Election Rules & Help

UCASU ELECTION RULES

Contents:

1. Fairness to Voters
2. Fairness Between Candidates
3. Campaigning & Communications
4. Complains, Sanctions and Appeals
5. Appendices
6. Manifesto Help

 

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Section A – Fairness to Voters

UCASU Elections exist to enable students to make free, informed, and unpressured choices.

All campaigning activity must support this aim.

 

A1. Voting must be free and independent

Students must be able to cast their vote in private, without pressure, and without interference.

Candidates and campaigners CANNOT:

• Take, hold, touch, or operate another student’s voting device (phone, tablet, laptop)
• Vote on behalf of another student
• Guide or coach a student step-by-step during the act of voting (e.g. “click here”, “rank me first”, “now submit”)
• Remain with a student while they complete their ballot
• Observe how a student votes

These actions are considered interference with a voter’s independence.

Candidates and campaigners CAN:

• Encourage students to participate in the election
• Explain where and how voting takes place
• Answer questions before a student begins voting

 

A2. Campaigning must support informed choice

Elections are about informed decision-making, not simply collecting votes.

Candidates and campaigners CAN:

• Explain their manifesto, priorities, and ideas
• Explain what the role is and why it matters
• Answer questions about their experience and motivations
• Encourage students to engage with the election and make their own choice

Candidates and campaigners CANNOT:

• Apply pressure on a student to vote without giving them a reasonable opportunity to understand what they are voting for
• Mislead students about what a vote means or how it will be used

The expectation is that campaigning focuses on sharing ideas, not extracting votes.

 

A3. Understanding the voting system (STV)

UCASU uses the Single Transferable Vote (STV) system.

Candidates and campaigners CAN:

• Explain STV in simple, neutral terms if asked
• Explain that voters may rank as many or as few candidates as they wish
• Encourage voters to vote in the way that best reflects their preferences

Candidates and campaigners CANNOT:

• Misrepresent how STV works (for example, suggesting that only first preferences matter)

UCASU will provide clear information about STV as part of the election process.

 

A4. Assistance to voters

If a student requires assistance to vote, this must be handled by Union staff, not candidates or campaigners.

Candidates and campaigners CANNOT:

• Provide voting assistance to a student who has not requested support via Union staff
• Position themselves as a substitute for official voting support

 

A5. Responsibility for conduct

Candidates are responsible for ensuring that anyone campaigning on their behalf understands and follows these rules.

Breaches of voter-fairness rules may result in sanctions, including restrictions on campaigning or disqualification, depending on severity and impact.

 

Why this matters

These rules exist to protect students’ right to vote freely and confidently, and to ensure that all candidates are competing on the basis of ideas rather than pressure or access.

 

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Section B – Fairness Between Candidates

UCASU elections must provide a level and fair opportunity for all candidates to communicate their ideas to voters.

Rules in this section exist to prevent unfair advantage, not to control style, confidence, or popularity.

 

B1. Equal opportunity, not equal outcome

Candidates are not expected to campaign in the same way, but must not gain an advantage through money, position, access, or coordination that is not available to others.

 

B2. Campaign resources and spending

Candidates and campaigners CANNOT:

• Exceed the stated campaign spending limits
• Use resources that are not reasonably accessible to all candidates
• Accept financial or material support from external individuals or organisations
• Use Union funds, branding, mailing lists, data, or staff support beyond what is explicitly provided equally to all candidates

Receipts must be provided upon request. Overspending or misuse of resources may result in sanctions.

Candidates and campaigners CAN:

• Use the resources and allowances provided by UCASU
• Use personal items or materials that are reasonably accessible to all candidates
• Use personal social media accounts to campaign

 

B3. Campaign teams and coordination

Candidates and campaigners CANNOT:

• Campaign as part of a formal slate, ticket, or joint campaign
• Pool money, materials, or campaign resources with other candidates
• Coordinate messaging, branding, or strategy in a way that presents candidates as a single campaign

Candidates and campaigners CAN:

• Recommend other candidates to voters
• Campaign alongside others, provided each campaign remains independent
• Receive help from individual supporters, provided this does not create coordinated or pooled campaigns

 

B4. Respectful campaigning

Campaigning must focus on ideas and policies, not personal attacks.

Candidates and campaigners CANNOT:

• Harass, intimidate, or demean other candidates
• Use derogatory, inflammatory, or abusive language about another candidate
• Spread false or misleading information about another candidate or their campaign

Candidates and campaigners CAN:

• Critique the ideas, priorities, or policies of other candidates
• Offer alternative proposals or approaches
• Challenge arguments respectfully and constructively

 

B5. Campaign materials

Candidates and campaigners CANNOT:

• Remove, deface, cover, or interfere with another candidate’s campaign materials
• Place materials in locations not permitted by UCASU or the University
• Use materials that breach University regulations or Union policies

Candidates and campaigners CAN:

• Display materials in approved locations
• Distribute digital and physical materials within permitted guidelines

 

B6. Use of position and incumbency

Candidates who currently hold a paid or elected position within UCASU must not use that position to gain an advantage.

Incumbent candidates CANNOT:

• Use Union time, staff, or resources to support their own campaign or another candidate’s campaign
• Use their role or access to present themselves as endorsed by UCASU

Incumbent candidates CAN:

• Campaign in their personal capacity, outside of Union time
• Reference their experience factually and appropriately

 

B7. Responsibility for conduct

Candidates are responsible for the actions of those campaigning on their behalf.

Failure to control or address misconduct by campaigners may be treated as a breach of these rules.

 

Why this matters

These rules exist to ensure that elections are decided by ideas and engagement, not money, power, or coordination.

 

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Section C – Campaigning & Communications

Campaigning must be conducted in a way that is lawful, respectful, safe, and consistent with University and Students’ Union policies.

These rules set clear boundaries on where, how, and when campaigning may take place.

 

C1. General conduct

Candidates and campaigners MUST:

• Comply with UK law at all times
• Comply with University regulations and UCASU policies, including (but not limited to):
  • Student Code of Conduct
  • Bullying and Harassment Policy
  • Equality, Diversity and Inclusion policies

Breaches of these policies during elections may be treated as election misconduct in addition to any separate University or Union process.

 

C2. Campaigning spaces and activity

Candidates and campaigners CANNOT:

• Campaign in teaching spaces during timetabled teaching
• Campaign in a way that obstructs access to buildings, services, or learning spaces
• Campaign inside or immediately around designated voting areas or polling stations
• Disrupt Union or University events in order to campaign

Candidates and campaigners CAN:

• Campaign in public and social spaces where permitted by the University and Union
• Engage students in conversation, provided participation is voluntary
• Use stalls, leafleting, and face-to-face campaigning where authorised

 

C3. Online and digital campaigning

Candidates and campaigners CAN:

• Use personal social media accounts and messaging platforms to campaign
• Share campaign materials digitally
• Engage in online discussion and debate about their ideas

Candidates and campaigners CANNOT:

• Use Union, University, or SU-managed digital platforms (including mailing lists and official accounts) unless access is provided equally to all candidates
• Spam, harass, or repeatedly message individuals who have not engaged
• Impersonate another candidate, voter, or member of staff
• Misrepresent official UCASU communications or branding

 

C4. Campaign materials and messaging

Candidates and campaigners MUST:

• Ensure campaign materials are accurate and not misleading
• Clearly identify themselves as candidates when campaigning

Candidates and campaigners CANNOT:

• Use offensive, discriminatory, or inflammatory language or imagery
• Use materials that breach University or Union policies
• Present materials in a way that implies endorsement by UCASU or the University

 

C5. Timing of campaigning

Candidates and campaigners CANNOT:

• Campaign before the official campaigning period opens
• Continue campaigning after the close of voting

Campaigning activity includes physical, verbal, and digital campaigning.

 

C6. Safety, wellbeing, and escalation

Candidates and campaigners MUST:

• Stop campaigning immediately if asked to do so by Union staff
• Cooperate with reasonable instructions given by the Deputy Returning Officer or Returning Officer

Candidates and campaigners CAN:

• Seek clarification from Union staff if unsure whether an activity is permitted
• Report concerns about safety, harassment, or rule breaches via the official complaints process

 

C7. Responsibility for campaigners

Candidates are responsible for ensuring that all individuals campaigning on their behalf understand and comply with these rules.

Failure to take reasonable steps to address inappropriate behaviour may result in sanctions.

 

Why this matters

Campaigning should be visible, engaging, and positive – not disruptive, unsafe, or misleading.

 

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Section D – Complaints, Sanctions, and Appeals

This section sets out how concerns about the conduct of the election are raised, considered, and resolved in a way that is fair, timely, proportionate, and transparent.

 

D1. Who can make a complaint

Complaints may be submitted by:

• Any UCASU member directly affected by the alleged conduct
• Any candidate in the election
• Union staff in the course of their duties

Complaints may be made anonymously. Anonymous complaints will be considered where sufficient information or evidence is provided.

 

D2. What can be complained about

Complaints may relate to:

• Alleged breaches of the UCASU Election Rules
• Alleged misconduct by candidates or campaigners during the election period
• Alleged failures in the administration of the election

Matters already being addressed through separate University or Union disciplinary processes may be considered in parallel where appropriate.

 

D3. How and when to submit a complaint

Submission: All complaints must be submitted by email to elections.su@uca.ac.uk.

Complaints must include:

• A clear description of the alleged conduct
• When and where it occurred
• Who was involved (if known)
• Any supporting evidence (where available)

Deadline: Complaints must be received before the close of voting. Complaints received after this deadline will not normally be considered, unless they relate to the administration of the election.

 

D4. Initial consideration of complaints

The Deputy Returning Officer (DRO) will review complaints in the first instance.

The DRO may:

• Dismiss the complaint if no breach is identified
• Seek further information or clarification
• Provide informal guidance or a reminder of the rules
• Make a decision regarding the issuing of an appropriate sanction
• Refer the matter to the Returning Officer (RO) where appropriate

Where a complaint concerns a candidate, the DRO may provide the candidate with a right of reply before making a decision.

 

D5. Decision-making and timescales

The DRO, in consultation with the RO where appropriate, will aim to issue a decision within 48 hours of receiving the complaint.

Decisions will consider:

• The seriousness of the alleged breach
• The impact on voters and/or other candidates
• Whether the breach created an unfair advantage
• Intent, context, and any mitigating factors
• Whether the issue has already been remedied

 

D6. Sanctions

Sanctions will be proportionate to the nature and impact of the breach.

Possible sanctions include (but are not limited to):

• Informal guidance or reminder of the rules
• Verbal warning
• Written warning
• Requirement to remove or amend campaign materials
• Temporary restriction or suspension of campaigning
• Disqualification from the election

No breach will automatically result in disqualification.

Disqualification may be applied where a breach is serious, repeated, or has materially undermined the fairness of the election.

 

D7. Appeals

Right to appeal: Candidates may appeal a decision where a sanction has been imposed.

Appeals must:

• Be submitted within 24 hours of the decision being issued
• Clearly state the grounds for appeal
• Include any supporting evidence

Appeals must be submitted to the Returning Officer via email at elections.su@uca.ac.uk.

 

Grounds for appeal: Appeals may be made on the basis that:

• The rules were misapplied
• The decision was unreasonable or disproportionate
• Relevant evidence was not considered

Disagreement with the outcome alone is not sufficient grounds for appeal.

 

D8. Handling of outcomes and transparency

UCASU will determine how and when outcomes of complaints are shared with the membership.

The approach will balance:

• Transparency
• Candidate wellbeing
• The prevention of vexatious or tactical complaints

Outcomes may be shared after the conclusion of the election where appropriate.

 

D9. Final authority

The Returning Officer is the final arbiter of the interpretation of the Election Rules.

 

Why this matters

A clear, fair complaints process protects candidates, voters, and the integrity of the election – and ensures issues are resolved quickly and proportionately.

 

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