1. Aston students’ union leadership elections training
MARCH 2017
Richard Broome – Deputy Returning Officer (Membership Services Manager)

2. Roles AND Responsibilities
Officers can fulfil a number of roles – you could be representing a particular school of students at a meeting in the morning, meeting with Course Reps over lunch to thank them for their work and be working on the new building plans in the afternoon.

3. rOLES AND RESPONSIBILITIES
The National Union of Students (NUS) defined officer roles into 4 areas that Officers may find useful to describe their work:
1.The Representative – being the voice of students
2.The Activist – working for change and building student activism
3.The Trustee – oversight of the union as an organisation
4.The Minister or portfolio role – supporting a group or particular activity.

4. Congratulations on becoming candidate!

5. Election - Guiding principles
ALL CAMPAIGN MATERIALS SHOULD BE APPROVED IN PRINCIPLE BY THE DEPUTY RETURNING OFFICER. This does not mean every and every Tweet, but posters and leaflets should be approved.
All Candidates should have equal and fair access to be able to communicate with students.
Current officers or students in a position within the union should not use that position to advantage themselves. This includes SU Course Reps using lists to contact voters.
Candidates should not canvas or seek the support of Aston university or union staff .
There will be equal support offered to all candidates.
Candidates must be open and honest in their campaigning
All students should be given a free and fair choice at the point of voting.
Voters should not be harassed or given direct instruction on how to vote at the point they are making their vote
There will be clear guidance on the method of voting, which is the Alternative Transferable Vote (AV) system.

6. Election - Guiding principles
There will be a right to question the actions of candidates or of the union, but only through the Deputy Returning Officer and the Returning Officer
The Returning Officer will be an external independent professional with experience in monitoring elections. The nominated Returning Officer is a senior member of staff from the NUS.
The Returning Officer will make a judgement based on the principles and the Election Rules.
Judgements will be made on balance of probability.
The judgement of the Returning Officer is final.
The elections, campaigning and issues should be about the experience of students at Aston.

7. Election - Guiding principles
Campaigning should be done by students at Aston to students at Aston.
Negative campaigning should be avoided. This is focussing on bad things or perceived bad things about other candidates. Campaigning should be based on what you will bring to the role.
Candidates should not ask for the support of SU staff.
If Candidates are unsure about any aspect of the campaign or standards of behaviour it is their responsibility to ask the Deputy Returning Officer.
Ignorance will not normally be considered a defence
Briefings & training should be made available to candidates but are considered to be for guidance only. Just because an issue is not covered in the briefing does not mean the candidate should not ask or that the candidate should make a presumption.
Team/slates are permitted.

8. Election Rules
1. No coercion. This means you cannot pressurise or force students to vote for you. Standing over a student and watching them vote may be seen as coercion. Candidates should not give electronic devices to voters to make them vote. 2. No bribery (financial or otherwise). This means that you cannot pay students to vote for you or offer to do something for them in order to get them to vote for you. 3. No illegal discrimination. Candidates should not do anything that could be discriminatory against protected characteristics (Gender, Race, Religion, Disability, Sexual Orientation). 4. All current Aston University and Aston SU rules must be complied with.

9. Election Rules
Local rules apply. For example the Library will not allow any campaigning inside the Library. A breach of this local rule is a breach of the Election Rules.
Different schools will have different rules. Some may allow you to leave leaflets in their office. Others may not. If they allow 1 candidate to leave leaflets they must allow all candidates to do so. The university is not allowed to show preference to 1 candidate over another.

10. Breaches of Election rules
Any breaches of rules should be reported to the Deputy Returning Officer on .
What happens if the rules are broken?
Some examples:
The candidate could be asked to issue an apology and this could be placed on the SU website/social media.
A candidate could be disqualified from the election/
A candidate could be reported to the university and/or other authorities.

11. Candidate briefing

12. BUDGET/Expenses Promotional Expenses Budget
All candidates have an allowance of £60 each to spend on promotional expenses. Aston Students’ Union will reimburse this to candidates. This is for part time voluntary positions and paid sabbatical positions.
Subsistence Expenses Budget
All candidates have an allowance of £10 each week day to spend in the SU Shop or Einstein’s Coffee Shop on refreshments for themselves and their campaign team.
THERE IS NO SPENDING LIMIT. THESE AMOUNTS ARE WHAT THE SU WILL REEMBURSE. All RECEIPTS MUST BE KEPT AND SUBMITTED TO THE SU. AN INVETORY OF ALL SPENDING MUST BE SENT TO THE REURNING OFFICER BEFORE VOTING CLOSES – A FORM WILL BE PROVIDED.

13. pRINTING
The expenses budget can be spent anywhere the candidate chooses, expenses will only be reimbursed if a valid receipt is submitted to the Deputy Returning Officer with a Blue Claim Form.
Aston SU Copy Shop.
You can get printing done at the Copy Shop without spending your own money up front. If you present the Copy shop with Blue Claim Form signed by the Deputy Returning Officer.
SU Copy Shop Charges – 20% OFF USUAL PRICES.

14. Slates/SLATE teams
Slates/Slate Teams are a group of candidates who stand together as one team under one banner. Usually a slate/team will have a common brand/ identity and set out common aims and goals. The most obvious example of a slate is a political party.
You cannot be on a Slate Team with someone standing for the same position.
There are benefits to running in a Slate Team:
You can share resources and expenses.
You can have a bigger campaign team and it can be easier to get your message out.
There are benefits to running independently:
• You have control over your own budget.
• You can manage your own campaign team.

15. Campaign Teams – different from slates/slate teams
Campaign Teams are made up students who are not running in the election who will support you and help you to campaign to win.
Your campaign team can be your friends and associates who want to help you win.
The Deputy Returning Officer should be notified of the names and Student Numbers of Campaign Team members. A form will be distributed.

16. Campaign teams
Getting together a campaign team is a great way to maximise what you can down. with your campaign. You will build up your leadership skills, have help with planning and carrying out elements of your campaign, and have a lot of fun!
Each candidate is responsible for ensuring their campaign team follows the rules, and principles set out in this presentation.
Candidates must be able to show that they took REASONABLE ACTION to make sure that campaign team members follow the Election Rules and Guiding Principles.
Any breach by a campaign team member is a breach by their candidate
Do not forget to make sure your campaign team is happy and motivated, and each member feels involved in the planning and delivery of your campaign. They deserve a big thank you at the end of elections for all their hard work!

17. Voting system https://www.youtube.com/watch?v=2adUzBbS7X8
Aston Students’ Union uses the Alternative Transferable Vote system.
This allows voters to rank candidates in order of preference.
Voters can also vote for Re-open Nominations (RON).

18. Prizes There will be prizes for clubs and societies.
There will be prizes for individual voters.
More information will follow in the lead up to voting starting.

19. Complaints and Appeals
Complaints are rare, but if you do have concerns about the conduct of campaigns, you can enter a complaint to the Deputy Returning Officer by ing .
Complaints should be made as soon as possible after the event. It will be very hard to judge complaints made after any long period of time.
Complaints will not be accepted after the close of ballot unless it concerns the conduct of the vote count.
The complaints procedure must not be used to submit ill-judged complaints, to damage the fairness of the election, to bring the SU into disrepute or for political gain. submission.
Evidence must be submitted with each written complaint.
If you wish to appeal against a decision of the Deputy Returning Officer you must inform the Deputy Returning Officer by . The Deputy Returning Officer will pass the appeal to the Returning Officer.

20. Campaigning
Ahmed Hassan – Union President

21. HOW TO CREATE A SUCCESFUL CAMPAIGN
Evidence from previous Aston elections and experience from other students Unions strongly suggests that the number of students voting in an election is heavily influenced by how Candidates:
a. engage with voters
b. listen to their concerns
c. encourage them to vote
Face‐to face contact is a vital part of campaigning and winning votes.
It is great to have a wide range of candidates, not least because a higher number of candidates standing has been shown to increase voter turnout .

22. Key dates
Thursday 9th March – 6:00 pm to 7.30 pm -  Training session 1.
Friday 10th March – 9:00 am Deputy Returning Officer will accept requests for campaign material approval.
Monday 13th March – 6:00 pm to 7.30 pm -  Training session 2. 
Thursday 16th March – 6:00 pm to 7.30 pm -  Training session 3.
Monday 13th to Friday 17th March – Optional 1 to 1 meetings made available by DRO.
Friday 17th March 2017 – 9:00 am – Team and Slate/Team declaration deadline.
Wednesday 22nd March pm- Manifesto deadline..

23. Key DATES
Monday 27th  March – formal campaigning and voting starts. POLLS OPEN.
Monday 3rd April – Sabbatical Officer Candidates Question Time.
Friday 7th April POLLS CLOSE.
Friday evening – announcement of results.

24. Any questions
Best of luck, and have a brilliant time being an Aston Leadership Election candidate!
If you have any questions
Or call into the Advice and Representation Centre reception on Floor 1 of the SU and make an appointment.