CSA EXECUTIVE OFFICER

2020/2021

CANDIDATE’S PACK

Contents

Introduction 3

The role of the CSA 4

The role of the Executive Committee 4

The governance structure of the CSA 5

The roles of Executive Officers 6

National Union of Students 8

Important election information and advice 9Election timetable 9Getting nominated 9Producing a Manifesto 10Candidates' Meeting 10Support for Candidates 11Campaigning 11Printed publicity 12Talking to students 12The voting process 13The count 14Complaints, grievances and breaches of good conduct 14

Nomination form 15

Expenses record form 17

Sections of CSA governance documents pertaining to elections 19

Bye-laws Section 6. Election of Officer Trustees, Executive Officers, Student Trustees, NUS Delegates and similar positions for which elections may be necessary

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Introduction

Thank you for showing an interest in positions on the CSA Executive Committee (Executive Officers) for 2020-2021. This pack should answer most of your questions about the roles of these Officers and how the election process works. Should you have any further questions, or are unsure about standing for these positions, then please contact one of the following people.

Sue Richardson CSA Election Manager csa@cranfield.ac.ukMartin Davey CSA General Manager m.davey@cranfield.ac.uk

Lucy Lu CSA President csapresident@cranfield.ac.ukFederica Persico Vice-President (Shrivenham) csa.shrivenham@cranfield.ac.uk

The CSA staff will be able to advise you on the technical details of running for election and what is expected of the successful candidate, whilst the President or Vice President will be best placed to tell you what it is really like working as a CSA Officer.

The Returning Officer, who is an independent person, will be in overall charge of elections and will adjudicate on any complaints or other issues. This will be a person appointed by the National Union of Students (NUS).

The most important documents concerning elections are the CSA Constitution and Bye-laws. Copies of the sections relevant to elections are included at the end of this pack, but you should be aware of the contents of both documents in full. These are available on the CSA website and University intranet Student Officers page.

http://www.mycsa.org.uk/

https://intranet.cranfield.ac.uk/csa/Pages/StudentOfficers.aspx

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The role of the CSA

The primary role of the CSA is to represent its student members to the University and to national bodies. To these ends, CSA Officers sit on various University committees, and also organise campaigns to bring issues of concern to the attention of the authorities.

Secondly, the CSA provides a range of non-commercial services for students. These include such things as academic and welfare advice and support, campaigns, sports clubs, societies, entertainment and media. These are funded through annual grants from the University.

Thirdly, the CSA runs a range of commercial services. At Cranfield campus these include a bar, cafe and shop, whilst at Shrivenham campus sales of merchandise and discount cards are made within the CSA Office. Whilst providing a service to students, these activities are expected to run at a small overall profit to help fund the non-commercial services.

Executive Officers are expected to take an interest in and support these activities.

The role of the Executive Committees

Executive Committees consist of the elected Executive Officers (including Officer Trustees) of CSA relevant to the campus at which that committee will operate.

The Executive Committees meet throughout the year, timings being varied to suit the committee members and the demands of CSA. They are chaired by the Senior Officer of that campus.

Executive Committees are responsible for routine management and oversight of CSA’s operations and affairs. This does not include the duties of the Board of Trustees, but may include reporting on such matters to the trustees as necessary. It will include operational issues, representation, campaigns and the implementation of policy.

The Executive Committees, through their Officers, have a high degree of contact with the student members of CSA. They are the main interface between CSA and students, and it is vital that Executive Committee members spend a significant proportion of their time out and about talking and listening to students.

During these challenging times, it is particularly important that Executive Officers maintain contact with the students they represent by whatever means necessary. In addition, due to restrictions on sports, societies and other social gatherings, all the Executive Officers need to be involved in being innovative and driving social activities however possible.

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The governance structure of the CSA

As the President and Vice Presidents sit on the Board of Trustees and their local Executive Committee, and have important input into the AGM and local Student Councils, it is clear from the CSA governance structure that they play vital roles throughout the organisation.

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Board of Trustees

CSA AGM(EGM)

General Manager

Casual Staff

ShrivenhamStudent Council

CranfieldExecutive

Permanent Staff

CranfieldStudent Council

ShrivenhamExecutive

StudentReferendum

The roles of Executive Officers

It is up to the Executive Committees, with approval of the Board of Trustees, to decide what Executive Officer positions are appropriate and most effective for their particular campus. The positions available can vary from year to year as student demands change.

Each Executive Officer has a particular role or constituency of students who they represent. To an extent, this defines their duties for the year. However, there is ample scope for any Officer to take on a project or issue of significance to them and achieve a particular outcome for the year.

The most important aspect is that Executive Officers find out what students want from the CSA, and then do their best to satisfy that expectation. They then report back as to the extent of their success, or the reasons why they could not completely satisfy student demands. The Executive Officers should be agents for change and continual improvement both in the CSA and the University. All Officers should feel comfortable going out and talking with students and staff of the University to gauge opinions and gain ideas.

It is clear from the descriptions below that there is significant overlap between officers. This has many advantages. Activities can be managed by more than one officer; people are not necessarily doing things on their own; there is room for inter-officer discussion to produce new ideas to take the CSA forward; there is a back-up if an officer is unavailable.

Training for all Officers is provided soon after the elections, and is provided support throughout the year, so Officers are never left to struggle alone.

The following positions as Executive Officers are open to election.

In addition to the duties listed below, all CSA Executive Officers are members of the University Student Experience Committee, chaired by the Director of Student Experience Allison Whalley, which is an important route for raising issues to the University and ensuring that student opinion is heard.

Cranfield

Green Officer: This post provides a range of options within the environmental sphere, and the successful candidate would be able to choose projects and campaigns that particularly interest them. The Green Officer sits on the University Environment Committee, the Waste Management Committee, Green Travel Plan Committee and the Fairtrade & Sustainable Food Working Group, and provides an important liaison with the University “Green Team” and allotment users.

International Officer: International students often have different requirements, interests and sometimes bring dependents that need support. The International Officer makes sure international students get their say, and plays a large role in organising International Week and other events targeting international students. Activities include liaison with the many culturally based societies on campus, keeping overseas students informed of events and

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occurrences, which affect them, and the encouragement of overseas students to participate in Association events and activities. The International Students' Officer plays an active role in the Executive Committee on all matters affecting non-UK students, and will liaise, where necessary, with UKCISA (United Kingdom Council for International Student Affairs).

Residences & Services Officer: A role for someone who wants to represent students to the University. Sits on the Residential Services Committee and liaises with campus and off-campus services, such as transport providers. Deals with a range of campus and off-campus issues as they arise.

Events Officer: An exciting role for an enthusiastic person who enjoys interacting with students. Sit on the Clubs & Societies Committee and provides a two-way link between this and the CSA Executive, including the dissemination of information from the CSA through C&S representatives. Is responsible, along with CSA staff, for major CSA events and activities, and encourages and supports students in the organisation of new events.

School Education Representatives: One to be elected for each School. Provide the point of contact between course representatives within their school and the CSA team through the CSA executive meetings. The representative provides feedback to the CSA team and/or the education committee if the problems are on a university-wide scale. Attends the quarterly meetings of Senate and the University Education Committee. There is an additional position this year for an Education Representative to support the CDS (Forensic) students on the Cranfield campus and working as part of the Cranfield Executive; this will be a particularly important post during a period of change within CDS whilst it works across two campuses.

School Research Representatives: One to be elected for each of SWEE and SATM. Concentrate on the research community within their school, providing the main point of contact for enquiries and a link to the CSA through the CSA executive meetings. Sits on the quarterly University Research Committee and Senate. May be invited to attend meetings in their own School to determine student opinion, discuss issues and communicate information from the CSA or University. Jointly organise and promote the monthly “Research Refresh” event. Provide an important line of communication between the CSA and research students. Shrivenham

Publicity Officer: Manages Twitter/Facebook and Social Media Accounts. Makes posters, flyers and other CSA promotional materials. Promotes all events via email and social media. Manages sign up's to events. Manages CSA Merchandise ordering and sales. Runs regular course rep meetings to gain feedback and maintain good communication channels. Organises CSA stalls at Graduation, New Starters etc.

Social Officer: The Social Officer’s primary role is identifying events and activities of interest to students and taking the lead on organising these events, and to update the CSA Shrivenham Facebook page on a regular basis. The role requires someone who enjoys getting involved and is happy to liaise with the Defence Academy mess and other social groups to make the most of what is on offer at Shrivenham.

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All CDS Officers will attend Shrivenham CSA meetings, which are usually held on a fortnightly basis and help run the student drop-in sessions. They will also be expected to represent the CSA at events such as student registration.

Terms and conditions

The Executive Committee positions are not sabbatical roles; that is, Officers continue to work full-time on their academic studies whilst contributing to the CSA in their spare time.

Nationally, the usual time commitment for a non-sabbatical officer is four to six hours per week. Whilst it is somewhat lower at Cranfield University, due to the increased demands of postgraduate study, the successful candidate will still be expected to contribute a marked proportion of their leisure time to the role. This time is worked flexibly around study commitments and the demands of the role.

The situation regarding payment of Executive Officers varies between campuses.

The Cranfield Executive Officers are not paid.

The Shrivenham Executive Officers are paid at the UK national minimum wage for about 12 hours per month (£100/month). This is to reflect the lack of administrative support at Shrivenham.

National Union of Students (NUS)

The National Union of Students (NUS) is one of the largest student organisations in the world, representing the interests of around five million students in Further and Higher Education throughout the United Kingdom. It is a voluntary membership organisation made up of local student representative organisations that affiliate and pay a membership fee, these include virtually every college and university in the country.

The NUS provides research, representation, training and expert advice for individual students and Students' Unions.

The main contact that the CSA Executive Officers will have with NUS will be through training, the election process and national conferences and meetings.

Further information about NUS can be obtained from their website http://www.nusconnect.org.uk/

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Important election information and advice

Election timetable

The election timetable is established in principle by the CSA governance documents.

The critical dates are as follow.

Formal notice of election Tuesday 6th October

Nominations open Tuesday 6th October 12:00

Nominations close Monday 26th October 12:00

Candidates’ meeting Monday 26th October 13:00

Meet the candidates TBA by zoom

Voting opens Tuesday 3rd November 09:00

Voting closes Thursday 5th November 17:00

Count commences Thursday 5th November 17:30

Result announced As soon as possible thereafter, estimated time Thursday 5th November 18:00

Getting nominated

To be eligible to stand for election, candidates must complete the nomination form that is included in this pack. The completed nomination form must be handed in to the CSA Office before the end of the close of nominations. A hard copy of a candidate’s manifesto must accompany the nomination form. In addition, a soft copy of the manifesto must be sent to the Election Manager by the close of nominations (csa@cranfield.ac.uk ).

After the close of nominations all candidates’, proposers’ and seconders’ details and ID card numbers will be checked to ensure that they are valid.

A candidate for Executive Office or School Representative must be a registered student of Cranfield University at the appropriate campus and be proposed and seconded by other registered Cranfield students from that campus. Off-campus students relate to the primary campus and/or school managing their area of study. If in doubt, advice should be sought from the Election Manager at the earliest opportunity. After the close of nominations all candidates’, proposers’ and seconders’ details and ID card numbers will be checked to ensure that they are valid.

Late nominations, including late manifestoes, are not acceptable.

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Producing a Manifesto

A manifesto is a document that explains the candidates experience, ideas, proposals and why they should be elected.

It can be no more than one side of A4 and must be submitted in both electronic and paper format. Candidates are advised to submit electronic versions in Word; the CSA will not be responsible for problems due to the use of other packages and will not edit documents to solve any problems. All manifestoes will be put on display and included in the election booklet distributed to voters.

A manifesto must NOT

refer to present or former members of the CSA by name refer to present or former CSA staff talk about other candidates, especially in a negative fashion knowingly contain factual inaccuracies contain opinion expressed as fact advocate discrimination or breach CSA equal opportunity policies be prejudicial to the fair running of the elections

Candidates are advised to

include a photograph so voters will be able to recognise them include their name and the position for which they are running be realistic and only make promises that they are likely to be able to keep try and use plain English and be clear and concise describe any involvement in the University and/or CSA describe their skills, knowledge and experience most importantly, state what they would like to do if elected

No person other than the Returning Officer(s) and Election Manager(s) are allowed to view the manifestos or know the names of candidates running for election until after the close of nominations.

Candidates' Meeting

The Candidates Meeting(s) time(s), location(s) and requirement(s) will be determined on the basis of the location of candidates. All candidates will be informed of the arrangements as soon as possible. You (or a designated person) must attend this meeting. At the meeting you will be informed about the conditions under which the election will be run and you can ask any questions about the process. The candidates' meeting will also be an opportunity for candidates to receive initial approval of publicity materials prior to display or distribution.

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Support for Candidates

The CSA will not fund candidates for Executive or Representative positions, they must be entirely self-funded.

The CSA will provide free internal photocopying or printing for each candidate to a maximum of 20 one-sided A4 colour copies and 100 one-sided A4 black and white copies. This allocation may be used as the candidate wishes; for example, 20 A4 copies is equivalent to 10 A3 or 40 A5 copies.

In addition, each candidate may spend a maximum of £50 of their own money, this money is not refundable. This limit is to prevent candidates over-spending on elections; the result should be about candidates and their ideas, not about resources available to the candidates.

Receipts must be retained for all expenditure, and each item documented on the Record of Expenditure Form that is included in this pack. Failure to follow these rules may lead to the Returning Officer taking actions against a candidate, which may include disqualification.

In particular, please note that services in kind will be taken at their full value when calculating expenditure. For example, if a candidate has a friend or relative willing to produce campaign material for free, then the charge to their expenditure limit is the commercial cost of that work NOT zero.

Campaigning

To get elected you need to gain more votes than anyone else during the voting period, as determined by the Single Transferable Vote system (see below for an explanation of this process). This means that you will have to persuade students to vote for you. To do this, you will have to run an election campaign.

You can only begin your campaign after the candidates meeting. Early campaigning may result in the Returning Officer taking action, including disqualification of a candidate.

The nature of an election campaign is intensive, exhausting and very time-consuming. It is difficult for one person to do alone, and it is useful to put together a campaign team of friends and supporters to help. Alternatively, candidates may join together in teams (slates) and agree to support each others’ candidacy. However, the following points concerning such arrangements must be noted.

Candidates are responsible for the actions of their campaign teams It is useful if members of campaign teams are easily identified (T-shirts, badges, etc.)

to avoid misunderstandings Candidates running as slates may be held responsible for the actions of other

candidates on their slate and their campaign teams It is wise to inform the Election Manager of any slate arrangements, rather than just

relying on informal agreements, and equally important who is NOT on a slate

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If you are unsure about whether any campaigning activity falls within the rules do not hesitate to ask either the Returning Officer or Election Manager.

Printed publicity

Almost every campaign in an election includes printed publicity, whether as posters or flyers.

The following points should be noted. No candidates’ campaign publicity may appear prior to the end of the candidates’

meeting No form of CSA or University insignia, logo, or any other indication that the

candidate is in any way “officially endorsed” may appear on any publicity material Candidates should include their name, position and a photo in a prominent position Publicity should focus on 2-3 main reasons for a voter to support a candidate. Long

wordy documents are difficult to read and off-putting to voters. All publicity should be well laid out and easy to read. Avoid too many capitals,

changes of font or general messiness. Make publicity eye-catching and make a voter want to read it Make good and appropriate use of your colour and B&W allocations of printing Ensure that all publicity follows the rules of the election Ask before putting up posters in University buildings Take down your posters after the end of the election Tidy up dropped flyers, nobody likes litter (and they can be re-used!)

Talking to students

Whilst printed publicity impacts a lot of voters, nothing can beat actually talking to students and listening to their opinions.

Following are a few tips on talking to students. No campaigning may take place to the end of the candidates’ meeting. However, this

does not mean that you cannot tell people you are standing, especially friends and classmates, and talk to them about issues of concern

Be friendly and smile Don’t hassle someone who is busy, distracted or grumpy; it is a waste of time Explain who you are and the position for which you are running Highlight the main issue(s) that you want to address Don’t talk for too long; be short and to the point Show some interest in them. Ask about their course and what they would like the

CSA and its Officers to do Listen to their opinions, but remember that you want to talk to as many people as

possible Explain how and where they can vote, including email voting if useful Ask them to vote for you, but if they already have a preferred candidate, ask them to

vote for you as their Number 2 as this can be vital in the voting system used Thank them for their time

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The Voting ProcessAll votes must be cast online; there are no paper ballots. All voters will be informed of the voting process and given access to the online system via their Cranfield University email address.

Voting will be by the Single Transferable Vote system as defined by the Electoral Reform Society.

http://www.electoral-reform.org.uk/voting-systems

This means that voters are asked to rank the candidates in order of preference. They may rank some or all candidates, or just indicate their first choice, it is up to them.

However, if a voter only indicates their first choice, then their vote is of no use once (if) their favoured candidate is eliminated. Candidates should encourage voters to vote for them, even if it is only as second or third choice, as these “transferred votes” may be critical in the later stages of the count.

All ballots include the option to re-open nominations (often referred to as RON). This means that the voter does not like any of the candidates and thinks that the CSA should start the whole process again to find some better candidates. RON is treated like any other candidate, both at the vote and at the count. It is rare for the RON votes to win, but it has happened in the CSA, and a RON vote is better than no vote at all.

Candidates will appear on the ballot in alphabetical order of family name (then given name if family names are the same). It is the responsibility of the candidates to ensure that the Election Manager is clear as to a candidates correct and preferred use of names, for example diminutives, order of multiple names, etc. RON is always last on the list, after all other candidates regardless of their position in the alphabet.

The Count

The Returning Officer will inform the candidates of the time and venue of the count. The candidate, or their representative, may attend as observers.

Ballot boxes will not be opened until the Returning Officer has given authority for the count to start. The Returning Officer will decide on the exact process of the count to ensure fair and effective counting.

The Returning Officer will assess the validity of any votes brought to their attention by the tellers (vote counters). The vote will be counted as valid if the voter’s intention is clear, even if the absolute requirements of the voting system have not been followed; for example insertion of a cross or tick instead of the number “1” for a single choice of candidate. The Returning Officer’s decision on such matters will be final.

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In the first round of counting, the first choice votes for each candidate are counted. If a candidate has more than 50% of the total vote (not counting blank or destroyed ballot papers), then they are elected.

If no candidate reaches the 50% threshold, then the candidate with the lowest number of votes is eliminated and their votes transferred to the second choice candidates on those papers. Those ballot papers with no second choice are removed from the process. This is why it is vital that candidates encourage voters to insert their second, third, etc selections.

The process is continued until a candidate reaches the 50% threshold of votes and is declared the winner.

Election results will be announced as soon as possible after the results have been determined. They will then be posted on the CSA website.

Complaints, grievances and breaches of good conduct

All complaints concerning any part of the election, be it campaigning, voting, counting or process, must be submitted in line with the CSA Constitution and Bye-laws.

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CSA EXECUTIVE OFFICER and REPRESENTATIVE ELECTIONS

NOMINATION FORM

This form must be completed and handed in to the CSA prior to the close of nominations on Monday 26th October at 12:00, along with a hard copy of your manifesto (if possible). A soft copy of your manifesto must also be sent to csa@cranfield.ac.uk before the close of applications.

Late nominations will not be accepted.

Please complete in BLOCK CAPITALS

POSITION

NAME

ADDRESS

CONTACT TELEPHONE NUMBER

EMAIL ADDRESS

SCHOOL and COURSE

CRANFIELD ID CARD NO.

SIGNATURE

PROPOSER SECONDER

NAME

CRANFIELD ID NO.

SIGNATURE

DECLARATIONI wish to be nominated for the stated post, confirm that the information stated on this form is correct and that I am a registered student of Cranfield University. I agree to abide by the regulations in the CSA Constitution and Bye-laws as interpreted by the Returning Officer.

Signature............................................ Date...........................

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CSA EXECUTIVE OFFICER and REPRESENTATIVE ELECTIONS

EXPENSES RECORD FORM

Complete this form EVERY time you purchase materials for use in your campaign, and attach ALL of your receipts. Signing this form confirms that you incurred no other expenses during the election.

Date Item Amount

Total

Signature: Date:

Name: Position:

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Sections of CSA governance documents pertaining to elections

The following sections of the CSA Bye-laws are those that most directly deal with elections. Other sections may also be relevant. It is the candidate’s responsibility to ensure that they are familiar with, and act in lie with, all sections of the documents.

Bye-laws Section 6. Election of Officer Trustees, Executive Officers, Student Trustees, NUS Delegates and similar positions for which elections may be necessary

1. An independent person, agreed between the Board of Trustees and Cranfield University, will be the Returning Officer for elections. They will be responsible for the interpretation and implementation of election rules and regulations.

2. A member of CSA permanent staff will be the Election Manager. The Election Manager is solely responsible for administrative matters. They will forward any question on interpretation or implementation of non-administrative aspects of the regulations to the Returning Officer. There may be Election Assistants appointed to help with the administration of the elections. These may be members of either CSA or Cranfield University staff as practical for effective running of the election.

3. The role of Officers, who are not themselves running for office, during the election period is to highlight the importance of the elections to students. Their aim should be to maximise the numbers of both candidates and voters.

4. Officers and staff of CSA are not to be seen to support any candidate in an election in any preferential way unless they themselves are running for office. In the latter case, they shall take the period of the elections from close of nominations to close of voting as leave of absence and not make any use of any CSA facilities during that period that are not equally available to all candidates.

5. Any Officer who is found to be interfering in the elections in a way which is not deemed appropriate by the Returning Officer will be referred to the disciplinary procedures in Section 11 or 12 as appropriate.

6. Any member of staff who is found to be interfering in the elections in a way which is not deemed appropriate by the Returning Officer will be referred to the staff disciplinary procedure.

7. Presidential elections will normally take place during April; other elections will normally take place in either April or October. However, these dates may be changed at the discretion of the Returning Officer to promote successful elections. Those persons elected will remain in post until either the next scheduled election for their position, they resign or are otherwise removed from office.

8. Notice will be given at least 21 days before the date of an election. Nominations will close at least seven days before the date of the election.

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9. The Election Manager will produce a candidate’s handbook prior to elections. Anything written in this handbook must be followed and non-compliance could result in the Returning Officer ruling against a candidate.

10. All candidates for election must be Full Members of CSA and not be banned from any part of the CSA services or premises.

11. Candidates may only run for one position at any single election and no position can be split to become a shared position. A candidate may run for both an officer/trustee position and NUS Delegate position at the same election.

12. Each candidate must be proposed and seconded by full members of the CSA, except in the case of Student Trustees who must put themselves forward to the Appointments Committee in lieu of nomination in accordance with Section 4.

13. The candidate must supply the nomination form and a manifesto of up to one page of A4 including a photograph to the Election Manager before the close of nominations. These must be in both hardcopy and electronic versions.

14. Upon signing the nomination form the candidates are bound by the terms and conditions of the election rules and regulations as noted in the elections handbook and the CSA Constitution and Bye-laws.

15. Candidates may run as teams or slates.

16. Any candidate wishing to withdraw their nomination must do so in writing to the Returning Officer and the Election Manager.

17. The Returning Officer and Election Manager must not reveal details of any nominations prior to the close of nominations.

18. The Election Manager will display the candidates’ manifestos in the CSA premises within two working days of the close of nominations and produce a candidate manifesto handbook.

19. The Election Manager will publicise the times and locations of question time or similar at least 14 days prior to voting opening. The Returning Officer and Election Manager may agree to cancel question time for all or some positions if there are insufficient candidates to contest an election.

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20. Any candidate absent from question time or similar without written apologies in advance to the Returning Officer and Election Manager may be disqualified at the Returning Officer’s discretion.

21. If question time is held, it will be chaired by the Election Manager. The length of speeches will be up to 2 minutes per uncontested candidate and up to 5 minutes per contested candidate. Questions will be taken from students and the Elections Manager will regulate the number and length of time taken over questions.

22. All campaign material must be approved by the Election Manager or by the Returning Officer. Campaign material must not contradict CSA’s Equal Opportunity or other policies or have any CSA, Cranfield University or NUS produced logo attached. No campaign material or other act of canvassing may denigrate any other candidate, present of former CSA Officer or present or former member of CSA Staff.

23. The CSA will refund expenses, on production of receipts, to a maximum of £25 for each candidate standing in the Presidential elections. In addition, each candidate for any election may spend a maximum of £50 of their own money, this money is not refundable. The CSA will also provide free internal photocopying or printing for each candidate in any election to a maximum agreed between the Returning Officer and Election Manager prior to the start of the election and stated in the candidate’s handbook.

24. Candidates who do not keep to the allotted deadlines for handing in forms or attending pre and post election candidate meetings as stipulated by the Elections Manager in the candidate’s handbook may be disciplined at the Returning Officer’s discretion.

25. Candidates must always ask for permission to place posters on notice boards/walls/venues. Candidates must remove their posters and publicity after the close of elections.

26. The use of “social networking” (e.g. Facebook, Bebo, etc.) sites will be allowed as soon as the official campaign time starts. Campaign pages must focus solely on the candidate(s) for which that site has been made; any negative campaigning will be dealt with by the Returning Officer. These must be independent sites; no campaigning may take place on any CSA or CSA affiliate website or online messageboard.

27. The Election Manager will arrange regular elections meetings with the Returning Officer to discuss any complaints or other issues. These meetings may be in the form of telephone or electronic conversations.

28. The role(s) of ballot clerk will be carried out by the Returning Officer, Election Manager and their Assistants.

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29. The Returning Officer and the Election Manager must endeavour that all Members of CSA have the opportunity to vote. Voting times and locations must be established accordingly.

30. Only Full Members of CSA may vote in elections. A valid Cranfield University student card must be produced as proof of eligibility. The Returning Officer and the Election Manager must ensure that measures are in place to prevent repeat voting.

31. All Full Members may vote for President, Student Trustee and NUS Delegate positions but may only vote for the other Officer Trustee and Executive Officer positions pertaining to the campus at which they cast their vote.

32. Votes will be cast on ballot slips bearing the CSA logo and placed in sealed ballot boxes. Ballot slips will carry the positions of office and the names of candidates for each office will be in an alphabetical order of surname. There will be the option to re-open nominations (RON) for each position. Alternatively or additionally, electronic voting systems may be introduced at the discretion of the Returning Officer and Election Manager, provided such a system is ratified by the Board of Trustees.

33. Voting will be by the Single Transferable Vote system as defined by the Electoral Reform Society. The Returning Officer and the Election Manager will endeavour to explain the system to all candidates and voters.

34. No candidate or member of their campaign team, or any other person attempting to influence a voter may approach within three metres of the polling station except when they themselves are voting. This distance may be varied on the discretion of the Election Manager or the Returning Officer depending upon the architecture of the polling station, but must be made clear to all candidates.

35. Candidates need to be aware that they are responsible for the actions of anyone on their campaign team and any complaints will be dealt with by the Returning Officer.

36. The Returning Officer and the Election Manager will determine the time and location of the count. The candidates will be informed of this and may attend, or send a representative, to observe the count. Any such observers will remain part of the count team until the results are announced and will not make any effort to either physically interfere with the count or communicate the results in advance to any person; any such action being liable to result in disqualification of their candidate. No mobile telephones may be used by anyone involved in or observing the count until announcement of the results.

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37. The Returning Officer may be assisted in the count as they see fit by CSA or University staff.

38. Results of the elections will be announced as soon as possible once the count is complete and any complaint relating to the post has been dealt with to the satisfaction of the Returning Officer. The announced result is final.

39. A list of successful candidates will be notified to all sites following the declaration of results. Publication on the CSA website(s) will be sufficient notification.

40. Any complaint about the election process, organisation or another candidate or team must be submitted in writing to the Election Manager or their Assistant to be forwarded to the Returning Officer.

41. All complaints relating to the conduct of the elections, campaigns or polling must be submitted, in writing, prior to the end of polling.

42. The count will only begin for all or individual positions once the Returning Officer has dealt with all complaints regarding the conduct of the elections, campaigning or polling pertinent to those positions.

43. All complaints relating to the conduct of the count must be submitted, in writing to the Returning Officer prior to the declaration of results.

44. The Returning Officer will hear all appropriate evidence relating to a complaint and may seek out additional evidence or witnesses as they deem necessary.

45. The Returning Officer makes judicial decisions regarding elections rules and regulations. They have the power to issue warnings, disqualify candidates, reduce budget and halt all or part of the election. The Returning Officer’s decision is final.

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