Cymraeg

All Student Vote Rules

 

Key People

Jacob Webb: Deputy Returning Officer

The Deputy Returning Officer (DRO) is your first point of contact for any question, queries or complaints. All complaints must go through the complaints form. The DRO will refer matters to the NUS Returning Officer to make rulings. To contact the DRO, email union.elections@aber.ac.uk.

NUS Returning Officer

The Returning Officer (RO) oversees the All Student Vote process ensuring it is fair and open

Key Dates

 

Calling an all-student vote

  1. An All Student Vote may be called on any issue by any one of:
    1. a motion passed by a majority of the Trustee Board;
    2. a majority vote of a Senedd Meeting, Annual General Meeting, or Special General Meeting
    3. a secure petition of 250 ordinary members (including student number) submitted to the Chair of Trustees.
  2. A motion may only be passed by an All Student Vote if at least 500 Ordinary Members cast a vote in the All Student Vote and a simple majority of the votes cast are in favour of the motion.

Briefing

  1. The Union will organise a meeting before the start of voting open to all members, to brief campaigners on the rules and to explain and debate the issues.
    1. If the issue is to be contested the meeting shall nominate two campaign leads who will be responsible for running the “Yes” vote campaign and the “No” vote campaign. Each campaign lead shall be given a publicity allowance paid for by Undeb Aberystwyth of an amount equivalent to the agreed allowance for officer trustee elections
  2. A lack of understanding of the rules will not be an accepted excuse for breaking the rules.

Campaigning

  1. Campaign leads are responsible for the actions of campaigners who support their proposal, collectively known as a campaigns team. A campaigner is defined as someone who would reasonably thought to be acting on behalf of a campaign lead, or be actively working on their behalf.
  2. Campaign leads must take all reasonable steps to ensure their campaigners actions comply with the campaign rules and must be able to demonstrate this in the event of a complaint against them. 
  3. Campaign leads and their campaigners should only undertake campaign activity which others have equal opportunity to do.
  4. Campaign Leads and their campaigners should conduct themselves in a way that is respectful to others and must not engage in behaviour which is threatening, harassing or risking the wellbeing and safety of others. 
  5. Campaign Leads and their campaigners must not use University or Students’ Union resources to campaign with except where explicitly permitted by the DRO. 
  6. Campaign Leads and their campaigners must not state that they (or the candidate they support) have been endorsed by the Union or by individual members of Union staff. 
  7. Campaign Leads and their campaigners must not cast, or attempt to cast a vote on behalf of another student. 
  8. Bribery of voters must not be used as part of any campaign.
  9. Campaign Leads and their campaigners must adhere to all existing wider laws and rules which govern individual and student behaviour.
  10. Club and Society endorsements are not allowed as part of All Student Votes.
  11. Only current Aberystwyth University Students are permitted to campaign in the election. 
  12. Full-Time Officers must take leave if they wish to campaign during normal office hours. 
  13. Full-Time Officers are prohibited from using any resources associated with their current role to support a campaign. 
  14. During the election period, Full-Time Officers may not carry out any duties or activities that could be seen as supporting any of the All Student Vote Campaigns. 
  15. You’re very welcome to put posters up around the Union building, but please avoid using tape. If you’d like to display materials outside the Union, you’ll need to request permission from the University. Please note that no publicity materials may be placed on the walls of the Union bar.

Budget

  1. The campaign budgets will be equal to the agreed allowance for officer trustee elections.
    1. These will be reimbursed by the Union on the provision of receipts. You can submit your expense form one up until one hour after voting closes. Any reimbursement requests after this time will not be allowed. 
  2. Campaign Teams must not exceed their budget limits.
  3. Campaign leads must retain a written list of campaign costs. Candidates should be ready to supply these if requested by the DRO.
  4. All materials used by a candidate must be included within their statement of expenditure alongside receipts or a reasonable estimated market rate.
  5. All items not purchased but used for campaign purposes must be valued by the DRO.
  6. The exception to the rule above are materials and resources available to all e.g. the free use of social media sites. This applies only if the item is free for everyone. For example, a pre-owned megaphone cannot be used unless it has been authorised. Any approved material must be included in your campaign budget. Please speak to the DRO for clarification.

Count and Announcement 

  1. The count shall be supervised by the Deputy Returning Officer or their nominee.
  2. The results of Union voting will only come into effect once the Returning Officer has certified the result is the accurate outcome of a free and fair procedure and all complaints and appeals have been resolved. 

Complaints and Appeals 

  1. The RO and DRO will take sole responsibility for interpretation of these rules and Union Bye-Laws.
  2. For a complaint regarding an alleged breach of the Bye-Laws to be investigated, it must be made in writing using the appropriate online form to the DRO. The complaint must specify clear grounds referencing these rules. This complaints procedure may only be used for matters relating to election conduct as set out in the Bye-laws and rules. All other complaints must be submitted through the Undeb Aber complaints process.
  3. The DRO will investigate complaints and refer matters to the RO for decision.
  4. The RO can decide to act based on the outcome of decisions. This can include halting the All Student Vote, and referring a matter to be dealt with by the Union or University disciplinary procedures.
  5. The RO’s rulings shall take immediate effect.
  6. Complaints must be received before the count begins, and no later than one hour after the close of voting.
  7. Complaints about the count must be made in writing using the appropriate online form to the DRO before the announcement of results.
  8. Appeals must be made in writing using the appropriate online form to the DRO no later than 12pm on the day after the decision of the RO has been communicated to a campaign lead. Appeals can only be made by a campaign lead where a campaign has been party to sanctions brought about as a result of a complaint.
  9. Appeals must specify clear grounds referencing that interpretation of the All Student Vote rules above is unreasonable, correct procedure has not been followed, that the RO or DRO has been prejudiced, biased or failed to fully consider the available evidence.

 

A detailed breakdown of the rules and regulations which oversee All Student Votes can be found in the ‘All Student Vote and Motions of No Confidence’ Bye-Law available on the Undeb Aberystwyth website.