Rules & Guidelines
1.RSU Elections are subject to the law, University of Roehampton regulations, and RSU policies and byelaws. Candidates and their campaign teams must adhere to these at all times.
2.The Elections will be conducted in accordance with RSU byelaws and Elections Rules and guidelines. The Returning Officer’s interpretation of the Elections Rules and guidelines is final.
3.A student is allowed to put in a nomination for a maximum of one officer role and one delegate role.
4.Candidates are responsible for the actions of their campaign teams and will be personally responsible if a member of their campaign team is subject to a complaint.
5.All students have the right to vote free from influence exerted by candidates or campaign teams.
6.Candidate manifestos must include the candidate’s name, position they are standing for, a photo of the candidate, and consist of fewer than 500 words.
7.All candidates are required to attend a candidate briefing to ensure that their campaign abides by election rules. Any candidate unable to attend must inform the Deputy Returning Officer with a minimum of 24 hours’ notice, to firstname.lastname@example.org.
8.Candidates may withdraw from the Election at any point by informing the Deputy Returning Officer at email@example.com
9.The Elections Committee reserves the right to postpone or stop the Election at any time if they believe the Election is not being conducted in a free and fair manner.
10.The official campaigning period opens 5PM (GMT), Tuesday 21st February 2023 and will close at 9:59AM (GMT), Friday 3rd March 2023.
11.Campaigning is permitted online and on campus from the moment a candidate completes their nominations application. If candidates begin campaigning before they have attended the candidate briefing, it is their responsibility to ensure their campaign abides by the election rules and any further guidance provided. Candidates and campaign teams are subject to elections rules & guidelines whether they have attended the candidate briefing or not.
12.Candidates and their campaign teams must not interfere with, remove, or change other candidates’ promotional materials, even if material posted is in breach of the Elections Guidelines. Candidates should notify the Elections Committee if they believe promotional material is in contravention of the Elections rules and guidelines.
13.Candidates and their campaign teams are prohibited from campaigning within RSU and Library spaces. This includes, but is not necessarily limited to, the interior of the RSU Building, Hive Café, and library. This also includes all RSU-affiliated online and social media spaces.
14.Candidates must obtain the permission of the owner or manager of any space such as walls, windows, pillars, or doors, before posting any campaign materials. This includes, but is not necessarily limited to, virtual spaces like social media pages or groups, websites, or online forums.
15.Candidates and their campaign teams must not bribe, impersonate, or harass any student throughout the elections period.
16.Candidates and their campaign teams must not attack other candidates in a derogatory or inflammatory manner in person, in writing, by illustration, or online. Candidates are encouraged to engage in discussion and debate about ideas, views, and opinions, and it is expected these are done in a constructive, respectful manner.
17.Candidates must campaign individually. Candidates are prohibited from campaigning as part of a team with the support of other candidates: publicising other candidacies, appearing together in or sharing physical or virtual resources.
18.Campaign materials are permitted to reference the RSU, University of Roehampton, and the Colleges, but must not display their logos. Candidates and their campaign teams are encouraged to use #Roelects and the voting QR code provided by RSU across their campaign materials.
19. Candidates may seek endorsement from RSU societies and UoR sports clubs. It is the candidates responsibility to ensure that the candidates themselves, societies and sport clubs have read, respect and implement the further guidance for endorsements.
20.RSU, University of Roehampton staff, and the Colleges are prohibited from endorsing any candidates.
21.Candidates and their campaign teams are prohibited from dressing up in any of the official college mascot costumes.
22.All candidates will be provided with a support package on the candidate hub, the contents of which will be outlined by the Elections Committee.
23.Candidates and their campaign teams will be provided with a campaign budget. Candidates are prohibited from exceeding the expenditure limit of *£30 for Full Time Officer candidates and £20 for Part-Time Officer candidates.
*Budget amount subject to change based on candidate numbers and the subsequent cost to RSU. The exact amount will be confirmed during the candidate briefing.
24.Candidates are expected to create their own publicity. The cost of printed publicity must be accounted for within the candidate budget.
25.Candidates must submit election budget form, including receipts for any item purchased for campaigning, by filling out the Candidate’s expense request form before 11AM (GMT), Friday 3rd March 2023. Candidates are required to provide a list denoting all items purchased, quantity, cost, and receipts. Candidates are eligible to claim back up to 50% of their total expenses.
26.Candidates who already hold an elected or appointed position at RSU may not use the Students’ Union’s time, funds, resources, or official social media to enhance their own campaign or that or another candidate for the duration of the Election period.
27.RSU holds values relating to environmental awareness, and all students are encouraged to consider the environmental impact of campaigning. For any questions about ensuring your campaign is environmentally conscious, please contact the Elections Committee by emailing firstname.lastname@example.org
28.All students have the right to vote free from influence exerted by candidates or campaign teams.
29.All students enrolled at the University of Roehampton (or partner college or institutions) are eligible to vote if they have student status on the opening day of voting.
30.Voting will be held online at www.roehamptonstudent.com. Any electronic device which can be used to vote will be classified as a polling station. Candidates and their campaign teams are prohibited from interfering with any polling station and cannot give their own or a hired device to another student to vote from.
31.Voting will be by secret ballot, with all votes being cast in confidence.
32.The votes will be counted by the ‘Alternative Transferable Vote’ system as defined by the Electoral Reform Society. This system will be explained online when students go and cast their vote and at the ballot stations.
33.Re-open nominations (RON) shall be a candidate for all positions.
34.The Elections voting counts will be conducted through an automated software using our membership system
35.Any challenge or complaint concerning the administration and good conduct of the Election shall be received in writing by the Elections Committee before 10AM (GMT), Friday 3rd March 2023, via the provided complaints form link. This includes any complaints about another candidate’s campaign.
36.Any challenge or complaint shall be heard and determined by the Returning Officer within two working days (where possible) of a written complaint being lodged by any full voting member or a standing candidate.
37.Any standing candidate who is the subject of a complaint shall be notified of the complaint lodged against them at the earliest convenience. After being notified, the candidate who is subject to the complaint has two working days to submit an appeal in writing to the Elections Committee, at email@example.com
38.From 10AM (GMT) onwards, Friday 3rd March 2023, a challenge or complaint can only relate to the conduct of the count and must be lodged in writing to the Elections Committee at firstname.lastname@example.org. The Election Committee shall resolve the complaint within two working days of the complaint being lodged.
39.The Elections Committee shall decide on the penalty of a candidate complaint. This may range from a verbal warning to disqualification from the Election.
40.The Returning Officer is responsible for the final interpretation of the Elections Rules & Regulations, and the final decision on the matters sits with them.
41.All prospective candidates standing for a Full-Time Officer position are required to meet one-to-one with the RSU Chief Executive or their nominee for a Pre-Term meeting. Such candidates are expected to organise this meeting by emailing email@example.com.You can read a copy of the RSU Pre-Term agreement here .
42.All prospective candidates standing for a college Officer position is required to meet one-to-one with their respective Head of College for a Pre-Term meeting. Please email the Head of College directly to book the Pre-Term Meeting.
43.As part of this Pre-Term meeting, prospective candidates will enter into an agreement signifying their understanding of the nature of the role, any prerequisites, and expectations. The candidate needs to ensure that the Pre-Term meeting with RSU or the College has taken place before 10AM (GMT), Friday 17th February 2023.
If you have any questions about or require clarification of these Rules and Regulations, please do not hesitate to contact firstname.lastname@example.org.