Governance

Guild Election Regulations made under Statute 20 - Material and equipment

Guild Election Regulations made under Statute 20

Material and equipment

620 ELECTORAL ROLL

620(1) Form

(a) The Electoral Roll shall be produced as a consolidated listing of all Students in alphabetical order. The Electoral Roll must indicate which ballot paper(s) each voter is entitled to receive.

(b) The Electoral Rolls must be certified correct, to the best of their knowledge, by the Managing Director of the Guild.

620(2) Preparation and supply

The Electoral Roll must be delivered to the Returning Officer within 7 Days of the Electoral Roll closure by the Managing Director of the Guild.

620(3) Public access

A copy of the Electoral Rolls will be made available for public inspection at the Guild Office within 7 Days of their closure by the Managing Director of the Guild.

620(4) Alterations to the Electoral Roll

(a) Alterations to the Electoral Roll may be made at any time by the Returning Officer if that officer is satisfied that an error exists.

(b) The Returning Officer shall add to the Electoral Roll the names and addresses of persons who, after the date of receipt by the Returning Officer of such Electoral Rolls, were entitled to vote in the Election, prior to the close of Electoral Rolls.

(c) The Returning Officer shall delete from the Electoral Roll the names of persons who, after the date of receipt by the Returning Officer of such Electoral Rolls, ceased to be entitled to vote in the Election prior to the close of nominations.

(d) The Returning Officer shall, at the place where they carry out their functions as Returning Officer, make a copy of the Electoral Rolls available for inspection by members of the Guild or by any person authorised by the Returning Officer during the ordinary hours of business until the Day on which the result of the Election is declared.

620(5) Preservation of Electoral Roll

A copy of the Electoral Roll shall be retained by the Guild for inspection after the Election, and for archival purposes.

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621 BALLOT PAPERS AND OTHER ELECTION MATERIAL

621(1) General form of ballot papers

(a) The Returning Officer shall determine the size, colour and number of ballot papers.

(b) The Returning Officer shall determine the font, and font size of the Printing on a ballot paper. The capitalisation of a Group name on a ballot paper shall be the same as registered by the Group Agent.

(c) The Returning Officer shall include on the ballot paper:

(i) the title of the office to which the Election relates;

(ii) an instruction on How-to-Vote  and mark the ballot paper in order to record a formal vote (such instructions shall comply with the requirements of these Regulations);

(iii) an instruction not to put on the ballot paper any mark or writing by which the voter can be identified; and

(iv) the candidates’ registered Group name or blank space as applicable.

(d) A ballot paper for a single office of only one vacancy shall be prepared by the Returning Officer.

(e) A ballot paper for a single office of multiple vacancies shall be prepared by the Returning Officer.

(f) A ballot paper containing an office of multiple vacancies shall be prepared by the Returning Officer.

(g) The order of names on the ballot paper for each position shall be in accordance with the results of the draw by lot held by the Returning Officer.

621(2) Additional form requirements for declaration ballot papers

(a) Postal ballot papers should include the time and date of the close of the ballot.

(b) Ballot papers issued to Postal and Provisional voters must be printed or endorsed "Postal" and "Provisional" as the case requires and include instructions to:

(i) place the ballot paper when completed in the envelope marked "Ballot Paper" and then seal the envelope;

(ii) complete the details on the counterfoil printed on the declaration envelope; and

(iii) place the ballot paper envelope into the declaration envelope and either return it to the Returning Officer in the case of a postal vote, or place it in the ballot box in the case of a provisional vote.

621(3) Printer's statement

The Returning Officer shall obtain from the printer of the ballot paper a certificate stating the number of each type of ballot paper printed in respect of the Election.

621(4) Preservation of ballot papers and other Election Material

(a) The Returning Officer shall make special provision for the preservation in safe custody of:

(i) all Nomination papers;

(ii) all ballot papers admitted as formal;

(iii) all ballot papers rejected as informal;

(iv) all declaration envelopes, whether formal or informal;

(v) all postal votes received after the close of the ballot;

(vi) the marked Electoral Roll showing voters that have recorded a vote; and

(vii) unused ballot papers, declaration envelopes and other documents prepared in connection with the Election;

which shall be respectively placed in separate containers and endorsed with the name of the Guild and the official to which the Election relates (if applicable) and shall be sealed, signed and dated by the Returning Officer.

(b) Where the Returning Officer was appointed by the Electoral Commissioner ballot papers and other Election Material shall be kept in safe keeping at the Western Australian Electoral Commission.

(c) Where the Returning Officer was not appointed by the Electoral Commissioner the ballot papers and other Election Material shall be kept in safe keeping by the Guild.

621(5) Destruction of Election Material

(a) Ballot papers, declaration envelopes (admitted and rejected) and other Election Material may not be destroyed until five years after the date of the Returning Officer's Election Report.

(b) When any ballot papers and other Election Material reaches its destruction date, the current Returning Officer shall order their destruction.

(c) The Returning Officer must personally oversee the destruction of the ballot papers, declaration envelopes (admitted and rejected) and other Election Material and complete a Certificate of Destruction once the task has been completed.

621(6) Ballot boxes

Each Polling Place or section of a Polling Place shall be provided with a ballot box with a lock and key (or other sealing device), which has a cleft for receiving the ballot papers.

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622 CANDIDATE/GROUP ELECTION MATERIAL

622(1) Election material

(a) All printed Election Material shall be Printed by UniPrint or a substitute printing service as determined by the Returning Officer.

(b) The following are prohibited from being used by Groups or candidates as Election Material;

(i) banners; a banner being a piece of material larger than A3 piece of paper, or a series of pieces of material placed together to make a message or symbol, and being designed to promote or discourage the election of any candidate or candidates in the Guild Elections;

(ii) stickers;

(iii) chalking (on footpaths, wall, whiteboards, blackboards or any other place);

(iv) items of clothing other than t-shirts that form part of the Costed Election Material;

(v) merchandise branded with the name and/or logo of a Group or candidate; and

(vi) any other Election Material that the Returning Officer does not confirm as permissible in accordance with the process outlined in the Election Handbook.

622(2) Display and distribution of Election Material

(a) No Election Material shall be Distributed between the Day, 24 hours after the close of polls, and 5:00pm on the Day, 10 Days before polling commences for the next Election.

(b) Printed Election Material shall only be affixed in Prescribed Areas by persons specifically appointed by the Returning Officer.

(c) Election Material including How-to-Votes shall not be Distributed within five metres of a Polling Place.

(d) How-to-Votes shall only be Distributed within fifty metres of a Polling Place, or such lesser distance as may be prescribed by the Returning Officer.

(e) Printed Election Material shall be removed from lecture theatres at the end of each Day.

(f) If Campus Services are required to clean or remove any Election Material, the cost, as assessed by Campus Services, will be charged to the candidate(s) responsible or to their Group.

(g) No person shall remove, alter, deface, obstruct, attach or affix Election Material in a Prescribed Area unless authorised to do so by the Returning Officer.

(h) A person who Distributes Uncosted Election Material shall be charged with Misconduct.

(i) The Returning Officer, or their delegate, shall immediately remove, alter or confiscate Uncosted Election Material and may destroy it.

(j) The following types of Election Material should be approved in accordance with the procedure outlined in regulation 622(2)(p) to become Costed Election Material:

(i) electronic communications;

(ii) badges;

(iii) leaflets;

(iv) posters;

(v) speeches;

(vi) How-to-Votes;

(vii) overhead transparencies; and

(viii) t-shirts,

the specifications of which shall be determined at the Returning Officer’s discretion and clearly recorded in the Election Handbook.

(k) The Returning Officer may, on request, confirm Election Materials other than those listed in regulation 622(2)(j) as Costed Election Materials.

(l) Candidates may lodge their Election Material, except material of the kind referred to in regulation 622(2)(j)(i) and 622(2)(j)(viii), with Guild Administration for approval by the Returning Officer on either or both of two dates:

(i) by 10:00am on the Day one Week before polling commences; and

(ii) by 10:00am on the Day two Weeks before polling commences.

(m) All Election Material submitted for Costing Approval shall state “Authorised by:” and then state the name and phone number of the relevant Group Agent.

(n) The Guild Administration shall issue a receipt for any Election Material lodged.

(o) A copy of the Election Material which is submitted under this regulation 622(2) shall be entered in the Minutes Book.

(p) The Costing Approval process on the two dates specified in regulation 622(2)(l) shall be as follows:

(i) Election Material will be reviewed by the Returning Officer within 24 hours of the submission deadline;

(ii) a list of Uncosted Election Material shall be posted in a Prescribed Area within 24 hours of the submission deadline;

(iii) a copy of the Uncosted Election Material shall be available for review at Guild Administration together with an explanation of why the material was declared to be Uncosted Election Material;

(iv) candidates will be allowed 24 hours to resubmit a modified version of the material referred to in regulation 622(2)(j) for Costing Approval.

(v) candidates will have only one opportunity to resubmit Uncosted Election Material;

(vi) as far as is reasonable, the Returning Officer shall make available consultation time to assist candidates in making appropriate alteration for Costing Approval;

(vii) the Returning Officer shall send Costed Election Material directly to UniPrint for production, and may set a minimum number of copies; and

(viii) the Returning Officer may, in their absolute discretion, alter these procedures in any manner they see fit if they form an opinion that the fair conduct of the Election will be best served by doing so.

(q) A candidate submitting Election Material shall attach an “Authoriser Contact Details Form” which shall contain the name, address, Student number and contact number of the Authoriser and shall be held by the Managing Director and/or the Returning Officer in accordance with the Guild privacy policy.

(r) An “Election Material Costing Approval Form” available from the Returning Officer shall accompany each piece or design of Election Material submitted and specify the proposed amount to be printed, Printing costs, the Authoriser’s name and contact number, deadlines for submission of Election Material and times/dates for collection of Costed/Uncosted Election Material.

(s) Two copies of each piece of Election Material shall be submitted.

(t) Costed Election Material shall be stamped with the words ‘Costed’ and the year of the Election, and may then be collected by the candidate, or nominee, for distribution.

(u) How–to-Votes must be approved but are not subject to requirements of regulation 622(3)(a).

(v) Costed Election Material may only be displayed in accordance with regulation 622(4).

(w) The Returning Officer may require any Election Material submission(s) to be accompanied by an electronic copy of that material, provided that the Returning Officer provides notice of such a requirement to the Group Agents or unaligned candidates at least one Week prior to the submission deadline.

622(3) Costing of Election Material

(a) A Group shall not print more than the equivalent of 280 A4 Pages of Election Material per aligned candidate and 6,000 A4 Pages in total.

(b) Notwithstanding regulation 622(3)(a), each unaligned candidate or Group shall be entitled to print a minimum of the equivalent of 750 A4 Pages of Election Material.

(c) Where the Returning Officer is satisfied beyond reasonable doubt that a candidate had knowledge that Election Material, other than that was granted Costing Approval by that officer was to be used by the candidate for Election purposes, the Returning Officer may, at their discretion, determine the equivalent A4 pages used by the candidate on Election Material.

(d) For the purposes of this regulation 622, an omission may be regarded as evidence of knowledge.

(e) Material shall be counted towards the expenditure Printing limit of a candidate if the material could have a reasonable effect on the possibility of their Election.

(f) Determinations pursuant to regulation 622(3) shall be at the discretion of the Returning Officer.

(g) Where a candidate exceeds their expenditure Printing limit, the Returning Officer may prevent the candidate from submitting further material for Costing Approval (including How-to-Votes).

(h) The Returning Officer shall rule that:

(i) an A4 Page printed with colour ink on one side shall be the equivalent of two A4 Pages;

(ii) an A3 page printed on one side with black ink shall be the equivalent of two A4 Pages;

(iii) an A3 page printed on one side in colour ink shall be the equivalent of four A4 Pages;

(iv) an A4 Page printed on both sides with black ink shall be the equivalent of one and a half A4 Pages; and

(v) an A4 Page printed on both sides with colour ink shall be the equivalent of three A4 Pages.

(i) Where printed Election Material is not defined under regulation 622(3)(h), the Returning Officer shall make a ruling as to the equivalent A4 value of that Election Material.

622(4) Display of Election Material

(a) Costed Election Material may be displayed in any manner whatsoever subject to regulation 622(4)(e), provided there is compliance with regulation 622(3).

(b) Costed Election Material may be submitted for display in Prescribed Areas. Display in Prescribed Areas shall be in a manner consistent with the fair conduct of the Election.

(c) Prescribed Areas are set by the Returning Officer after consultation with the University authorities.

(d) No person other than a person authorised by the Returning Officer shall remove, obstruct, alter or deface affixed Election Material within the Prescribed Areas.

(e) No printed Election Material is to be displayed outside of University grounds, including in residential colleges, libraries, catering outlets or licensed premises.

622(5) Distribution of Election Material

(a) Election Material may not be Distributed within 5 metres of the entrance or exit of a Polling Place.

(b) No printed Election Material is to be Distributed outside of University grounds, including in residential colleges, libraries, catering outlets or licensed premises.

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622A ELECTRONIC COMMUNICATIONS CONSTITUTING ELECTION MATERIAL

(a) No candidate or Group is under any circumstances permitted to allocate expenditure to the promotion of electronic Election Material.

(b) Candidates are responsible for moderating electronic communications made by non-candidates on the candidates’ personal Electronic Media so that they are not defamatory or insulting in any way.

(c) Candidates and Groups shall not use Electronic Media in a manner that identifies a candidate, or has the effect of targeting a candidate, in a defamatory or insulting way.

(d) All Group Electronic Media shall be removed in the month immediately after the declaration of the poll.

(e) Material of the kind referred to under regulation 622(2)(j)(i) conducted through any Electronic Media shall be subject to the Code of Conduct.

(f) At the request of the Guild, the candidate must provide to the Guild, its representative or nominee, full access and control to external websites not hosted by the Guild in which the candidate promotes/campaigns themselves.

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622B T-SHIRTS

622B(1) Costing Approval

(a) By 5:00pm on the day nominations close, candidates and Groups shall submit a design proof to Guild Administration for Costing Approval.

(b) The Returning Officer shall confirm whether t-shirt designs have been granted Costing Approval in a manner consistent with the fair conduct of the Election and in a reasonable time after submission.

(c) Candidates and Groups shall be given a fair opportunity to resubmit design proofs that are not granted Costing Approval.

(d) All t-shirts shall be submitted for Costing Approval on the date referenced in 622(2)(j)(i) together with receipts.

(e) T-shirts shall be marked as approved as Costed Election Material and returned to candidates within a reasonable time.

(f) The cost of t-shirts will form part of the total expenditure for a candidate or Group for the purpose of regulation 622(3)(a) and 622(3)(b).

(g) The number of t-shirts produced by a Group shall not exceed the number of candidates in that Group.

622B(2) Display

(a) Only candidates are permitted to wear approved t-shirts.

(b) Notwithstanding regulation 622(4), t-shirts may be worn in any place.

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623 VOTING EQUIPMENT

623(1) Voting screens

(a) A Polling Place shall have separate polling booths constructed so as to screen a voter from observation while a ballot paper is marked.

(b) No person, other than an Electoral Official shall exhibit in a polling booth, a card or paper having on it any directions or instructions with respect to voting.

623(2) Ballot boxes

(a) Ballot boxes are to be sealed during the Election unless otherwise prescribed.

(b) A Polling Place shall be provided with such ballot boxes as the Returning Officer sees fit.

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