elections candidates' handbook 2015

Candidates’ Handbook2015/16 Newman Students’ Union

Elections

Dear Student,

It’s great that you’re considering a role within Newman Students’ Union. As you’ve got this far, why not take a step further?

ContentsNewman Students’ Union (in brief)Getting elected How to Stand Key Dates Step by Step What Happens next?What Roles are available? Trustees

Executive Committee Other Support available for rolesRulesHints and TipsComplaints/AppealsFrequently Asked QuestionsContact detailsFurther Information

Newman Students’ Union (in brief)

2 www.newmansu.org/elections #newmanelections

Dear Student,

It’s great that you’re considering a role within Newman Students’ Union. As you’ve got this far, why not take a step further?

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http://www.newmansu.org/elections


mailto:[email protected]

Newman Students’ Union is an independent organisation. This means we are NOT a department of Newman University, but a completely separate organisation.

Everyone who is a student at Newman is automatically a member of the Students’ Union.

We have a set of ‘Objects’ which set out our purpose. These are:

The Union’s objects are the advancement of the education of Students at Newman University for the public benefit by:

· Promoting the interests and welfare of Students at Newman University, their course of study and representing, supporting and advising Students;

· Being the recognised representative channel between Students and Newman University and any other external bodies; and

· Providing social, cultural, sporting and recreational activities and forums for discussions and debate for the personal development of its Students.

We have a ‘Constitution’. This is a document which sets out how we shall run and what powers we have. We are legally bound to adhere to this document, the Education Act, the Charities Act and other relevant laws.

We have a ‘Strategic Plan’. This sets your aims and targets that you will be expected to achieve over the year.

We have an ‘Executive Committee’ to represent members, manage what we do and implement the Strategic Plan. The Executive Committee should act in the best interests of its members. See page 9 for more details.



We have a ‘Board of Trustees’. This Board is responsible for ensuring that Newman Students’ Union is meeting legal requirements and spending its funds accordingly, while protecting the Union’s sustainability, its professional image and its reputation. They have the power to over-rule the Executive as set out in the Constitution.

We have ‘other roles’ (see p.9) that are also important in ensuring that Newman Students’ Union is effective in achieving its objectives.

The Election Process is run on a day to day basis by the Deputy Returning Officer (DRO). The Returning Officer (RO), and any deputies appointed by them shall have the final say in any dispute.

Getting elected4 www.newmansu.org/elections #newmanelections


You may be asking yourself:

‘Why should I stand for election?’

You may have many reasons, but the most important for the organisation is;

Enhancing the University experience of every Newman student.

As an elected officer (or for that matter any of the positions!) you could be helping to improve students education, organise activities and trips, attend University meetings at the highest level, write publications, improve our website or even lead a campaign. Just ask yourself,

‘How can I make life better for Newman Students?’

How to StandStep 1 – Create your ManifestoStep 2 – Nominate yourself


The Executive Committee helped over 500 students write to their MPs in 2010/11


Step 3 – Candidates briefingStep 4 – Question TimeStep 5 – CampaigningStep 6 – Voting

Key dates:Nominations Open Monday 5th January 2015, 9.00amCandidates Briefing Thursday 12th February 2015, 17.00pm Campaigning officially begins Following candidates briefing (tbc)Nominations Close Friday 13th February 2015, 4.00pmVoting Opens Monday 16th February 2015, 8:30amQuestion Time Wednesday 18th February 2015 12:30-13:50Question Time Thursday 19th February 18:00 – 22:00 – SanctuarySaturday Voting Saturday 21st February, 11.00-14.00pm (TBC)Question Time Tuesday 24th February (TBC)Voting Closes Thursday 26th February 2015, 16.00pm

Count Friday 27th February 2015 from 10.00.am Results Announced Friday 27th February 2015, Atrium (Time TBC)

If you can’t attend the Candidates’ Briefing contact [email protected] in advance for alternative arrangementsThere will also be Workshops, drop-ins and training for candidates – see all student emails or www.newmansu.org/elections for times.

Step 1 – Create your Manifesto





This explains who you are, what you would like to achieve, why people should vote for you and any other details you think are useful. YOU SHOULD INCLUDE A JPEG IMAGE of your face so voters can see who you are. This will need to be supplied electronically – email it to [email protected] or bring it on a memory stick (returnable) when you hand in your nomination form. We will require an A4 size Manifesto, supplied electronically (in MS Word or as a JPEG image only).

Nominations must be handed in by 4.00.pm. on Friday 13th

February 2015

Step 2 – Nominate yourself!Either download a Nomination Form from www.newmansu.org/step-1---nominations or ask for a paper form from the Newman Students’ Union office (located in the Hub). Fill it in, asks a student to propose you and another to second you. Note: If you don’t fit the legal requirements stated on the declaration form just ask in the office which positions are still available to you.

Step 3 – Candidates briefingYOU MUST ATTEND THIS MEETING as it is an essential part of the election process. It usually lasts two hours. It begins at 5.00.pm. on Thursday 14th February 2015 (Meet in the Hub). If you think you are unable to attend you must get in touch IN ADVANCE or risk disqualification. The meeting also provides an ideal opportunity to ask any final questions, any remaining important details and receive any last minute updates on the voting process.

Step 4/5 – Question Time/CampaigningQuestion Time is your opportunity to tell everyone why you are standing and hopefully persuade them to vote for you. You will often find this is where you can win those ‘on the fence’ votes from people who have not yet made a decision on who to vote for.


http://www.newmansu.org/step-1---nominations

http://www.newmansu.org/step-1---nominations



Campaigning can never be underestimated. During the campaigning process it is important to focus on what you realistically aim to achieve should you be elected. This is the most exciting part of the whole process (after hearing the results of course!). It can also be hard work so plan ahead. Be creative and ensure you get noticed (for the right reasons) by the voters, and don’t forget to tell people HOW TO VOTE. The best campaign in the world won’t win if people don’t know how to vote.

Step 6 – VotingAt Newman Students’ Union we use Single Transferable Voting (STV). This will be explained further at the candidates briefing. The main thing to know is that voters rank candidates in preference order rather than voting for one person.

To vote, students should request a ballot paper from the Voting Station (Newman ID Required). They will also be able to request an ‘off campus ballot’ and view manifestoes at www.newmansu.org /elections . Don’t forget to include this link on your campaign material!

What Happens next?At the Results Announcement on Friday 27th February the successful elected Candidates will be announced. This may include the opportunity for elected candidates to give maiden speeches. A live Twitter feed will be available throughout the election process, please use #Newmanelections. Results will also be sent via all-student email the following week. The count will be explained at the Candidates Briefing.There will be a feedback meeting which all candidates are encouraged to attend to discuss ways to improve the election process in future. Those who are elected will start their official term of office on July 1st 2015 and will last until June 30th 2016. All those who are elected will be given training, this is COMPULSORY.


http://www.newmansu.org/


What Roles are available?There are several roles available in the elections as listed below. You can view the job descriptions online at www.newmansu.org and in the Newman Students’ Union Constitution, which is available at the above link or from the Newman Students’ Union Office. Please be aware that Executive roles have the same job description as detailed in ‘General Duties’. Individual roles are an addition to the main role. We encourage all nominees, new or returning, to book an appointment with the Newman Students’ Union Development Manager to discuss what the year will hold – every year is different. Email [email protected] to do this.

We would also encourage you to speak to students and current/past holders of the positions to see what expectations they have and any hints or tips to help you get the most from you role, as well as ensuring you select the best role for you.

Executive Committee Newman Students’ Union’s Executive Committee consists of eight Officer positions. All of these positions are predominantly office based jobs, but require working with students as well as work outside the office. Two of these roles are Sabbatical. This means that you either need to take a year out of your studies, or be in your final year and stay for another year. Sabbatical Officers are FULL TIME paid positions. They are:

President Vice President

The Remaining 6 roles are voluntary positions. This means you will hold the position while still being a student and complete it alongside your course. They are not paid. These are:



http://www.newmansu.org/


Union Academic Officer Union Activities Officer Union Democracy Officer Union Societies Officer Union Sports Officer Union Welfare Officer

Other Positions There are two other positions, not on the Executive Committee which are also extremely important to ensure Newman Students’ Union can run effectively. These are:

Union Chair Secretary

Student Council MemberAlthough not a Students’ Union role, the role of Student Council Member is also elected at the same time as the above positions. If elected to this role you will be a full member of the University Council for the following Academic Year (you must still be a student during this time). Council is the highest board at the University and is concerned with the long term Strategic Development of the University.

TrusteesNewman Students’ Union is always looking for ‘Student Trustees’. These are NOT elected in the main elections. If you wish to stand for one of these roles you should contact Newman Students’ Union President (Leah Hughes). Contact details can be found at the end of this pack.



Support:Newman Students’ Union offers support for Candidates as well as elected post holders. Some of what you can expect is listed below:

For Candidates

While you are a candidate there is plenty of support available to you: Full time staff – during the day there will nearly always be someone

in the office to help answer questions, give advice or be there if you just need to chat to someone about how your campaign’s going.

The Returning Officer/Deputy RO – will make any decisions during the election. They are here to help you so do not hesitate to contact them.

Candidates meeting – this is compulsory but will give some essential training and pointers on talking to students.

You may also be shown examples of other campaigns and given the opportunity to meet and question other candidates allowing you to have any questions answered you haven’t already asked.

For Successfully Elected Candidates

Support is available for all elected positions, for example: All elected candidates will be given training to enable them to

complete their role fully and successfully. This training period will look at the skills and background you will require to fulfil your duties. This will be confirmed to you. THIS IS COMPULSORY.

There is a staff team who support the work of the elected officers as well as a vibrant volunteer community of course reps, campaigners and student groups who support the work of Newman Students’ Union Officers.



Newman Students’ Union is a member of the National Union of Students (NUS) who offer support and training for all officers throughout the year.

Elected Officers will often be given first refusal to attend other events external to Newman, as well as skills workshops and other valuable opportunities as they arise.

Officers and other volunteers will be offered reasonable out of pocket expenses when on Union business.

The Students’ Union Office has access to a considerable amount of past resources, examples and experience to help you have the most successful year you possibly can.

Students demonstrate on campus in the recent tuition fee debate.



Rules and Regulations

Whilst Newman Students’ Union has a very liberal approach to the conduct of our elections, there are a few rules which ensure that the true spirit of the process is upheld and that the election(s) can be deemed fairly and properly conducted in accordance with our Constitution and accepted custom and practise. These are:

General Rules 1. For the purposes of these rules, ‘candidate’ includes any members of

a campaigning team. Anyone campaigning, whether known to a candidate or not, is considered a member of their ‘campaign team’.

2. No candidate shall cast, or attempt to cast a vote, or encourage another person to cast a vote on behalf of another.

3. Candidates must not state in publicity material of any kind that they, or any of their policies/ideas have been endorsed by the Executive Committee or Union Staff.

4. Candidates will not bribe or attempt to bribe voters.5. Candidates may not campaign within the vicinity of a voting station,

so as to place undue pressure on those voting. Similarly, campaign materials may not be left at a voting station.

6. A three strike system will be in use. Minor rules breaks will incur a strike. On the 3rd strike a candidate will be disqualified from the election. A warning shall be given before the first strike. After this no further warnings shall be given. For more serious offenses other penalties may be given instead of/as well as a strike. For more serious offences the individual may be subject to NSU or Newman University’s disciplinary procedures. All penalties areat the discretion of the Elections Committee (or delegated representative). Appeal procedures can be found on page 18.

7. Complaints will not be accepted unless they are in writing and



accompanied by the complainant’s name. This will be kept confidential only where appropriate (not anonymous). The DRO shall keep a complaints log and take appropriate action if a complaint is received.

8. Campaigning officially begins as soon as the Candidates Briefing ends at the discretion of the DRO, subject to these rules.

9. All Candidates must attend the Candidates Briefing as stated in this pack. Candidates are encouraged to attend the daily candidates meetings in the same manner. Times tbc at the Candidates Briefing.

10. The RO (or deputy RO), or President/Democracy Officer (after consultation with the DRO) or those appointed by the DRO, may alter these rules at their discretion to ensure a smooth election, whilst protecting the Unions’ reputation. Notification of changes shall be sent by email, and candidates will also be notified of changes at the daily briefing.

11. Union rules, University rules and the Law remain in place and relevant action will be taken against those breaking these rules.

12. Candidates should be aware of the environmental impact that their campaign may have. Forms of campaigning may be banned at any time should they be deemed to get excessive e.g. use of too much paper.

Candidates and Campaign Teams1. Candidates are responsible for their campaign teams, and must

ensure that anyone campaigning on their behalf understands the rules. Any rules broken will incur penalties against the candidates and not the individual student, with the exception of misconduct which is subject to disciplinary procedures.

2. Candidates’ are encouraged to attend a meeting each day of campaigning.

Campaign Materials



1. Campaign materials are not to be offensive, inflammatory or bring the Unions’ name into disrepute. Constructive criticism however is allowed as long as a candidate is clearly showing why their ideas improve on others.

2. A grant may be offered to candidates. Candidates may supplement this with their own money. ‘Free’ resources are also permitted. Candidates and their campaign teams are to campaign in a fair manner – anything taking place which the RO or their Deputy deems to give an unfair advantage and is not in-keeping with the candidate or election may be disallowed.

3. To claim expenses from a grant, a receipt and a completed expenses form must be submitted to the Newman Students’ Union Administrator, countersigned by the Development Manager within one week of the close of voting.

4. Any ‘give aways’ will have a maximum value of 10p per item, unless pre-agreed with the DRO, e.g. higher value prizes.

5. There will be an allowance for photocopying/printing from the office in addition to each budget. This will be confirmed at the candidates’ briefing.

6. Candidates may use any facilities on campus as long as they have permission, which can be easily checked should a complaint arise. Candidates are encouraged to submit evidence of this.

7. Candidates may not move any materials to make room for their own campaigns (ask the DRO to do this). Facilities are on a first come first served basis – be creative!

8. As soon as a Nomination has been accepted by the Deputy RO, a Nominee is then a Candidate.

9. Online campaigning is allowed, in any online media, subject to the above rules. Online material however does not need to be pre-approved, but will be subject to severe disciplinary action if found to break these rules.



Hints and TipsEvery campaign in a students’ union will include talking to students, creating promotional material and speaking at a candidate question time. Here we present 10 tips for each of these;

Talking to students

1) Be friendly and smile.2) Ask them about their course and what they want from their

representatives.3) Explain who you are and which position you are running for.4) When explaining why you are running: highlight the issue you want

to change, the reason it affects them and what they can do to change it – i.e. vote for you!

5) If you approach someone who is grumpy or distracted and doesn’t want to vote then don’t waste time pressing them too hard.

6) Give them space to talk, but remember you need to speak to as many people as possible.

7) Explain where they can vote and how. 8) Ask for a number 2 vote if the voter has a preferred candidate.9) Make sure you ask them to vote!10) Thank them for their time.

Manifesto tips

1) Include your name, the position you are running for and a recent photo of yourself (as you’ll look when campaigning) in a prominent position.



2) Make a list of reasons why you are running for this position and choose the 2 or 3 best ones.

3) Use these 2 or 3 points as the basis of your manifesto. Make sure you research these properly before you use them.

4) Ensure the manifesto is properly spaced and in a legible font. Avoid using CAPITALS.

5) Find out whether the manifesto will be in colour or black and white. Most of the time your campaign materials will be photocopied so don’t rely on colour.

6) Don’t put too much on the page or it will look cluttered.7) Don’t put text over photos as this can be difficult to read.8) Always ensure your campaign materials meet the guidelines of the

Union.9) Include Where and how to vote, and Newman ID required.10) Include the website address and make sure you ask them to

vote!

Candidate Question time

1) Make sure you know the timings of any speeches you can give.2) Write the speech in advance, double spaced to make it easier to

read, or a clear list of bullet points to follow.3) Practice the speech several times with an audience, making sure

you keep to the time given and speak slowly and clearly.4) Start the speech explaining who you are and what position you are

running for.5) Make sure you cover your three main points in the speech.6) End the speech asking the audience to vote for you.7) Practice answering questions about your ideas and anything else

about the Union.8) On the day wear something that is smart but comfortable and smile.9) Take a paper and a pen with you to note questions.10) Relax, be honest and bring your friends for support.



Complaints/Appeals

Stage 1 - Complaints should be addressed to the Deputy Returning Officer. All complaints must be submitted in writing. The DRO will then investigate the complaint in a suitable manner and take any appropriate action, referring the complaint on if they feel the need.Stage 2 - The Complainant or Candidate may appeal a decision taken, in writing. This should be addressed to the Returning Officer. Stage 3 – The RO will then review the complaint, may seek further evidence as appropriate and then may either uphold the disciplinary action, overturn any action or amend the decision. If they feel the need, they may take more severe action than initially given after the complaint.Stage 4 - If a complainant is still unhappy they may appeal to the University Council.Stage 5 - They may appeal this further to the Office of the Independent Adjudicator.

Complaints regarding campaigning must be received before the count commences. The count for an individual election may not commence until complaints have been dealt with.

Once the count begins there is no further chance to complain about the election process. The only complaints which will be accepted from this point will be complaints which concern the count itself.



Frequently Asked Questions

How does voting happen?Voters can go to our website, www.newmansu.org/elections where they will be able to read your statements/manifestoes, and follow the instructions to cast their vote. The voting system has security measures to ensure that voters can only vote once. They have to vote for EVERY position at once, so encourage them to speak to all candidates before voting, and make every effort to speak to as many students as soon as you can.

Can I vote as a candidate?Yes, and you can vote for yourself!

What sort of vote is it?We use a system called Single Transferable Vote. This means that when you vote you will have to rank all candidates according to your preference for each position. A candidate needs 50% +1 of the total valid votes to win the election. If no-one receives this then the person with the least votes is ‘knocked out’, and the votes for them will transfer according to their second preference to be recounted and so on until someone has received enough votes.

Who counts the votes?The count will be overseen by the Returning Officer or their Deputy.




Can my friends help?Yes! Your friends may join your campaign team. However remember that YOU are responsible for their actions – ensure they have also read the rules.

My friend is also running for another position, can I support them?Yes – but put your own campaign first – remember they may not get elected even if you are.

Can I campaign under a nickname?Yes, but remember that the ballot paper will be in the format of FIRST NAME “Nickname” LAST NAME – please use this format on your nomination form otherwise it may not be included.

Do I get trained?Yes, you will have to attend a compulsory session called the ‘Candidates Briefing’. There are also additional voluntary sessions. These will be posted on www.newmansu.org/elections as they are confirmed. There is also compulsory training for all elected positions.

What is a students’ union officer?Students’ union officers are elected by the student body to be the students’ voice, holding a number of roles within the organisation, ensuring that students at Newman are represented.

What is the difference between Executive Committee members and other roles? Members of the Executive Committee represent students and manage the Union on a day to day basis, making decisions in the best interest of the members. Other roles elected in these elections are supporting roles to ensure that Newman Students’ Union runs as efficiently as possible. They are all vital to ensuring Newman Students’ Union can achieve its objects as efficiently as possible. The Executive Committee is responsible to the Student




Body, and their decisions may be subject to approval by Newman Students’ Unions’ Board of Trustees.

What is the difference between a voluntary role and a Sabbatical position?Most roles are voluntary, this means you will hold the position and will be expected to undertake the responsibility of the role alongside your course. A sabbatical role means you will either take a year out of study or stay a year longer after your study to work full time for Newman Students’ Union. Sabbatical Officers may be offered free accommodation (tbc) usually in the halls of residence (subject to University approval) and also receive an honorarium (effectively a monthly salary).

Who is RON?You may have heard people talk about R.O.N. This stands for Re-Open Nominations and is not (as some people believe) someone who has stood in our elections for many years and has never left Newman! Re-Open Nominations will appear on all ballot papers and is a voters’ chance to vote to re-open the election if they don’t like the candidates available.

Can R.O.N. run a campaign? A student may run a campaign on behalf of R.o.n. to Re-Open a position. This cannot be a campaign against a single candidate in a contested election. They will have to run it to the same rules as stated in this pack. For more info. please contact the Elections Committee

What do I do if I’m not happy or want to complain?Please see the Complaints Procedure

When does it all happen?

Please see the Key dates list on page 6.


’Neon Ball’ in Fresher's week 2013


http://www.flickr.com/photos/newmanstudents/5265726643/in/set-72157625485226401/

Contact details

Deputy Returning OfficerRob Balding (Newman Students’ Union Development Manager)0121 483 [email protected]

Returning Officer(Contacted via the Deputy Returning Officer)TBC

Newman Students’ Union Executive Committee (via the President)[email protected] Please see the Newman Students’ Union Website, Union Handbook, or ask in the Newman Students’ Union office for their contact details, or leave a message for them to respond to in the Newman Students’ Union Office.

Newman Students’ Union Office





Is located in Barberi Building (the Hub) contact number (0121 483 1181), ask for the Students’ Union.

Newman University, CouncilCan be contacted via the Registrar and University SecretaryHeather [email protected]

Further Informationwww.newmansu.org/elections

At the above link you will find a wealth of further information about the job roles and the elections process. There is also a ‘resources library’ with plenty of Newman Students’ Union related material for you to look through and consider during the nomination period. Those who are elected will of course be expected to implement the documents. Some of which are listed below:

The Jobs – summaries of each role with a ‘click to view’ full job description

Important forms – Nomination forms etc. Guidance – e.g. tips and instructions for putting together your

manifesto. Contact information – should you have questions about anything! Useful documents – including Newman Students’ Unions’ Strategic

Plan, our Constitution and much more. Elected Officers MUST work to these.

If you are having trouble viewing any of this information please either get in touch or pop into the Newman Students’ Union Office and we will be able to supply you with the information in a different format e.g. paper copies.

Election Awards





Awards/Prizes may be given to candidates for a range of criteria, to be confirmed at the candidates briefing. This is to encourage inventive campaigning, dedication and to ensure these are the successful elections.

Voter TargetThe Target turnout for these elections is 25% of students. That’s approx. 750 votes – see if you can actually beat it (it’s only 7 votes per person per day based on 10 candidates). Actual numbers will be confirmed at the candidates’ briefing.



elections candidates' handbook 2015

Documents

brief newman students

education of students

welfare of students

trustees executive committee

unions objects

education act

best interests

set of objects