Elections 2015Candidate guidebook

IntroductionCongratulations! By opening a candidate pack, you have taken the first step to becoming one of the first principal officers of the new Highlands and Islands Students’ Association (HISA).

This is a great opportunity for you to represent over 40,000 students in the Highlands and Islands.

HISA is a new students’ association that exists to represent all students in the Highlands and Islands – whatever you study, wherever you study.

For more information about HISA, visit www.hisa.uhi.ac.uk

As a principal officer of HISA, you will represent the student voice from organising campaigns to playing an active role in decision making at the highest level at the University of the Highlands and Islands.

This candidates’ guidebook will help to guide you through the key things you need to know for the elections:

- Key dates- How to nominate yourself- How the election works- What positions are open for election- Rules of the elections

Deciding to run in the elections is a fantastic first step, and we’d like to wish you the best of luck in your campaign.

Jenny Lees, Returning Officer (NUS Scotland)Key datesThis section of the guidebook outlines the schedule of the elections.

Election dates

Wednesday 18 March 2015 - Nominations open

Thursday 26 March 2015 - Nominations close at 12.00 noon

Monday 13 April 2015 - Campaigning begins

Thursday 16 April 2015 - 14.00 – 16.00 Hustings via VC

Monday 20 April 2015 - Voting opens at 12.00

Thursday 23 April 2015 - Voting closes at 15.00

Friday 24 April 2015 - Winners of the election will beannounced by email

Nominations will open on Wednesday 18 March and candidates must submit their completed nomination form no later than 12:00 noon on Thursday 26 March. Nominations should be submitted electronically to returningofficer@uhi.ac.uk. Forms will not be accepted after this time.

The submission deadline for candidate material will be Friday 3rd April. At this point, your manifesto, mini-festo, photo and poster design will be submitted. An electronic copy posters will be sent to election coordinators. However, it is the candidates responsibility to send posters to academic partners for display. The manifesto and manifesto will be displayed on the HISA website. Material will not be accepted after this date.

Election hustings will take place on Thursday 16 April. Hustings are an opportunity for voters to scrutinise election candidates about their views, manifesto and their plans if they take up office. All candidates will be invited to take part to speak to students from around the highlands and islands by videoconference (VC). The hustings will be recorded for those students unable to participate at the time.

Positions open for electionHISA will be electing three principal officers – the President, the Vice President (Further Education) and the Vice President (Higher Education).

All students will be able to vote for the President; only students studying a further education course are eligible to vote for the Vice President (Further Education) and only students studying a higher education course will be able to vote for the Vice President (Higher Education). Full role descriptions are attached to this candidate pack.

President

The President is the leader and figurehead of the students’ association. The President chairs the Executive Committee and acts as delegate leader to external organisations. The President will champion the development of HISA and lead it in a way that ensures it achieves its goals for students to enhance learning and teaching and the student experience in the highlands and islands. The President will work closely with the Vice Presidents and will be a member of the University Court, the Further Education Regional Board and other committees to make sure the student voice informs policies and decisions.

Vice President (Further Education)

The Vice President (Further Education) – or VPFE – is responsible for leading HISA’s activities, policies and work around further education (FE) to continually inform and improve learning and teaching and the experience of FE students. The VPFE will work closely with the President and student representatives from all academic partners that deliver FE courses to ensure HISA achieves its goals for further education students in the highlands & islands. The VPFE chairs the Further Education Regional Committee and will sit on the Further Education Regional Board (FERB), as well as other committees.

Vice President (Higher Education)

The Vice President (Higher Education) – or VPHE – is responsible for leading HISA’s activities, policies and work around the academic experience of higher education (HE), to continually inform and improve learning and teaching, and the experience of HE students. The VPHE will work closely with the President and student representatives from all academic partners to ensure HISA achieves its goals for higher education students in the highlands & islands. The VPHE chairs HISA’s Higher Education Regional Committee and will sit on the University Court and Quality Enhancement and Assurance Committee (QAEC), as well as other committees.

All roles are full-time, paid sabbatical positions. If you are successful, you shall take a year’s break from your studies to fulfil the duties of the position. Students who are in their final year and are due to graduate will be eligible to stand as well, as long as they are registered as a student at the time of the election.

An introduction to HISAThe Highlands and Islands Students’ Association has been established to represent all further and higher education students of the University of the Highlands and Islands and its 13 academic partners at a regional level. This means that the issues and topics of importance to students at all the academic partners will be communicated to the right people at the right time.

Regional representation

There will be a team of Principal Officers who are full-time paid sabbaticals who will work in partnership with student officers across the academic partnership to discuss, agree and deliver the regional agenda of HISA. This team will comprise a President, Vice President (Further Education) and Vice President (Higher Education). The Principal Officers will help inform policies and decisions at a regional level through their membership of the University Court, the Further Education Regional Board and other sub-committees of Court and through delivery of their strategy and associated campaigns.

Local representation - HISA

HISA will represent the local interests of students at ten academic partners:

- Argyll College UHI- Highland Theological College UHI- Lews Castle College UHI- Moray College UHI- NAFC Marine Centre UHI- North Highland College UHI- Orkney College UHI- SAMS UHI- Shetland College UHI- West Highland College UHI

There will be a presence of HISA at each of these academic partners, structured to suit the needs of local students. Students shall elect a

Depute President at each of the 10 of the academic partner and determine their preferred structure to make sure the student voice influences local decisions and policies.

The students at academic partners where they are represented by HISA locally will all be members of HISA. The elected Depute Presidents at these academic partners will be full voting members of the Executive Committee of HISA.

Local representation – existing students’ associations

Students at Inverness College UHI, Perth College UHI and Sabhal Mòr Ostaig UHI will continue to be represented by their existing local students’ association on local matters.

Students at these academic partners will not be members of HISA but will be entitled to vote for the regional team of Principal Officers and will be eligible to stand for election for these roles. The elected Presidents or Conveners of existing students’ associations at these academic partners will also be full voting members of the Executive Committee of HISA.

HISA will work in partnership with these students’ associations to make sure they understand the issues and topics to inform the regional agenda.

Regional and local representation for all students

Therefore, no matter where you study or what you study, you will be represented at both a local and regional level.

Structure of HISA

The following diagram depicts the structure of HISA:

HISA has the following committees within its structure:

- An Executive Committee- A Regional Student Council- A Further Education Regional Committee- A Higher Education Regional Committee

Executive Committee

The membership of the Executive Committee is:

- The President, Vice President (Further Education) and Vice President (Higher Education)

- The Depute Presidents from each of the ten academic partners where HISA represents students locally

- The Presidents or Conveners from the three academic partners that have retained their existing students’ association

The role of the Executive Committee will be to discuss and agree the topics of importance to students across the partnership and agree the priorities for the regional agenda. The strategies, plans and policies developed by the Executive Committee will be approved by the Regional Student Council who will hold the officers to account for their performance.

Regional Student Council

The Regional Student Council is the ultimate decision-making body for HISA and shall approve all policy decisions, strategies and plans of the Executive Committee. The Council will also hold the Executive Committee to account for its activities and performance.

The members of the Regional Student Council are:- The President, Vice President (Higher Education) and Vice President

(Further Education)- The Depute Presidents from each of the nine academic partners

where HISA represents students locally - The Presidents or Conveners at the four academic partners that

have retained their existing students’ association - A nominated higher education student from each of the academic

partners and the elected Subject Network Officers;- A nominated further education student from each of the academic

partners.

Further Education Regional Committee

The Further Education Regional Committee is responsible for developing HISA’s policy on all matters relating to further education. By liaising with students through local structures throughout the academic partnership, it shall recommend policies and actions to Regional Student Council. The Committee will support the work of the Vice President (Further Education) and hold this officer to account for their performance.

The Further Education Regional Committee will be chaired by the Vice President (Further Education) and the President of HISA will also attend the meetings. A nominated further education student from each of the academic partners will sit on the committee.

Higher Education Regional Committee

The Higher Education Regional Committee is responsible for developing HISA’s policy on all matters relating to higher education. Through the work of the elected Subject Network Officers and by liaising with students through local structures throughout the academic partnership, it shall recommend policies and actions to Regional Student Council. The

Committee will support the work of the Vice President (Higher Education) and hold this officer to account for their performance.

The Higher Education Regional Committee will be chaired by the Vice President (Higher Education) and the President of HISA will also attend the meetings. A nominated higher education student from each of the academic partners will sit on the committee where an academic partner is not represented by the Subject Network Officers. Subject Network Officers are elected by the students in each of the respective subject networks.

Nominations and eligibility- Candidates may only stand for one position in the election.- To stand for election, you must be proposed by one other student.- No student can propose more than one candidate in each position.- Nominees must match the same eligibility requirements of the

respective position i.e. only FE students can nominate FE students for VPFE.

- After close of nominations, your eligibility to stand as a candidate will be checked and confirmed by email by the Returning Officer or a Deputy.

President

To be eligible to stand for President, you must be registered on any course at the University of the Highlands and Islands or any of its academic partners.

Your proposer must be a student that is currently a student at the University of the Highlands and Islands or any of its academic partners.

Vice President (Further Education)

To be eligible to stand for Vice President (Further Education), you must be registered as a student at any of the academic partners studying a course at further education level at the time of the election. N.B. if as part of your studies you will be progressing to higher education level in the next academic year, you will be eligible to run for VPFE as that is your student status at the time of election.

Vice President (Higher Education)

To be eligible to stand for Vice President (Higher Education), you must be registered as a student of the University of the Highlands and Islands, at any academic partner, studying at higher education level, at the time of the election. N.B. if as part of your studies you are a further education student that will be progressing to higher education level in the next academic year, you will be not eligible to run for VPHE as you will be a further education student at the time of election.

If you are unsure whether you are a further education student or a higher education student, you may contact the Returning Officer or a Deputy.

Manifesto and mini-festoFor every position, each candidate must submit a manifesto, a mini-festo, and a campaign poster by 12noon on 3rd April 2015.

What is a manifesto?

The manifesto is the basis of your campaign and expresses why students should support and vote for you, and what you will do if elected to that position. It is one of the most important ways for students to understand what you have to offer them, particularly those students you may not get the opportunity to meet during campaigning.

Examples of what you may wish to include is a short introduction of who you are, what you pledge to do if you are elected and your views on any important issues.

There is a 500-word limit to the manifesto and this must be submitted by email.

What is a mini-festo?

Essentially, the mini-festo is a smaller version of your manifesto. It will express the very fine details of your manifesto in a shortened form.

When we email students information on the election, and post information on the website, we will display the mini-festos as “tasters” for each candidate. This is an opportunity for you to quickly catch the eye of possible voters.

There is a 50-word limit to the mini-festo and this must be submitted by email.

The campaign poster

We will send an electronic version of the campaign materials for each candidate to the election coordinators at each of the academic partners to display – in a fair and equitable way - to students. This is an opportunity for you to catch the eye of potential voters at each college. It is up to you to decide how you wish to convey your message to students and you may decide to make a video, design a poster or use social media. Please note that we only send one copy of each poster to each academic partner. It is your responsibility to send posters to partners, as part of campaigning.

Posters must be size A4 size, can be in colour; submitted as a .jpg, .pdf, or .pub.

Candidates’ briefingOnce your candidacy is confirmed by the returning officer, you will be required to attend a candidates’ briefing. This is a compulsory session which all candidates must attend, or send a designated alternative. Any alternative must be made known to the Returning Officer in advance, and must be an enrolled student at the University or one of its academic partners.

The session will be delivered by the Returning Officer and will cover the rules of the election, and the election process.

The candidates’ briefing will take place on Friday 27 March 2015 at 3 pm and information on venues will be circulated to the candidates.

HustingsHustings are debates that take place for elected positions. The candidates for each position will present a short speech appealing to students to vote for them, then a question and answer session will take place with opportunities for students to question the candidates and for candidates to debate each other.

The hustings will take place via video conference on Thursday 16 April, with details of venues below. You may attend the event from any of the venues below.

Hustings are lively but respectful events. We encourage all students to attend to hear from each of the candidates and to participate and ask questions.Debate is best, more informative, open and enjoyable when everyone feels able to participate, so we will ensure that the hustings are conducted in an orderly and fun manner. It won’t be acceptable for students or candidates to intimidate each other. The hustings will be recorded so any students unable to participate in the event can view the session later from the HISA website.

Further information on the format or the hustings will be circulated to candidates and advertised by the Returning Officer or an appointed Deputy.

Venues

Argyll College UHI (Campbeltown) - CH4Argyll College UHI (Oban) - OB16Argyll College UHI (Islay) - IS2Argyll College UHI (Hazelburn) - CH4Highland Theological College UHI - Classroom 1Inverness College UHI (Longman) - C9Inverness College UHI (Midmills) - D122Lews Castle College UHI - Room C212Moray College UHI - LRC002NAFC Marine Centre UHI - VC RoomNorth Highland College UHI - ERI Seminar RoomNorth Highland College UHI - CfEE Ground Floor Meeting RoomOrkney College UHI - Room available – ask at ReceptionPerth College UHI - Room 220, Brahan BuildingSAMS UHI - Suite 7Sabhal Mòr Ostaig UHI - VC Suite 4Shetland College UHI - TBCWest Highland College UHI - F31

Campaigning budgetTo help you in your campaign and reach as many students as possible, each candidate is entitled to a campaigns budget. You are entitled to spend the campaign budget on campaign materials and travel.

The campaigning and travel budget allocated to each candidate is £100. You may request this money in advance, if you do require this money in advance please complete the advance payment form and return with your nomination form.

You may not spend any money that has not been allocated to you on your campaign. A campaign budget exists to ensure that there is parity between each candidate in their ability to reach out to students.

All travel costs must be receipted and submitted. All material spending must be receipted and submitted. These must be emailed to the Returning Officer no later than 1 hour after the close of elections.

Furthermore, campaigning materials that you use which you already own must be declared as though you have just bought them for the election. For example, you may purchase bed-sheets and paint to advertise your campaign; however, if you already own spare bedsheets and multiple pots of paint and use it to campaign with, this must be included in your spending.

In principle, candidates must only do what all other candidates have had an equal opportunity to do. For example, candidates cannot make use of personal connections to gain commercial advantages or use resources which are made available to them by way of their position.

Voting process – how to voteStudents will vote for candidates online at www.studentjourney.uhi.ac.uk. The process we will use is “first past the post” (FPTP). This means that students will vote for the one candidate that is their preferred choice to fill each respective role, and the candidate with the highest amount of votes will win.

All students at the University of the Highlands and Islands and its academic partners are eligible to vote for the role of President, Vice President (Higher Education) and Vice President (Further Education).

The role of Vice President (Higher Education) is to represent the views and experiences of students studying higher education courses and the role of the Vice President (Further Education) is to represent the views and experiences of students studying further education courses. All students are eligible to vote for both of these roles in the elections. However, students can choose to vote only for the Vice President whose remit is relevant to their area of study if they prefer.

Campaigning rulesCampaigning for an election is a great way to interact with students and start conversations about their student experience. It can contribute to a good atmosphere throughout all of the academic partners. We will support all candidates to participate fairly and openly in elections.

This also means that we require candidates to respect that spirit so that the election is conducted fairly, that students can vote freely and candidates can canvass openly. To ensure that the election is fair, candidates must follow the election rules. Any breach of these rules may result in disqualification from the elections.

All candidates must abide by the University’s policies and procedures.

Candidates may only criticise other candidates’ manifesto pledges and not their personal traits.

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

All candidates, or a nominated representative, should attend one of the Candidate’s Briefings.

Candidates must notify the Deputy Returning Officer if they cannot attend the briefing. If a candidate misses important information by choosing not to attend a briefing they will still be expected to comply with all Election Rules.

Candidates should at all times act as directed by college or university staff and raise any concerns directly with the Returning Officers.

No candidate may use resources not freely available to all students for the purposes of their campaign. This includes use of students’ association printers or use of college/university mailing lists.

Campaigns may not exceed the budget limit set in the election rules.

All candidates must submit a written list of all campaign costs and corresponding receipts to the Returning Officer within one hour of the close of polls. If candidates have not spent any money on their campaign they must make this clear in their submission at this time. Items freely and readily available to all candidates can be used without the need for submission. This includes cardboard. Any complaints regarding the conduct of any candidate or campaigner should be made to the Returning Officers by email using the Complaints Form provided. Any evidence should be submitted alongside the

complaint. No complaints will be accepted more than one hour after the close of polls.

If candidates are in any doubt the interpretation of these rules they should ask the Returning Officer.

Election rules

All Highlands and Islands Students’ Association elections are based on principles of democracy, trust and fairness for everyone involved. Any candidates in doubt about any aspect of these elections regulations should not hesitate to contact the Returning Officer.

The Returning Officer can disqualify candidates for breaches of election rules, so it is very important that candidates check first if there is any doubt whether an action they are about to take may result in a breach of these rules.

Student complaints about harassment by candidates will be taken very seriously.

All complaints must be submitted using the elections complaint form and submitted to the Returning Officer no later than 1 hour after the close of elections.

Returning Officer

The elections are overseen by the Returning Officer, who is responsible for the good conduct and administration of the elections and shall have the final interpretation of the election rules. The Returning Officer is assisted by a Deputy Returning Officer and a team of Election Agents.

The Returning Officer and Deputy Returning Officer are:

Returning Officer: Jenny LeesDeputy Returning Officers: Melissa Schouten – EO Student Services, Kevin Sinclair – EO Student Services, Helen Anton – EO Student Services

Election agents

Each academic partner will have a named staff member to act as contacts for candidates and students about the elections. These agents should be contacted for any general queries about the elections such as printing, timings or submitting nominations. The Deputy Returning Officer should be contacted for any clarifications on rules or candidate conduct.

The election agents are:

Argyll College UHI - Liz Richardson

Highland Theological College UHI - Emily HamiltonInverness College UHI - Katie RoperLews Castle College UHI - David BellMoray College UHI - Heather HendersonNAFC Marine Centre UHI - Caroline Hepburn/Andy GlenNorth Highland College UHI - Linsey MacDonaldOrkney College UHI - Aimee PottingerPerth College UHI - Jess BorleySAMS UHI - Polly CrooksSabhal Mòr Ostaig UHI - Sheila HamiltonShetland College UHI - Greg McCarronWest Highland College UHI - Eleanor Brown

Rights of students

All students studying at the University of the Highlands and Islands or its academic partners may run as a candidate and vote in the election in all respective positions.

The elections will be conducted using www.studentjourney.uhi.ac.uk

Standing

All students may stand for the position of President. Only students studying a further education course may stand for Vice President (Further Education). Only students studying a higher education course may stand for Vice President (Higher Education).

To stand, students must complete the nomination form and submit it online, before the stated deadline, to returningofficer@uhi.ac.uk.

Nomination forms will only be accepted if they are completed fully and submitted before the deadline.

Manifestos, mini-fests and posters

Candidate’s manifestos, mini-festos and posters must be submitted by 12noon on Friday 3rd of April

All material submitted by the deadline will be published on the election website by HISA. Late submission of material will not be accepted and published.

Campaign material must refrain from malicious and negative content about other candidates, student and staff of the academic partnership.

Campaign expenditure

There will be a spending limit for how much a candidate can spend on their campaign of £100. HISA will reimburse candidates for their campaign spending, if supported by valid receipts (arrangements can be made for this to be paid in advance where necessary). No candidate may spend more than the spending limit even if they do not reclaim their expenditure from HISA.

Items that are already owned by a candidate or other person may be used during a campaign, but they must be declared as if they had been bought during the election.

All items and any expenditure (including those obtained for free) must be declared in a statement of expenditure, submitted with receipts where possible. This must be returned to the Returning Officer returningofficer@uhi.ac.uk , electronically within 1 hour of the close of voting. Failure to return a statement of expenditure may result in disqualification.

Campaigning

All candidates must refrain from malicious and negative campaigning or comments about other candidates, students or staff in the academic partnership.

All candidates must respect that every student has the right to vote confidentially and freely. Any complaints raised by students about being unfairly pressured to vote for any particular candidate will be taken extremely seriously. Candidates must not attempt to help students during the process of voting, even if a student has requested assistance.

Candidates must refrain from frivolous, provocative and malicious complaints about other candidates.

Using mobile devices to obtain votes is strictly prohibited.

Slates and joint campaigning

Candidates are permitted to organise in teams and jointly campaign, sometimes known as “slates”, and may produce shared publicity and encourage voters to support candidates in other positions.

However, slates may not pool their resources to give them an unfair advantage or do things that independent candidates could not do. For example:

1. Slates may not pool their resources to obtain a bulk discount on purchases.

2. Slates may not pool their resources to purchase items that a single candidate could not buy.

Voting

Voting for the 2015 HISA elections will be online and run on www.studentjourney.uhi.ac.uk.

The election will be run on the first past the post (FPTP) system. This means that voters will select one preferred candidate to fill each respective role, and the candidate with the most votes wins.

There shall be an option to vote for “Re-Open Nominations” (RON). Should RON win, then a by-election will be held for that position.

Results

The counting of votes shall be verified by the Returning Officer.

Results shall be declared by the Returning Officer when the count has been successfully completed.

In the absence of complaints, the results shall become official 48 hours after voting has closed.

Complaints

Complaints about the administration of the elections or the conduct of candidates or supporters must be submitted in writing to the Returning Officer before voting closes. The Returning Officer will decide whether a complaint will require further investigation and if it should be upheld.

Complaints must be resolved within 48 hours of submission.

The Returning Officer has the right to postpone elections pending complaints, and disqualify candidates from the elections.

The ruling of the Returning Officer is final, subject to appeal to the University Secretary. Any complaints must be submitted using the complaints form (available from the Returning Officer or from the HISA website), and must be submitted to returningofficer@uhi.ac.uk Complaints must be received before the voting closes.

Election winners

The President-elect, Vice President (Further Education)-elect and Vice President (Higher Education)-elect shall begin their terms on 1 July 2015. They will be required to go through a month of training from 1 June 2015 for which they shall be paid.

Candidate’s checklist18 March

Candidate nominations open

26 March, 12 noonSubmit nomination form

3 April, 12noonSubmit manifesto,

mini-festo, photo and poster

27 March, 3pmAttend candidates' briefing

Monday 13 AprilHISA elections are launched offical

campaigning begins

Thursday 16 April, 2-4pmHustings via video conference

Monday 20 April, 12 noonVoting open

Thursday 23 April, 3pmVoting closes

Friday 24 April,Election results announced