Elections Handbook

Welcome to Edge Hill Students’ Union Elections 2011

It’s brilliant that you’ve shown an interest in standing in our elections , it’s our most exciting time of year and one which we know you will enjoy!

Just by downloading this information pack you’ve taken the first step towards becoming an elected officer, but don’t worry if you don’t know how the Union runs, it’s all explained in here!

There is no experience necessary for any of these roles, you’ll get loads of training if elected, all you really need is enthusiasm and confidence to convince other students you’re the best

candidate for the job!

Being an elected officer, whether a full time Sabbatical or a part time Student Council Officer will give you skills for the future which will look fab on your CV!

This handbook contains everything you need to know about running in our elections! It might look like a long and scary document but I promise it’s not scary… maybe a little long but we want

to make sure you know absolutely everything you need to!

Extremely importantly, if you want to run in the elections, ensure you bring your completed nomination form (also on our website) along with your manifesto into the Students’ Union office

by 12noon on Friday 11th

March.

If anything in here doesn’t make sense or you want more information on something you can come into the Students’ Union any time, you can e-mail [email protected] or phone on

01695 584645

Good luck and happy campaigning!!

Sarah Ellis

Assistant Returning Officer and EHSU Membership Services Coordinator

Emma Green

EHSU Returning Officer & NUS Northwest Regional Organiser

A message from the current Union President

Hi everyone,

I know that by reading this booklet you will want to become more involved in the Students’ Union. It’s a wonderful opportunity to make

some real change and to begin a professional career!

I started back in 2009 as a Vice-President and was part of creating a fully functioning Course Rep system, introducing a text scheme for

students to receive information and improving assessment and feedback for students at Edge Hill.

The campaigns, events and challenges you will face are sometimes difficult but always enjoyable. These roles are challenging, but so is

everything with lots of responsibility.

If you are still undecided about going for a role (whether part-time or full-time) just ask yourself, do I care about making things better? If

so, that is the main thing you need because if you have passion and motivation then everything else falls into place.

I’m serving my last few months as President and have loved every minute. I will leave this Union knowing I tried my best for the students.

Can you…?

Dean Currall

Union President 2010/11

So what is the Students’ Union?

Every student at Edge Hill University is automatically a member of the Students’ Union. We are here to primarily represent the interests of all Edge Hill students, our members. We give

students a voice and promote positive change by lobbying the University and local, regional and national bodies to ensure you have the best possible student experience whilst studying at

Edge Hill.

The Students’ Union is run by students for students. This means that students through the officers they elect and the activities they get involved in make the decisions and ultimately decide

the direction of their Union!

We’re a democratic organisation and the officers you elect every year are responsible for the work and direction of the Students’ Union. We have three committees within the Students’

Union- Student Council, Union Executive and Board of Trustees. Depending on which position you stand for you may end up having a place on some, or all, of these decision making

committees.

Student Council is made up of elected part time student officers and the four full time Sabbatical Officers. It is where the direction of the Union is discussed and decided. This is where

you can turn student issues into action! Student Council meets five to six times a year and oversees the work of the Union Executive. There are 12 Student Council positions available in these

elections which will be outlined later in this document.

Union Executive is a committee on which all four Sabbatical Officers sit. Each officer is assigned responsibility for specific areas of Union work and they work at the highest possible level

within the University to bring about positive change for all students. The Union Executive meets up fortnightly to discuss the work of the Union, student issues and progress on Union

campaigns, projects and activities. The Union Executive is accountable to the Student Council for all its work. Individual role descriptions of the Union Executive will be outlined later in this

document.

Board of Trustees is ultimately responsible for the governance of the Union in the eyes of the law. All four Sabbatical Officers and Student Council Chair sit on the Board of Trustees as

well as three students who are elected from Student Council. There are also members of the public, external trustees, who also sit on this committee.

What is a ‘Returning Officer’?

The Returning Officer (RO) is an external person appointed by Edge Hill Students’ Union to oversee the elections process and ensure they are conducted in a fair and democratic manner. They

will make decisions on how the elections will run and will make any judgements on complaints if and when necessary. This year our RO is Emma Green [email protected]

The Returning Officer has appointed an Assistant Returning Officer to act as a first point of contact for all election enquiries. This is Sarah Ellis ([email protected] 01695 584645)

Could I be a Sabbatical Officer or a Student Council member?

Well why not? Have you ever thought “that’s not good enough” or “I want to change that!”, well now’s your chance! Being a Sabbatical Officer gives you the chance to work as part of a team

of elected students and Union staff to make a real difference to the lives of students. It’s a great way to develop real experience and skills. You’ll be leading campaigns, developing projects,

working in teams and representing students. With graduate employers becoming increasingly demanding, being an officer could give you the edge you need to get your dream job!

So what Sabbatical positions are available?

There are four positions available:

• Union President

• Vice-President Faculty of Arts and Sciences

• Vice-President Faculty of Education

• Vice-President Faculty of Health.

To run for President you can be from any Faculty but to run for the Vice-President positions you must be a student from that particular Faculty.

All four positions are full time running for one year from 1st

July 2011 – 30th

June 2012. You will receive an allowance of approx £15,000 for your time spent in the role.

What will I do as a Sabbatical Officer?

All four Sabbatical officers will be trustees of the Union and will ensure the priorities of the Union as decided by Student Council are carried out. All four will lobby the University to bring about

positive change for all students through campaigning and through attending University and Union committee meetings.

Union President is the prime representative of the Union to the University and is known as being the figure head of the Union. President is the Chair of the Board of Trustees and Union

Executive meetings. They will also be the Unions official spokesperson when it comes to liaising with stake holders and the media locally and nationally.

All three Vice Presidents (Health, Education and Arts & Sciences) have a responsibility to their particular Faculty. They will all represent the views of their students to the faculties through

campaigning, attending Faculty and University meetings and by overseeing the Course Rep system in their Faculty. The Vice Presidents are the voice of the students in their Faculty.

Detailed role descriptions for the Sabbatical Officers can be found at the end of this document.

What Student Council Positions are Available?

The positions available are:

• Council Chair

• Faculty of Arts and Sciences Rep x2

• Faculty of Education Reps x2

• Faculty of Health Reps x2

• Sports Officer

• Societies Officer

• Entertainments Rep

• Manchester site Rep

• Environmental Rep

You have to be a student here next year to run for one of these positions. These are part time voluntary positions.

What will I do as a Student Council member?

Well that depends on the particular role you go for but you will all attend the Student Council meetings, help the Sabbatical Officers in their campaigns or even run your own campaigns. You

will update Council on what you have been doing in your role and undertake projects around your area of work. With the Student Council positions, you get out of it what you put into it.

Student Council Chair is arguably one of the most important and powerful roles in the Students’ Union. They are responsible for independently chairing the Student Council meetings and

upholding the rules and policies of Student Council. The Student Council Chair is also a trustee of the Union and forms a crucial link between the Student Council and Board of Trustees.

The six Faculty Reps will work very closely with the Faculty Vice Presidents. You are likely to deal with a variety of issues ranging from assessment and feedback to library opening hours. You

will work closely with Course Reps in your Faculty and you will also sit on the Faculty Board meeting for your Faculty. At this level you will be able to get involved in the management of the

Faculty and make sure the student voice is heard and acted upon.

Sports Officer works to support and promote student led sports clubs and activities. They will represent the views and opinions of students in the area of sport and the Student Council and

will encourage student involvement in sports.

Societies Officer works to assist in the development of existing and new student led groups and societies. As well as supporting students to start new groups and societies the Societies Officer

shall promote the benefits of being a Union affiliated student society. They will represent the views and opinions of societies to Student Council.

Entertainments Officer works to plan a diverse programme of entertainments and events for students to become involved in. They shall assist with the consultation, promotion and marketing

of such activities to maximise student engagement and participation at Union events.

Manchester Site Rep will be a student from our Manchester Campus and will play an important role in representing the views and opinions of students from that campus.

Environmental Rep will work with the Students’ Union on its green initiatives and represent them on relevant committees. They will also campaign to ensure the University is being green and

environmentally friendly and will represent their findings and changes they would like to make to Student Council.

What is a Manifesto?

You will notice throughout this document that you have to ‘hand in a manifesto with your nomination form’. This manifesto is simply a document that states who you are, why you are

standing for election and what you intend to do should you get elected. Your manifesto should cover these key questions and inform students as to why they should vote for you. The ‘rules’

around your manifesto are outlined further in this documentation, but Sabbatical Roles can produce two A4 sides and Student Council positions one A4 side and preferbly they should be

created in Microsoft Word.

You should make your name and the position you’re standing for the focal point and adding a picture of your self can help. You should include voting dates and how students can vote too

(note this year students will be voting online). Coming up with a campaign slogan or tagline can be a good idea so that voters can identify your campaign material. Make sure it’s interesting

and eye catching as this will be made available for students to view before they cast a vote.

You should particularly note that failure to submit a manifesto with your nomination form will invalidate your nomination for the elections.

If you want any further information on developing a manifesto please contact Sarah Ellis ([email protected]).

Do I have to attend Candidates Briefing?

Yes, failure to do so without good reason will result in your disqualification from the elections. It will give you all the information you

require to run a fair and successful election. You will get a full low down on all the rules and regulations, tips on campaigning and an

explanation on the voting system. This is the time to ask any questions you may have, who knows, it could end up being the most

important meeting you’ve ever been to!

Candidates Briefing for Sabbatical positions is on Friday 11th

March 1pm in W5.

Candidates Briefing for Student Council positions is on Monday 14th

March at 12noon in B001.

So what are the ‘rules and regulations’ of running in the Students’ Union elections?

All of the rules and regulations are set out in this next section. This is our ‘Election Bye-Law’ so it is one of our legal documents with rules we must abide by as a Union. Anything you need to

know about how the elections work will be in here.

1. The Returning Officer

1.1. The Student Council shall appoint a Returning Officer on an annual basis at the first Student Council meeting of that academic year.

1.2 The Returning Officer shall be responsible for the conduct and administration of all elections and shall have the sole right to interpret all election regulations.

1.3 The Returning Officer may not be a member or employee of the Union or be a member of Edge Hill University staff.

1.4 The Returning Officer may appoint an Assistant Returning Officer, who will normally be a Union staff member and will carry out delegated duties on their behalf.

1.5 The ruling of the Returning Officer will be final.

2. When Elections Should Happen

2.1 The Returning Officer shall ensure that the election of all Union Officers and Representatives takes place before the end of the spring term.

2.2 With in twenty (20) academic days of voting beginning, a copy of the election timetable and election bye-law must be made available to the Union membership.

2.3 Once elected, members shall commence their term in office from the 1st

July that year and this shall expire on 30th

June the following year.

3. Faculty Representation

3.1 To stand for election to represent a certain Faculty, that candidate must be registered on a course of study within the respective academic Faculty.

4. How to Become a Candidate

4.1 To become a candidate, the student must be a full member of the Union and have completed the nomination form which is to be signed by the candidate and one (1)

proposer and one (1) seconder who must also be full members of the Union (including Sabbatical Officers).

4.2 No distinction shall be made based on mode or level of study, except where the bye-laws state that a particular position is restricted to a particular type of student

registration (i.e. Faculty Representatives).

4.3 An election information pack will be made available on the Union website fifteen (15) academic days before voting is due to begin. The pack shall contain role descriptions

and a nomination form. Sabbatical Officer Candidates will also complete a trustee declaration form.

4.4 Nominations for all positions will be open for a minimum of two (2) academic weeks. Nomination forms and manifestos (see point 5) must reach the Returning Officer or

their assistant no later than 12 noon on the final day of nominations.

4.5 Nominations will not be accepted from two or more members of the Union seeking election jointly for a single post.

4.6 Candidates will be required to attend a candidate’s briefing. Failure to do so with out submission of acceptable written apologies to the Returning Officer or their assistant no

later than (1) hour before the briefing will result in disqualification from the election.

4.7 Candidates unable to attend the Candidates Briefing with acceptable apologies are required to make themselves available for an alternative briefing from the Assistant

Returning Officer before they are able to actively campaign for election.

5. Manifestos

5.1 Candidates are required to produce a written manifesto of a maximum of two (2) sides of A4 for candidates standing for Sabbatical positions and a maximum of one (1) side

of A4 for students standing for all other positions. An electronic version of the candidates manifesto must also be submitted.

5.2 Failure to hand in a manifesto with the nomination form will invalidate the election nomination for that candidate.

5.3 Manifestos must adhere to all current policies of the Union including the Equality and Diversity policy.

5.4 Candidates may print the names of supporters in their manifesto. Such supporters can include current officers of the Union, but manifestos may not carry the Union logo.

5.5 All manifestos will be withheld until the close of nominations.

6. Campaigning and Publicity

6.1 The Returning Officer or their assistant shall make arrangements to ensure the election is adequately publicised.

6.2 Current Union elected officers must assist the Union in encouraging nominations and must freely provide information about their role to anyone who asks. They must also

support and encourage potential candidates until the close of nominations.

6.3 All candidates will receive a paper allowance from the Union.

6.3.1 For a Sabbatical position, candidates will receive 50 A3 (or equivalent A4) sheets of paper. This paper can either be used as black and white photocopies from the

Union office, or the blank paper be given directly to the candidate.

6.3.2 For a non Sabbatical position, candidates will receive 25 A3 (or equivalent A4) sheets of paper. This paper can either be used as black and white photocopies from the

Union office, or the blank paper be given directly to the candidate.

6.4 In addition to the paper allowance from the Union candidates may spend up to the equivalent of £40 on their own resources. Receipts must be provided to the Assistant

Returning Officer.

6.5 Items already owned by the candidate (e.g an old bed sheet used for a banner) will have a ‘cost price’ agreed by the Assistant Returning Officer.

6.6 The Returning Officer or their assistant will approve all candidates’ publicity material prior to use.

6.7 All candidates campaign material will be accounted for on the relevant form in the Union Office and held by the Assistant Returning Officer.

6.8 Candidates cannot use any publicity materials that are not approved by the Returning Officer or their assistant. The use of publicity without prior approval may, at the

discretion of the Returning Officer, result in the disqualification from the election. All posters which candidates intend to display must be stamped by the Returning Officer or

their assistant with the official Union stamp.

6.9 At the discretion of the Returning Officer, tampering with or obstructing other candidates publicity material may result in disqualification.

6.10 Candidates may recruit a Campaign Team to assist in the running of their campaign. All members of the team must conform to this bye-law, all Union policies and Articles.

Candidates will be held personally responsible for the actions of members of their Campaign Team. Any student promoting a candidate will be considered to be a member of

a candidate Campaign Team regardless.

6.11 Candidates or members of their Campaign Team may not actively campaign in the following areas:

6.11.1 Edge Hill Students’ Union Offices

6.11.2 Edge Hill University Library

6.11.3 The Learning Innovation Centre (LINC building)

6.11.4 Any dedicated IT suite on campus

6.11.5 The University Club

6.11.6 Any nightclub hosting an official Edge Hill Students’ Union endorsed event. “DJ shout-outs” at such events are also not allowed.

6.12 Candidates may not display publicity within or make affiliations to local or national businesses (e.g. shops, pubs and restaurants).

6.13 Candidates must respect any University regulations on the positioning of posters or any other campaign material.

6.14 Any aggressive, offensive or malicious behaviour from candidates should be reported to the Returning Officer or their assistant as a complaint which will be dealt with

accordingly.

6.15 Current Union elected officers must not campaign whilst actively engaged on Union business and current Sabbatical officers must book annual leave from their duties

through the usual channels to campaign on their, or someone else’s behalf. They must also relinquish their keys to the Union General Office throughout the election period.

Access to Union Offices will be determined and monitored by the Assistant Returning Officer.

6.16 Where a candidate has access to a singular opportunity or significant competitive advantage due to a personal relationship or circumstance which could be used as a

campaign aid, they must either declare a cost at a level agreed with the Assistant Returning Officer or offer the opportunity to any rival candidate contesting the same

position.

7. Question Time

7.1. A ‘Candidates Question Time’ shall be held at a time and date to be determined by the Returning Officer or their assistant.

7.2. The format and timings of speeches and responses by candidates to questions shall be determined by the Returning Officer or their assistant who shall be the Chair.

Questions will not be directed at individual candidates.

8. How Students get to Vote

8.1. The Returning Officer or their assistant shall publicise the location and arrangements for Question Time and a list of candidates manifestos, no later than two (2) academic

days after the close of nominations.

8.2. Students vote using an online system. All full members of the Union will receive an e-mail linked to their student account allowing them to vote online.

8.3. Before being able to cast a vote online, voters shall see candidates names and manifestos.

8.4. Re-Open Nominations (RON) shall be a candidate in all Union elections.

8.5. Voting will be by secret ballot and conducted in accordance with the rules for the operation of the alternative voting (AV) systems as defined by the Electoral Reform Society.

8.6. A contingency plan will be in place should there be any fault with the online system.

9. Declaration of Results

9.1. The Returning Officer shall inform the candidates when the election results will be announced and how candidates or their agents may scrutinise those results.

9.2. A list of successful candidates will normally be posted on the Union notice boards across the campus and in a prominent location on the Union’s website within twenty four

(24) hours following the declaration of results.

9.3. The results will be confirmed as final after two (2) academic days have passed providing no complaints have been lodged with the Returning Officer. In the event of a

complaint being received, the results shall remain provisional until the complaint has been resolved.

9.4. The Returning Officer should send a written copy of the result to the Union President, the University Vice Chancellor and Chair of the University Board of Governors.

9.5. Once the result of any election has been declared any digital records of the election should be retained by the Union or its agents for a period of six (6) months and shall

remain confidential unless required by the Returning Officer and/or the University exercising their responsibilities under the 1994 Education Act.

10. Complaints

10.1. Any complaint concerning the conduct or administration of the election should be received in writing by the Returning Officer within twenty four (24) hours of the end of the

period of voting.

10.2. Any challenge or complaint concerning the administration and good conduct of the election will be heard and determined by the Returning Officer within two (2) academic

days of such a complaint being lodged by any full member or the candidate or their nominee.

10.3. In determining a resolution to the complaint, the Returning Officer, after hearing all appropriate evidence may: not uphold the complaint; halt elections for specified post(s);

refer to a disciplinary panel of the Union or disqualify specified candidate (s) if, in their view, a candidate has breached election regulations or guidelines set out by the

Returning Officer.

10.4. The ruling of the Returning Officer on any complaint shall be final.

The Official Role Descriptions of the Sabbatical Officers

1. General Duties of the Sabbatical Officers

1.1. The Sabbatical Officers of the Union function as a team as well as individuals. They shall all:

1.1.1. Be trustees of the Union.

1.1.2. Lobby the University to bring about positive change for all students.

1.1.3. Attend University committee meetings as determined by the Union Executive and Student Council representing the student voice.

1.1.4. Ensure that all policies of the Union are up to date and adhered to.

1.1.5. Ensure the priorities of the Union, as decided by the Student Council and Union Executive are carried out.

1.1.6. Work adhering to the Equality and Diversity policy of the Union.

1.1.7. Involve students in their areas of work.

1.1.8. Undertake all other duties not outlined in this bye-law as reasonably required by the Student Council, Board or Trustees or Union Executive.

2. Specific Duties of the Union President

The Union President shall:

2.1. Be the prime representative of the Union to the University.

2.2. Be a member of the University Board of Governors.

2.3. Oversee the finance and staffing of the Union along with the Chief Executive, and report such matters to the Union Board of Trustees and the University as required.

2.4. Ensure the effective management and appraisal of the Chief Executive.

2.5. In collaboration with Union officers and staff, ensure the effective promotion of Union activities and services.

2.6. Be the chair of the Union Board of Trustees and Union Executive meetings.

2.7. Oversee the development of the Union across all areas, in conjunction with appropriate officers, staff and trustees in accordance with the Union’s strategic plan.

2.8. Have ultimate responsibility for the representation of students individually and collectively.

2.9. In conjunction with the appropriate Union officers and staff, convene all meetings of the Union Board of Trustees, Union Executive and Student Council.

2.10. Ensure the priorities of the Union as decided by Student Council and Union Executive are carried out.

2.11. Be the official spokesperson of the Union representing to stakeholders and the media, locally and nationally.

2.12. Have responsibility for liaison with the National Union of Students (NUS).

2.13. Lead the Union’s delegation to NUS Annual Conference.

2.14. Ensure the Union Executive produce work plans with clear aims and objectives and report progress to Student Council.

2.15. Be a signatory to the Union bank account(s).

3. Specific Duties of the Vice-Presidents

The Vice-Presidents shall all:

3.1. Represent the views of students from their faculties to appropriate University Committees or members of staff.

3.2. Oversee the coordination of all campaigns and initiatives within their Faculty as agreed by Student Council or Union Executive.

3.3. Campaign and raise awareness of academic and welfare issues affecting students both locally and nationally.

3.4. Lobby the University on all student issues to ensure the membership are satisfied with their student experience.

3.5. Under direction of the Union President, have responsibility for the Union’s involvement in their faculties’ quality assurance audits and processes, the National Student

Survey and all other student satisfaction surveys.

3.6. Be responsible for their faculties Better Student Experience Forum.

3.7. Produce regular reports to Student Council and Union Executive relating to work done within their Faculty.

3.8. Have lead responsibility for the development and support of the Course Representative system within their Faculty including recruitment, developing and delivering

training and support materials in conjunction with the Union’s Representation Development Worker.

3.9. Be responsible for supporting students in their Faculty in disciplinary, academic appeals and all other student review cases, delegating responsibility where

appropriate.

3.10. Ensure students within their Faculty have the opportunity to engage with and participate in competitive and recreational activities whether through Union clubs and

societies or through out the general Edge Hill community.

3.11. Assist students in their Faculty with the development of new clubs and societies.

3.12. Subject to the duties of the Returning Officer and their assistant promote the Union Elections within their Faculty.

Key Election Dates

Election Nominations Open Monday 28th

February

Get your nomination pack online www.edgehillsu.com/elections and hand your

nomination form into the Students’ Union office before the close of nominations.

Election Nominations Close Friday 11th

March 12noon

Nomination forms and manifestos must be handed into the Students’ Union office by

this deadline; no exceptions!

Candidates Briefing for

President and Vice Presidents

positions

Friday 11th

March 1pm W5

Candidates briefing for

Student Council positions

Monday 14th

March 12noon B001

Candidates Question Time Wednesday 23rd

March 2pm Hale Hall

Voting opens Thursday 24th

March 10am

Voting is web based so you can vote from anywhere

Voting closes Thursday 31st

March at 12noon

Election Results Thursday 31st

March 3pm in Hale Hall

Student Governor of Edge Hill University

Could it be you?

The Student Governor is a University position that is elected through the Students’ Union elections each year.

The Edge Hill University Board of Governors is the highest decision making body in the University and is ultimately responsible for what the University does.

As Student Governor you will sit on the Governing Body of Edge Hill University and be able to contribute to strategic decision making relation to the future

development of the University.

You will use your experiences of being an Edge Hill student to assist the Governing Body in making important, high level decisions that impact upon the

future of the University.

If you are interested in becoming the next Student Governor of Edge Hill University and want to find out more contact the Students’ Union President Dean

Currall [email protected] or the Elections Assistant Returning Officer, Sarah Ellis [email protected]

To stand for the position of Student Governor you will need to complete a nomination from along with a manifesto and return them to the Students’ Union

before the close of nominations at 12noon on Friday 11th

March.

You need to be a student here next year to be a Student Governor. Being student Governor does not give you a place on Student Council, but you may stand

for a Student Council position separately. For this you would be required to fill in two nomination forms and hand in two manifestos.