Note to students
Congratulations on taking the first step to becoming an integral part of the Student Union. By getting involved in our democratic elections you’ll be helping to shape the future of the student experience here at Heriot-Watt University.
We want to make sure we have free and fair elections that are enjoyable for everyone, candidates and students alike. Please take the time to read these rules and if you have any questions please ask a member of Union staff.
Deputy Returning Officer
National Union of Students (NUS)
NUS provide guidance as an independent body. They hear appeals against decisions made by the Deputy Returning Officer or make rulings about the expulsion of candidates.
NUS Membership Development Manager
Where to find important information about this election
Details of important dates and times for elections can be found at www.hwunion.com/elections
You can download the job descriptions at www.hwunion.com
You should make sure you know when the important things are happening: These are:
- When nominations open and close
- Where and when the mandatory candidate briefing takes place
- Where and when Candidate Question Time takes place
- When voting opens and closes
- When results will be announced
A description of all the positions available in the election along with information about the posts can be found at www.hwunion.com/elections. Sports Union candidates should speak to their contact in the Sports Union Office.
The Elections Process Step by Step
Step 1. Getting Nominated.
This is the bit where you put your name down to stand for election. It is really straightforward but slightly different depending on whether you want to stand for election in the Student Union or Sports Union.
Student Union Candidates
- Visit www.hwunion.com/elections follow the link to the election page and you can nominate yourself online*. You will also find the useful How-To Nominate Yourself guide when you click the Nominate link.
Sports Union Candidates
- Get a nomination form from the Sports Union Office
- Complete the form making sure you get the necessary nominations
- Get the form back to the Sports Union before the deadline
* Student Union candidates who have previously been subject to Recall should speak to the Deputy Returning Officer about their nomination first.
Step 2. Get your campaign ready.
Campaigning can’t begin until you’ve attended the Candidate Briefing, but while you wait it is a good idea to get a plan together.
When thinking about your campaign you should consider:
- What issues do students want to see changes to?
- What ideas do you have to make these changes?
- What friends will you rope in to help you?
- How will I get my ideas across to students?
The Student Union and Sports Union staff have supported well over 100 student elections between them. This means they’ve pretty much seen it all and know exactly what works and what doesn’t. So use their knowledge.
There are a range of sessions available to help you get your manifesto ideas together, make sure to make use of these.
Step 3. Write a Manifesto (Student Union only).
A manifesto is a published declaration of what you will do if elected.
ELECTION RULE: All Student Union candidates must provide a manifesto.
You will upload your manifesto on www.hwunion.com once you have attended the Candidate Briefing.
Step 4. Attend a Candidate Briefing
The Candidate Briefing gives you more information about these rules and also gives you some ideas about campaigning.
ELECTION RULE: All candidates must attend a Candidate Briefing before they can begin campaigning. If you cannot attend, then it is acceptable to send a friend in your place.
Step 5. Campaigning
You have a few days to get other students to decide you’re the best person for the job and elect you. You need to get your ideas out and convince students to vote for you.
Here’s a checklist to tick off while you campaign:
- Have 3-5 achievable ideas to tell students about
- Talk to students – it is the most effective way to get them to vote for you
- Make posters and put them in places students will see them
- Talk to students – it really does work
- Get your friends to help you put up posters and talk to students
- Set up a facebook page
- Talk to students – we’re going to keep saying it
- Be creative and eye catching
- Be yourself
- Talk to students – because research shows it’s what makes students vote
Step 6. Online Voting
Voting is online at www.hwunion.com/vote
Check the elections website or see the Deputy Returning Officer for exact times voting will be open.
Any student who wants to make a complaint about the elections must do so in writing to the Deputy Returning Officer before the close of voting.
The Single Transferable Vote (STV) method will apply. The Electoral Reform Society www.electoral-reform.org.uk has a useful guide to STV. Re-Open Nominations will be used for all Student Union positions.
The election count is conducted electronically and is overseen by the Deputy Returning Officer.
We have a few simple rules that candidates need to follow. These aren’t definitive by any stretch so please use your common sense. When in doubt it is always best to ask the Deputy Returning Officer for advice.
- All materials including posters, flyers, banners etc must be approved either by the Student Union or the Sports Union.
- Materials to be put on walls must also be stamped by the Student Union or Sports Union (as appropriate).
Distributing election materials
- The University allows a temporary relaxing of publicity during elections. Use your common sense and don’t abuse the gesture
- You must not cover official signage at any time.
- You must only use blu or white tac on internal walls.
- You must not slip flyers under doors in Halls etc.
- Publicity materials must be taken down within 24 hours of voting closing.
- You must not use university student email lists including but not limited to class lists and Vision.
- Candidates with official accounts associated with the Student Union or Sports Union must not use them for the purpose of elections.
- Facebook pages/groups (such as Sports or Society pages/groups) may not post endorsements for any candidates. However, candidates may join these pages/groups and post in them themselves.
Using Student Union and Sports Union resources
- Student staff/volunteers cannot campaign during their hours/undertaking Student Union or Sports Union duties.
- Staff and students must not campaign while wearing Union branded uniform.
- Resources such as stationary and printers cannot be used free of charge for your campaign.
- Salaried Student Union and Sports Union staff are neutral and must not be asked to show support or preference for any candidates.
- You cannot begin campaigning until you have received a Candidate Briefing from the Deputy Returning Officer.
- All Student Union candidates must provide a manifesto.
- You are not permitted to use a resource you have access to unless it is generally available to other people. Please speak to the Deputy Returning Officer if you need clarification.
- Items that are upcycled that are generally available to other people will not incur a charge to your campaign budget. For example using cardboard boxes will be free of charge.
- All Union and University rules are election rules. You can download the University rules at www.hw.ac.uk
- Student Union candidates must not go over their budget.
- Two or more candidates are allowed to run a joint campaign. Any campaign materials promoting more than one candidate will be charged the same value to each candidate’s expenses.
- You may not campaign in Computer Labs, The Library or The Learning Commons.
- All campaign team members must be current Heriot Watt University students. Non-students are not allowed to campaign for candidates.
- Current Student Union officers must take annual leave to campaign either for themselves or another candidate.
Sports Union Candidates
25 A4 photocopies (order from the Sports Union Office)
There is no allocated budget for candidates and expenses are met out of your own pocket.
Student Union Candidates
There is a limit that each candidate can spend on their campaign as follows:
- President/Vice President £100
- All other elected positions £25
Expenses will be reimbursed by the Union on production of a valid receipt or other sufficient evidence at the discretion of the Deputy Returning Officer.
The Deputy Returning Officer shall have the authority to reduce the amount of expenditure allowed for any candidate if they infringe election rules.
Complaints should be made in writing to the Deputy Returning Officer as soon as you are aware there has been a breach in these rules.
Complaints must provide details of the election rule which is alleged to have been broken.
Complaints must be received in writing before the close of voting.
On receipt of a complaint the Deputy Returning Officer will investigate and decide if action is necessary. Should a candidate be in breach of these rules the potential actions are:
- An informal warning
- A formal warning
- A reduction in campaign budget
- Any other action deemed necessary by the Deputy Returning Officer
Instances resulting in disqualification of a candidate will be referred to NUS.
Candidates can appeal a decision made by the Deputy Returning Officer in writing to firstname.lastname@example.org Appeals must provide details of the original complaint and evidence to support the appeal.