12.7 Disputed and rejected ballot papers will not be counted and will be kept separate.

8.1.13 Objections to aspects of voting or counting

8.1.13.1 An agent may register an objection in respect of voting at a particular voting

station or counting with the presiding officer on a prescribed form designated

for objections stating grounds for such objection;

8.1.13.2 The Presiding Officer will attempt to resolve the situation or forward the

objection to the Chief Electoral Officer, depending on the complexity of the

objection;


PAGE 10 OF 19

8.1.13.3 The Chief Electoral Officer will advise EC on the date on which the

objections will be considered and all concerned will be so advised;

8.1.13.4 Objections to voting must be dealt with during the voting process and

counting during the counting process if possible;

8.1.13.5 The Chief Electoral Officer shall announce the decision of the EC on

objections whose decision shall be final.

9. Election results and reports

9.1 Provisional election results will be declared by the Chief Electoral Officer

within 8 hours after the counting of votes has been finished;

9.2 All agents must sign a declaration form stating whether or not they accept the

provisional election results;

9.3 After considering all objections and ratified the elections and its results the EC

will make a declaration on whether the elections were free and fair and

announce the final results and percentage poll obtained by contesting

structures within 48 hours after the provisional results;

9.4 The EC will submit a full report on the conduct of the elections, including the

report on funds allocated and expended as well as recommendations for the

next elections, which recommendations may be included in the amendment of

this Election Guide policy.

10. By- Elections

By- Elections shall be held on the following occasions:-

10.1 The remaining vacancies where fewer than seven candidates have been

nominated after the duly nominated candidates have been declared elected;

10.2 A vacancy occurs as a result of removal of an SRC member for whatever

reason;

10.3 Where a vacancy exists at CSRC the structure shall fill that vacancy by a

student who was on the candidate list of CSRC.

10.4 A by-election shall not be held in the last quarter of the SRC term of office or

when a vacancy has occurred within a period of seven(7) academic days

before the closing date of any term;


PAGE 11 OF 19

10.5 Where a by-election is due to take place as a result of a vacancy and further

vacancies occur before the nominations for the proposed by-election, the

proposed by-election will be cancelled and new arrangements will be made;

10.6 The procedure for a general election shall be used to conduct by-elections.

11. Funding of Student Structures

The EC shall make funds available in its budget for structures and independent

candidates that are contesting elections. The proposed funds will be allocated

proportionally at the discretion of the EC.

12. General Provisions

12.1 The Electoral Commission owns the election material and may dispose of the

material immediately after the election results have been declared and the

process is agreed as free and fair;

12.2 The Electoral Commission may request the SRC and the University

Management to postpone the election if it is not reasonable possible to

conduct free and fair elections, such as ballot papers are lost, destroyed or

unlawfully removed. Such postponement may be allowed but not to exceed fourteen (14) days from the initial election dates;

12.3 The candidates will not be allowed to collect or handle ballot boxes and papers and will not be allowed within 1.5 meter radius of any voting material

at any time during the election period except to cast their votes.


PAGE 12 OF 19

NOMINATION FORM

I ___________________________________________ hereby nominate ___________________________________________ (Name & Surname of nominator) (Name & Surname of nominee) to serve as a member of the LOCAL STUDENT REPRESENTATIVE COUNCIL at NAME OF CAMPUS _____________________________________________________________________________________ ________________________________ _______________________________ _________________________________ (Signature of Nominator) (Student Number) (Contact number / e-mail address)

ACCEPTANCE OF NOMINATION

I, _________________________________________ ______________________________ hereby accept the nomination (Name & Surname of nominee) (Student Number) and agree to serve as a member of the LSRC at _________________________________________ Campus if selected.

___________________________________________ ______________________________ _________________________ (Signature of Nomineer) (Contact number / e-mail address) (Date)

NB: This form must be filled in full


PAGE 13 OF 19

We (print the full names, surnames and student number of the nominators as they appear in the voters roll) nominate the aforementioned student as a candidate for the SRC election.

No. Surname First Name Student Number Signature E-mail Address

1

2

3

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NOMINATION FORM FOR INDEPENDENT CANDIDATE


PAGE 14 OF 19

No. Surname First Name Student Number Signature E-mail Address

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PAGE 15 OF 19

OBJECTION FORM

Objection concerning proposed candidates, campaigning, voting ,counting etc

DETAIL OF OBJECTOR

First Names

Student Number

Contact Number

Student Structure (if any)

E-mail address

MY OBJECTION CONCERNS

Ineligibility of nominated candidate

A voter not being entitled to vote

A voter being refused a ballot paper

Improper conduct of EC official, candidate , agent, observer, voter

Other conduct/event that could have an unfair influence on election results

MOTIVATION (DATE, TIME, VENUE OF INCIDENT AND PERSONS INVOLVED)

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….………

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….………

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….………

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….………

Signature of Objector Date

DECISION OF ELECTION COMMISSION OR PRESIDING OFFICER

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….………

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….………

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….………

Signature of Presiding Officer or EC - CEO

Date

Election Date:

Voting Station :


PAGE 16 OF 19

AFFIRMED STATEMENT BY VOTER WHOSE NAME IS NOT ON THE

VOTERS’ ROLL

VOTER DETAIL

Student no:

Full Names:

Contact Numbers

I hereby declare that I am currently a registered student of CPUT and thus am not disqualified from voting in this election. I request that my name be included in the voters’ roll for the Student Representative Council elections.

I solemnly affirm that all the above is true and correct.

As proof I show my student card.

_______________________________________________ ______________________________ Signature of Voter Date

FOR OFFICIAL USE

Confirmed by ……………………………………………………….….………. (Name of staff member) on Date: ……………………………..………………… Time: ……………………………..………………… _______________________________________ _________________________________

Signature of Presiding Officer Date

Election Date:

Voting Station :


PAGE 17 OF 19

BALLOT PAPER STATEMENT

Part 1: Ballot Boxes

Voting Official Details: Name: ______________________________________ Signature: ______________________________ Contact No.: ______________________________________ Date: ______________________________

SRC

Total received

minus Total unused

= Total used

SRC

Total received

minus Total not issued

minus Total cancelled

= Total in Ballot Box


PAGE 18 OF 19

DECLARATION OF SECRECY

I, ___________________________________________________ (full names), Student no: _______________________________

Appointed as an electoral officer in the capacity of _______________________________________________________ state that I:

1. shall abide by the conditions of service of the Electoral Commission for the duration of my employment;

2. acknowledge that in my position as electoral officer, information and documentation regarding the elections will be

disclosed to me in confidence by the EC, and that I shall protect such and not disclose it to any person, unless authorized to

do so;

3. confirm that I shall be bound by this Declaration of Secrecy notwithstanding the termination of my appointment.

________________________________ ______________________________ _________________________________ (Signature) (Contact number / e-mail address) (Date)

WITNESSES:

1. ______________________________ ______________________________ _________________________________ (Name and Surname) (Signature) (Date) 2. ______________________________ ______________________________ _________________________________ (Name and Surname) (Signature) (Date)

Election Date : __________________________________

Voting Station : __________________________________


PAGE 19 OF 19

LETTER OF AUTHORISATION FOR AGENTS AND OBSERVERS

Agent

Observer

Surname

First Name/s

Student Number/s

Contact Number/s

Structure / Candidate

Contact Number/s

I accept the appointment as Agent Observer and undertake to fully comply with the

Electoral code of conduct (tick appropriate block).

Signature of Agent/Observer

Date

Signature of Presiding Officer

Date

OF 1

ANNEXURE C

CODE OF CONDUCT

FOR CANDIDATES ELIGIBLE FOR ELECTIONS

OF

CAPE PENINSULA UNIVERSITY OF TECHNOLOGY

CENTRAL SRC & LOCAL SRC 2008/2009

1. It is the primary responsibility of a candidate to campaign and canvass support for him/herself. 2. A candidate may conduct public speeches in addition to the speech which he/she must give at the programme of

Manifestos. 3. A candidate may issue pamphlets, posters or any other form of publication to canvass support for his/her views. The

Electoral Commission (“EC“) will provide financial assistance for posters and pamphlets and the distribution thereof. 4. A candidate may conduct door to door canvassing provided that he/she respects the privacy of other student. 5. Candidates must attend duly advertised meetings or workshops arranged by the EC. The EC will provide transport for

this purpose. 6. Candidates accept responsibility for any misconduct by their supporters. PROHIBITIONS 1. Candidates must not collect or handle ballot boxes and papers, and must not venture within a two meter radius of any

voting material at any time during the election period, except to cast their own votes. 2. Candidates and their supporters must not engage in any form of electioneering within the demarcated areas of the

polling stations during voting days. 3. Candidates and their supporters must avoid canvassing or loitering within 10 meters of the demarcated area of the

voting booths. 4. Candidates shall not intimidate or act violently towards other candidates or other voters. 5. Candidates shall not obstruct or interfere with the Electoral Officers in the performance of their duties. 6. A candidate will disqualify himself/herself to any further participation in the SRC elections if:-

a. his/her advertising material contains any sexist racist or defamatory remarks about other candidates or structure, institution and its management and the student body, or his/her advertising material is reasonable perceived to be sexist, racist or defamatory;

b. he/she intimidates, harasses or acts violently towards other candidates or voters; c. he/she engages in any form of unlawful and fraudulent activities in connection with the elections;

7. Candidates shall not invite or encourage their supporters or any other students or people to perform any acts

prohibited in this code. 8. Any person found infringing this Code of Conduct will appear before the EC and may be subjected to the Institution’s

Disciplinary System.

I, ___________________________________________, understand that I am bound by this Code of Conduct as a

candidate for 2008/9 Central SRC and Local SRC elections. Signed: _____________________________ Student number: _____________________ Date: __________________

STUDENT REPRESENTATIVE COUNCIL (SRC) · 2013-05-24 · SRC CONSTITUTION 2008 PAGE 5 OF 30 SECTION 1...

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Transcript of STUDENT REPRESENTATIVE COUNCIL (SRC) · 2013-05-24 · SRC CONSTITUTION 2008 PAGE 5 OF 30 SECTION 1...