Poster Policy 1.

0 Purpose

1.0.1) Promotions are an important part of all activities and services on campus and serve to inform students of upcoming events in the university community and the community at large. There is, however, a limited amount of bulletin board space available for posting campus activities. Therefore, it is important for the Students Students Union to make a distinction between campus groups, on-campus organizations, non-profit off campus organizations and commercial entities. This will allow for a system of preferential postings. 1.1 Terms of Reference

1.1.1) On campus organizations shall include all campus student groups recognized as being UBCSUO Ratified as well as the Universtiy of British Columbia Students Union (UBCSUO); the Phoenix; the Womens Resource Centre; the Pride Resource Centre; the Aboriginal Students Resource Centre; and all University of British Columbia Students Union - Okanagan departments, faculties, and other arms of the University College. 1.1.2) Off-campus and commercial organizations shall include any and all organizations not covered in article 1.1.1) 1.1.3) Individuals shall include any student from campus or person from the community-atlarge. 1.1.4) Posters shall include any notice or document for display or advertising that any organization wishes to post on bulletin boards under the jurisdiction of the Students Union 1.2 Statement of Principles

1.2.1) To be eligible for approval any and all posters must not be in violation of the Canadian Bill of Rights, the Canadian Charter of Rights and Freedoms, all University By-Laws, the Constitution and By-Laws of the Students Students Union, and any other applicable municipal, provincial, and federal laws.

1.2.2) Posters that contain explicit imagery and text shall face an evaluation process by the executive. 1.2.3) Specifically, images, words, or allusions derived thereof that advocate or tend to advocate for discrimination on the basis of sex, sexual orientation, age, race, colour, religion, creed, ancestry, citizenship, nation or origin, ethnic origin, marital status, criminal record, mental or physical disability, economic or social status, or employment shall be grounds for denial or approval. 1.3. Bulletin Board Regulations

1.3.1) All posters must be stamped with the official and current stamp of the University of British Columbia Students Union - Okanagan. Stamps will be authorized only at the Students Students Union Used Bookstores and only by the office managers. 1.3.2) All posters must clearly indicate the name of the sponsoring organization or group before a stamp will be authorized. All political and social interests groups must be acting in conjunction with an UBCSUO Ratified campus student group. 1.3.2) All individuals or groups must supply the following information when requesting approval. Date Applying Organization Contact Name Mailing Address Phone Number (Daytime / Evening) E-mail Address Signature 1.3.3) Photocopying of the original approval stamp(s) will not be allowed and will constitute grounds for removal of all posters. 1.3.4) No poster shall be larger than eleven (11) inches by seventeen (17) inches unless permission is granted by the Board of Directors of the Students Students Union. 1.3.5) Postings shall be limited to a maximum posting of up to one (1) calendar month from which the posters are initially authorized. All posters authorized during a particular calendar month will be removed during the last business day of the respective month.

1.3.6) Posters are only allowed to be placed on boards marked with their designated category 1.3.7) No more than one (1) copy of any poster may be posted on each of the locations on campus. A total of ten (10) posters are permitted at either campus. Organizations exempt from this rule are; the Phoenix; the Womens Resource Centre; the Pride Resource Centre; the Aboriginal Students Resource Centre. These organizations are permitted to post a maximum of fifteen (15) posters at either campus. 1.3.8) Organizations or individuals putting up posters will not be allowed to cover posters already present. If a poster is outdated or unstamped, the poster must be removed to make room for the current poster. Rearranging of posters is permitted in order to maximize use of space. 1.3.9) No poster shall be fixed to a bulletin board by use of staples or tape. Any poster fixed to a bulletin board by staples or tape shall be removed. Posters shall be fixed to bulletin boards by use of thumb tacks or push pins. 1.3.10) Any person or group wishing to post on campus must have no record of non-compliance with this policy. 1.3.11) Any poster that is deemed to be harassing in nature by at least three members of the executive committee shall be removed from any board that it has been posted on and at which time it will go before the entire executive committee for examination of content. If the poster is deemed to be harassing in nature by the executive committee the poster shall be banned from all boards. If the executive cannot decide on the matter the poster will then go before the board of directors. 1.4 Enforcement

1.4.1) Enforcement of this policy lies with: i. Student Union Staff ii. The Board of Directors iii. The Executive Committee 1.4.2) The ultimate responsibility is with the Board of Directors of the Okanagan University College Students Students Union Kelowna.

1.4.3) Violation or contravention of the guidelines outlined in the poster policy will result in disciplinary action toward the offender including: i. Removal of posters and formal indication of same. ii. Permanent denial of authorization, iii. Loss of ratified status in the case of Campus Student Groups, and iv. Legal action as required. 1.5. Appeals

1.5.1) Disputes involving denial or approval shall first be referred to the Executive Committee. The Executive Committee shall be charged with investigating the dispute and rendering a decision. 1.5.2) The final step in the appeal process is the Board of Directors of Students Students Union. Appeals to the Board of the Directors must be submitted in writing to the President, who shall report said appeal to the Board of Directors at the first meeting after the receipt of the appeal. The appeal must state the names(s) of the individuals filing the appeal and the Students Union(s) or organization(s) where applicable. The appeal must also state the reason for the appeal as well as a copy of the poster in question. The Board of Directors must render a decision within a reasonable time and the decision of the Board of Directors is final.

Travel Policy 2.0 Purpose

2.0.1) The UBCSUO recognises that the nature of the Union sometimes requires that Executive and/or Council members to travel off-campus to attend to Union business. This policy is intended to define what constitutes legitimate expenses while on Union business, and the procedures for recovering same those expenses. The UBCSUO employees travel expenses will be set out by the Employees Collective Agreement or Employee Contracts. 2.1 Meals

2.1.1) Employees or members claim a thirty-five dollar ($35) per diem meal allowance for each day spent off-campus on approved Union business. 2.1.2) No meal allowance will be made for travel within Kelowna without the prior approval of the Financial Coordinator. 2.2 Accommodation

2.2.1) Should Union business require members to spend one or more nights stay away from home, accommodation expenses may be claimed. Receipts must accompany such claims. 2.3 Transportation

2.3.1) All travel arrangements between Kelowna and other centres, other than by private vehicle, must be made through the Union offices. 2.3.2) Per kilometre claims are deemed to cover all automotive expenses, including fuel, oil, wear and tear, and parking. No receipts are needed, but odometer readings may be required to verify actual distance travelled. Per kilometre rates are set by the Executive. i) Claims based on actual expenses incurred must be accompanied by receipts for such items as fuel, parking, and tolls. No claims will be honoured without proper receipts.. 2.3.3) All claimants are required to complete a travel expense claim form as soon as possible following their return, with complete documentation attached.

Honororia 3.0 Purpose

3.0.1) The purpose of honoraria is to acknowledge the contributions that members of the Students Union have contributed to further the aims and purposes of UBCSU-O. Honoraria shall not be considered a salary for Board of Directors and Executive members. Honoraria is not meant to be a wage. It is meant to compensate for expenses incurred as a board member. 3.1 Categories

3.1.1) There shall be three (3) categories of honoraria: a) Executive; b) Board of Directors; c) Member. 3.2 Eligibility

3.2.1) In order for an Executive or Board of Directors member to be eligible for Honoraria, he/she must show a sincere commitment towards furthering the aims and purposes of the Union. 3.2.3) Each Executive and Board of Directors member must submit a month end report no later than (3) business days prior to the end of the month to the Executive. Failure to comply with this will result in a partial or complete loss of honoraria. 3.2.4) Attending regularly scheduled Union meetings will not count towards honouraria requirements. 3.2.5) Each Executive member must: a) maintain a minimum of 25 hours a week working on Union business b) spend all of his/her office hours solely on activities related to her/his position; c) post his/her office hours in the UBCSU-O offices; d) maintain posted office hours. e) complete each task set forward by the Board of Directors and the Executive f) follow the job requirements as outlined in the By-Laws

3.2.6) Each Director at Large must: a) maintain a minimum of 5 hours a week working on Union business b) attend and volunteer for at least two UBCSU-O special events per month c) complete each task set forward by the Board of Directors and the Executive d) follow the job requirements as outlined in the By-Laws 3.2.7) Advocacy Representatives must: a) maintain a minimum of 5 office hours a week; b) attend and volunteer for at least two UBCSU-O special events per month c) submit a report on each resource Centre on a monthly basis to the Board of Directors. The three advocacy representatives may collaborate on the reporting. d) complete each task set forward by the Board of Directors and the Executive e) follow the job requirements as outlined in the By-Laws 3.2.8) The Meeting Chair must: a) attend all UBCSU-O Board of Directors meetings as Chairperson; b) attend and volunteer for at least two UBCSU-O special events per month c) complete each task set forward by the Board of Directors and the Executive d) follow the job requirements as outlined in the By-Laws 3.2.9) The Executive Chair shall: e) be elected out of the Executive f) chair all UBCSU-O Executive meetings g) prepare all Executive agendas, minutes, and all other clerical and technical work not addressed by the Constitution or By-laws h) be removed from the position from a simple majority vote of the Executive 3.2.10) Any remuneration received from any other source related to the duties of the Board of Directors shall deem the Executive or Board of Directors member ineligible for honoraria.

3.2.11) All work done for the Resource Centres, Clubs, and Course Unions, as a member of will only count for Honouraria if done on behalf of or Board of Directors or the Executive. 3.2.12) Attending campus events will only count towards honouraria if the director in question was a volunteer, facilitator, or coordinator of the event on behalf of the Board of Directors or Executive. 3.2.13) In order to be eligible for Honoraria, a Students Union Member must have proven to be sincere in assisting or promoting any aim or purpose of UBCSU-O through the direction of UBCSU-O or through other acceptable avenues such as clubs, participation on UBC and/or UBCSU-O committees, or in any other manner that enhances student life. 3.2.14) A member does not have to be directly involved in UBCSU-O activities or operations to be eligible for Honoraria. 3.2.15) Volunteering for events or activities does not automatically make that individual eligible for honoraria. 3.2.16) Having a willingness to help will not necessarily deem that person eligible for Honoraria. 3.2.17) The promise of Honoraria must not have been an incentive to participate or contribute to the enhancement of student life. 3.3 Executive Honoraria

3.3.1) The Executive will consider submissions for Honoraria and determine whether Executive and Board of Directors members have maintained their eligibility for honoraria. 3.3.2) The Executive shall have the power to deny honoraria, either entirely or partially, to any member that has not met the criteria in this policy. 3.3.3) Honoraria will be received no later than the fifth business day of every calendar month the member is in office (subject to the timely submission of a completed month end report).

3.3.4) The amount eligible by Executive and Board of Directors members during the Fall and Winter semesters will be as follows: a) $950 per calendar month for the Executive; b) $155 per calendar month for the Advocacy Representatives and Directors at Large c) $140 per calendar month for the Meeting Chair d) $75 dollars per month for the Executive Chair 3.3.5) During the summer semesters only the Executive shall receive honouraria 3.3.6) All Executive members shall receive full honouraria during the summer semesters except for the Services Coordinator who will only receive half of his/her remuneration in May and all of it in August. 3.3.7) Honoraria will not be distributed earlier than six (6) business days before the end of any month except December and April. 3.4 Member Honoraria

3.4.1 Any member of the Board of Directors who feels that any member is deserving of Honoraria, will submit in writing a nomination stating: a) the name of the person submitting the request; b) the person who is being named as deserving of Honoraria; c) justification; d) the amount of Honoraria suggested. 3.4.2) Written nominations for Honoraria will be reviewed by the executive and brought forward to the next regularly scheduled Board of Directors meeting with recommendations and amounts. 3.4.3) Honoraria amounts for Members of the Students Union shall not exceed $200 for any calendar month for any one individual. 3.4.4) Any awarded Honoraria shall not be made available until the next regular pay period of the Students Union.

3.5

Additional Honoraria

3.5.1) Notwithstanding any other provisions of this policy, an Executive or Board of Directors Member who fulfills, in addition to her/his own duties, all the duties of another member of Board of Directors, may be eligible for an extraordinary honorarium, provided that: a) it proves impossible to fill the vacant position by election or appointment; b) such Honorarium shall not be awarded more than once per semester; c) such Honorarium shall not exceed the monthly value of that position; d) the resolution is approved by a vote by the Board of Directors; and, e) no remuneration is received from any other source related to the activities which may be considered for Honoraria. 3.5.1) Board of Directors members are eligible for Honoraria in addition to their regular Honoraria provided that: a) written nominations are received as outlined in section 30 of this policy; b) the member has not neglected his/her Board of Directors duties to participate in the activities for which the Honoraria is being considered; c) the commitment of time has been over and above any duties mandated or assigned by the UBCSU-O Constitution or Board of Directors; d) any additional honoraria shall not exceed $200 per calendar month. 3.6 Appeals

3.6.1) Any member of the Students Union has the right to challenge any disbursement of Honoraria to any receiving individual(s) using the following appeal process. 3.6.2) Written appeals shall be received by the Executive no later than thirty (10) days following the date the Honoraria was issued. 3.6.3) The Executive shall date and sign the appeal and a signed and dated copy will be returned to the member filing the appeal. 3.6.4) The Executive shall bring forward the appeal at the next regular Board of Directors meeting, provided that if any non-Board of Directors members filed the appeal, those said members are present at the meeting.

3.6.5) The Board of Directors will then decide the appropriate measures to take based upon the appeal.

Harassment Policy
4.0 Purpose

4.0.1) The University of British Columbia Students Union Okanagan is committed to providing a positive environment which affirms and promotes the dignity and respect of all individuals. The Students Union and its counterparts do not condone discrimination or harassment on the basis of sex, race, religion, national origin, class, ability, gender, or sexual orientation. 4.1 Definitions

4.1.1) Discrimination is the intentional or unintentional treatment, which because of the race, religion, national origin, class, ability, age, gender, or sexual orientation of a person or group of persons, results in the unfavorable, adverse, or preferential treatment of a person or group of persons, or which imposes burdens, obligations, or disadvantages on specific individuals or groups. 4.1.2) Harassment is physical, visual, or verbal behavior which is related to one or more of the prohibited grounds identified in article two subsection a, that adversely effects specific individuals or groups, and which ought reasonably to be known to be unwelcome or unwanted, offensive, intimidating, hostile, abusive, unfair, or demeaning. 4.1.3) Harassment has the effect or purpose of unreasonably interfering with a persons or groups status or performance, or creating a hostile or intimidating learning, living, social or working environment when the behavior satisfies one or more of the following definitions of harassment: i) ii) Such treatment abuses the power or authority that one person or a group of persons hold over another person or group; or Such treatment has the effect or purpose of offending or demeaning a person or group of persons on the basis of sex race, religion, national origin, class, ability, age, gender or sexual orientation; or Such treatment has the effect or purpose of seriously threatening or intimidating a person or group. Examples of harassment include but are not limited to gestures, remarks, posted or distributed printed literature including violent imagery, jokes, taunting, voice and

iii) iv)

electronic messages, innuendo, display of offensive material, threats, verbal or physical assault, hazing, stalking, and shunning or exclusion related to prohibited grounds identified in paragraph three (3). 4.1.4) Sexual harassment is comment, conduct or incidents of a gender-related or sexual nature by a person or group who knows or ought reasonably to know that the comments, conduct or incidents are unwanted, unwelcome, offensive, intimidating, hostile or inappropriate, and which detrimentally affects the learning, living, social or working environment. 4.1.5) Sexual harassment includes but is not limited to sexual assault, verbal abuse or threats, unwelcome or unwanted sexual invitations or requests, demands for sexual favours, or unwelcome or unwanted and repeated innuendo or taunting about a persons body, appearance, or sexual orientation when the behaviour satisfies one or more of the following definitions of sexual harassment: i) Submission to or rejection of such conduct is made explicitly or implicitly a term or condition of an individuals or groups status within the Students Union and its counterparts, living conditions, employment, or activities offered by the Students Union; or ii) Such conduct interferes with an individuals or groups learning, living, social or working environment; or iii) Such conduct creates an intimidating, hostile or offensive learning, living, social or working environment. 4.1.6) Examples of behaviour which may constitute sexual harassment include but are not limited to sexual jokes or comments causing embarrassment or offence, leering, display of offensive materials of a sexual nature including, but not limited to, electronic mail and Internet materials, sexually degrading language used to describe a person or group, derogatory or degrading remarks directed towards those of a particular sex or sexual orientation, sexually suggestive or obscene comments or gestures, distribution or publication of material which could reasonably be interpreted to be sexually threatening or intimidating, unwelcome or unwanted sexual flirtations, unwanted advances or propositions, unwelcome or unwanted inquiries or comments about a persons sexual behaviour or spreading rumours about the same, persistent unwanted or unwelcome contact or attention after the end of a consensual relationship, unwanted or unwelcome touching, verbal abuse or threats, stalking and sexual assault.

4.2

Procedures

4.2.1) No literature shall be approved to be posted on poster boards or space owned or leased by the Students Union, including the Students Union website and the Students Unions Newspaper, if deemed in violation of this policy. 4.2.2) Any event held within Students Union space or by Students Union members will be cancelled if deemed in violation of this policy.

4.2.3) The status of a club or course union may be revoked if their aims, purposes and/or actions are deemed to be in violation of this policy. 4.2.4) If deemed appropriate and/or necessary by the Students Union, the Institutions Human Rights and Conflict Resolution Advisor will be made aware of instances of discrimination and harassment.

Political Policy Women Students Issues The UBCSUO declares that women students have the right to: 1. freedom of choice of lifestyle, employment, and education as full and equal participants in Canadian society; 2. access post-secondary education; 3. employment, and the right to equal opportunity of employment with equal pay for work of equal value; 4. access full, government subsidised, quality daycare, provided by adequately trained and paid child care workers, since access to education is limited by a lack thereof; 5. financial student assistance programs which meet the needs of full-time students, parttime students, and single parents, the majority of whom are women, and which does not require dependence on their parents or spouse; 6. academic counselling which informs women of all educational and employment opportunities available, in order to actively combat the streaming of women into traditional fields; 7. organise as women, since womens organisations within the student movement are necessary to actively raise the issues faced by women students, to provide a place for all women to develop organisational and political skills, and to provide a forum where all women can develop a sense of unity and co-operation; 8. a student organisation which recognises, promotes and funds a womens organisation on campus to facilitate involvement in womens issues; 9. an education through non-sexist instruction, textbooks and materials, recognising that some literature and materials must be viewed relative to their historical or social context but that all instruction, contemporary textbooks and materials should be free of sexual stereotyping and discrimination; 10. an educational environment free of advertisements, entertainment programming and/or materials which promote violence against women, sexual stereotyping and/or discrimination; 11. control their own bodies, including but not limited to: - access to safe, reliable birth control and family planning information and the right of choice in the method; - access to quality health services and counselling which meet the needs of women students and respect a womans control of her body; - access to a full range of options and to be able to freely exercise whatever decision she makes in the case of pregnancy; - freedom of expression of sexual orientation; - freedom from sexual assault and all other forms of violence; and - the right to an educational environment free of sexual harassment.

Tuition Fees Preamble Education is a fundamental right of every human being without distinction of race, gender, age, religion, sexual orientation, political belief, economic, and social condition. User fees, in the form of tuition fees and ancillary fees constitute a barrier to accessing post-secondary education. In 1948, the Government of Canada signed the Universal Declaration of Human Rights that states, Everyone has the right to education. In 1976, Canada signed the International Covenant on Economic, Social and Cultural Rights that states, Higher education shall be made equally accessible to all, on the basis of capacity, by every appropriate means, and in particular by the progressive introduction of free education. The cost of post-secondary education and increasing debt levels are significant factors in the decision students make about whether or not to continue their studies beyond high school. It should be recognised that students from low income backgrounds are much more likely to be affected by financial issues when deciding whether to pursue post-secondary education. It should also be recognised that these financial barriers disproportionately affect traditionally marginalised groups in our society. Students participating in post-secondary education may face considerable financial barriers, including housing, transportation, and user fees. In addition, many students may forgo job earnings to attend a post-secondary institution. Of these, user fees account for the greatest up-front, universal barrier to obtaining a post-secondary education in Canada. It is the responsibility of governments to fully fund post-secondary education. In the absence of adequate funding, post-secondary institutions often rely on private sources, such as user fees. Policy The UBCSUO believes that a universally accessible post-secondary education system will only be achieved once financial barriers to obtaining that education are eliminated. In particular, this requires that post-secondary education be entirely publicly funded, user fees are non-existent, and students have access to student financial assistance for living expenses in the form of non-repayable grants. In the case where tuition fees do exist, the UBCSUO supports their elimination beginning with tuition fee freezes, followed by progressive reductions. The UBCSUO opposes the differentiation of fees on the basis of program, country or province of origin or student status, or for any other reason. The UBCSUO opposes the justification that increased student financial assistance can offset the effects of higher tuition fees. In particular, the UBCSUO opposes any form of income contingent student loan repayment schemes, as they are designed to facilitate a system of individual fees in which students pay the full cost of post-secondary education, and invariably result in massive tuition fee increases.

Declaration of Aboriginal Students Rights The UBCSUO recognises and fully supports Aboriginal Peoples inherent rights and titles, including: 1. the right to self-determination; 2. the right to self-identification as Aboriginal; 3. the right to an education free from harassment and prejudice In support of this policy, the UBCSUO: 1. supports the efforts of Aboriginal People in Canada to obtain justice through recognition by the Canadian government of these rights, and through a just settlement of claims; 2. opposes any efforts or actions undertaken by governments, institutions, groups, or individuals, which undermine these rights. Aboriginal Education The UBCSUO supports and encourages: - Aboriginal control of Aboriginal post-secondary education: - school courses in Aboriginal studies, including language, history, culture and technology; - hiring and training of more Aboriginal teachers, instructors and professors; - inclusion of Aboriginal parents, elders and educators in education of Aboriginal children; - special support programs, with adequate government funding, for Aboriginal students, such as counseling, substance abuse education, remedial education and retention programs; - Aboriginal language instruction for pre-school through post-secondary education; - recognition by the federal government of its responsibility to fund Aboriginal education; - access to Aboriginal resource centres and student services administered by and for Aboriginal people; - use of traditional knowledge within educational institutions and the values of traditional knowledge to all people; - Aboriginal student involvement in the hiring of Aboriginal staff and faculty; - culturally relevant events, ceremonies and rituals at education institutes; - fully funded regional campuses and centres that ensure the right of Aboriginal students to have access to post-secondary education in their home communities; and classroom;

Policy on Board of Directors Meetings

Preamble: The purpose of this policy is to ensure that UBCSUOs Board of Directors meetings are facilitated in a manner that is professional and efficiently coordinated. Article 1: Motions 1. All motions that are digitally transferred must be submitted to the organizer by 4:00PM on the Thursday before the meeting. 2. All motions that are faxed, or personally submitted to the organizer must be received by the organizer by 2:00PM on the Thursday before the meeting. 3. Motions that are submitted to any other staff member or member of the executive/council must meet the requirements set forth in Article 1, Section 1. 4. All Motions must have at least a mover to be included within the Agenda 5. All motions that fail to meet the requirements set forth in Sections 1, 2, and 3 of Article 1 will not be considered on the current agenda. Article 2:Board of Director Reports 1. Every member of the executive must submit a written report at the last meeting of every month that shall highlight his or her council related activities for that month. These reports must digitally transferred to the organizer by 4:00PM on the Thursday before the meeting. 2. Every member of the council who is not a member of the executive must give an oral report at the last meeting of every month that shall highlight his or her council related activities for that month. Any member of council who is not a member of the executive and who fails to provide a verbal report at the last meeting of the month must submit a written report at the next council meeting that shall highlight his or her council-related activities for that month. 3. Failure to comply with sections 1 and 2 of article 2 will result in a loss of honouraria Article 3: Presentations 1. Presentations given to council will be limited to time period of five-minutes. This does not include a question and answer period, which may follow the five-minute allotment for presentations. 2. Any individual or organization that wishes to present to council on subject matter that is not directly related to matters regarding the Students Union must first present his/her/their materials to the Executive who will decide if he/she/they shall be permitted to present to the Board of Directors.

Nominations and Elections Policy

1. 2. This Policy may be referred to as the Elections Policy. For the purpose of this policy: candidate means any individual whose nomination is accepted under this policy; campaign means any planned or organised act by or on behalf of any individual candidate or slate which is calculate to gain support for their election; campaigning refers to any planned or organised act by or on behalf of any candidate, which has the intent of garnering support for said candidates bid for office; pre-campaigning means public lobbying in support of any candidate during the nomination period and prior to the commencement of the campaign period; campaign expense means any and all expenditures by or on a candidates behalf for election advertising, equipment, or other expenditures associated with the campaign; committee means the group of four (4) people convened to rule on an appeal; Board of Directors means all voting members of the Students Union Board of Directors as stated in the By-Laws of the Students Unions Constitution; C.R.O. means the Chief Returning Officer of the Students Union ; D.R.O. means a Deputy Returning Officer of the Students Union; member means a full or associate member of the Students Union as set out in the By-laws of the Constitution, unless stated otherwise; slate means two or more candidates who are members of a single campaign; Students Union refers to the University of British Columbia Students Union Okanagan joke slate refers to a candidate or a slate who choose not to use their given name, or a reasonable derivative of their given name.

General Election 3. 4. There shall be an annual general election for the Students Union during the month of March A Chief Returning officer shall be selected by Board of Directors, or where Board of Directors is unable, by the Executive, no less than three (3) weeks prior to the intended date of the election. a) The Board of Directors, or where Board of Directors is unable, by the Executive shall also nominate a minimum of three (3) D.R.O.s.

5. 6.

Offices contested in the General Election are those which constitute the Students Union Board of Directors and Executive. Every Member of the Students Union shall be eligible to vote for these positions except the Chief Returning officer, who shall vote only in the event that two (2) or more candidates receive an equality of votes.

Opening of Nominations and Qualifications

7. 8. 9.

Subject to section 3, the deadline for nominations shall be 1600 hours on the Friday before the week of the campaign period. The Chief Returning Officer shall be responsible for advertising the opening of nominations for those positions to be contested in the General Election. (1). No less than two (2) weeks prior to the election, notice of the opening of nominations shall be prominently displayed on 11 x 17 posters at no less than fifteen (15) locations on campus.Each poster shall include the following information: a) the dates of the election; b) a list of the positions vacant; c) the dates for the opening and closing of nominations; d) a brief description of the nomination process; e) a list of locations where nominating forms can be obtained, and f) the name of the CRO. (2) Publication dates allowing, advertising in the Phoenix newspaper shall begin prior to the opening of nominations.

10.

Where the requirements of section 9 have not or can not be met, the C.R.O. shall first determine if other forms of advertising can reasonably inform Members of the opening of nominations, and where the answer is affirmative shall use those other forms of advertising. A person who is nominated for a position must be a Students Union member.

11.

Nomination Procedures 12. Nomination of candidates shall be in writing, and shall contain: a) the signature and student identification number of at least ten (10) nominators who shall each be members of the Students Union; b) a signed document indicating the name which they wish to appear on the ballot;

c)

prior to the close of nomination, the candidate must submit proof from the Registrar attesting that the candidate is a registered student in good standing, as defined by UBCO.

13.

No individual may nominate more than one (1) candidate for the same position, and where a nominator has done so all of their nominations for that position shall be declared void. There shall be an exception for the positions of Director at Large, in which an individual may nominate a maximum of two (2) candidates per campus. No individual may simultaneously contest more than one (1) of the positions listed in section 5 of this policy. Complete nominations, containing all material described in section 21, must be received no later than 1600 hours on the last day of Nomination Week at the Students Union office. It is the sole responsibility of nominees to ensure the completeness and accuracy of their nominations. Where, at the deadline for nominations, a nomination fails to fully comply with any part of section 12, the nomination shall be summarily rejected. Where, within three (3) days following the deadline for nominations, a nomination is found by the C.R.O. to fail to comply with section 12 (a), the nomination of that individual shall be summarily rejected.

14. 15.

16. 17.

End of Nomination Week 18. 19. Following the closing of nominations, the C.R.O. shall immediately schedule a meeting for all candidates. All candidates shall attend the candidates orientation session. The C.R.O. may exempt individuals from attendance under extenuating circumstances, but only if the individual requesting an exemption does so prior to the meeting, or informs the C.R.O. of an emergency for which no notice could be given. Candidates not able to attend should arrange for a representative of his/her campaign to be present at the meeting. Where a candidate fails to comply with section 19, the candidate shall be disqualified by the C.R.O. At the candidates meeting the C.R.O. shall: a) review elections policy, rules and regulations, and respond to questions about the same; b) announce the time and date of the forum (if there is to be one); c) review specific policy relating to campaign material, table bookings, complaints and appeals.

20. 21.

d) 22. 23. 24.

clearly state her/his penalty structure for any campaign violations.

Candidates may run together as a slate by informing the C.R.O. of their intention to do so on their nomination forms. Slates shall be permitted to identify themselves using a Slate Name, which may appear on campaign materials. An abbreviation of the Slate Name shall appear on the ballot following the candidates name. Slates may request a particular abbreviation, but the C.R.O. shall choose what name appears on the ballot. No slate shall choose a name that is the same as that of a registered federal or provincial political party, UBCSUO or any of its affiliates. Where two (2) or more similar names are submitted to appear on the ballot for a candidate or slate, the C.R.O. shall choose which names appear on the ballot. Following the close of the nominations, and no less than one (1) week prior to the date of the election, the following information shall be displayed on 11 x 17 posters at no less than fifteen (15) locations at each UBCSUO campus: a) the dates of the election; b) a list of candidates nominated, including the legal names of all candidates and the names which will appear on the ballot, displayed alphabetically by position nominated for; c) operating hours and locations of polling stations; d) a brief description of the elections process, and; e) the name of the C.R.O. and D.R.O.s. Following the close of nominations, and no less than one (1) week prior to the date of the election, an advertisement shall be placed in the student newspaper (publication dates permitting) containing the information specified in section 26, and a suitable number of like advertisements shall be aired over the student radio station (if in operation). If the Phoenix publication date does not correspond with the election times the CRO make seek applicable advertising space elsewhere.

25.

26.

27.

Pre-Campaigning 28. 29. No Member shall campaign prior to the opening of campaigning. Notwithstanding section 28, an individual seeking nomination, or a candidate, may: a) solicit nominations from no more than fifty (25) students b) consult privately with other members regarding their campaign; c) consult with the C.R.O. or D.R.O.s;

d) e) f) g) Campaigning 30.

consult with any official, employee or executive member of the Students Union or the Institution; privately prepare draft campaign materials; privately prepare campaign materials; and, make any booking or arrangement approved by the C.R.O.

Subject to section 3(a), campaigning shall begin at 0900 hours on a day selected by the CRO following Nomination period and shall conclude at the end of the polling period. Each individual candidate and/or slate is required to act reasonably, responsibly and in good faith, and specifically is required to: a) ensure that all candidates and their volunteers are aware of, and comply with, all policies, rules, and regulations; b) be responsible to the C.R.O. for the conduct of its volunteers; c) report any breach of policy, rule or regulation; d) comply with all Institution regulations, including those of Physical Plant and Institution residences; and, e) communicate with Institution officials only through, or with the approval of, the C.R.O. No official student group (i.e. clubs and course unions registered with the Students Union) shall provide any campaign with the resources of their group. Where a student group violates this section, the campaign that benefits from their violation shall be penalised. a) Board of Directors and Executive members are not permitted to actively support any candidate in any UBCSUO space, including but not limited to the Students Union Offices, Resource Centres, the Student Pub, the Student Lounge, or Boardroom.

31.

32.

33. 34. 35.

Notwithstanding section 42, no member of the Board of Directors shall provide any campaign with the resources of the Students Union. No campaign shall collude with another campaign, whether prior to, during or following the campaign period. Where property belonging to the Institution, the Students Union, or any third party is damaged by any candidate or volunteer of a candidates campaign, the candidate(s) from that campaign shall be personally liable for that damage. No individual may campaign: a) in a business or service owned or operated by the Students Union; b) off-campus;

36.

c) 37.

or in a classroom during a class period without first obtaining the permission of the instructor.

Any candidate and/or slate campaigning during polling shall adhere to the following guidelines: a) Candidates must remain ten (10) meters away from polling stations during all polling hours. b) Campaign materials can only be posted and/or distributed at least ten (10) meters away from polling stations during all polling hours c) If candidates and materials our out of the line of sight the space restriction shall be 5 meters rather than 10 meters.. All individuals, including candidates and volunteers, campaigning or attending a forum are required to act in a reasonable and responsible manner, and specifically no one shall: a) prevent a candidate from speaking to another member of the Association by interrupting the conversation or invading the candidates personal space ; b) threaten the safety of another individual, including a candidate; or c) make any public statement which deliberately misrepresents facts, or is libellous, slanderous, obscene, or patently unfair to a candidate, slate, and/or campaign. Campaigns may participate in forums organised by other campus groups, but no candidate shall participate in a forum unless all candidates for a given position have received an invitation to attend and participate. All campaign materials must be approved in form, content and cost by the C.R.O. before they may be used in a campaign. The C.R.O. shall normally approve campaign material in the form of posters, pamphlets, electronic or web-based materials, ribbons, and buttons. Only those posters approved by the CRO and stamped by the Students Union may be displayed on campus grounds. The C.R.O. shall not approve campaign materials which: a) contain libel or slander; b) are factually incorrect; or c) violate any federal or provincial statute. Where the C.R.O. determines that campaign material which has not been approved under section 39 of this policy is being distributed, displayed or used by a candidate, slate, and/or campaign, then the C.R.O. will order the material immediately withdrawn or removed and shall confiscate the material from the candidate, slate, and/or campaign for a period of not less than 24 hours. Each candidate shall be allowed to photocopy or manufacture fifty (25) posters free of charge through the facilities of the Students Union.

38.

39.

40.

41.

42.

43.

a) b) 44.

No poster manufactured for poster boards may be larger than 11 x 17; The acceptance of all other campaign materials shall be decided upon by the C.R.O.

Election posters shall only be displayed on UBCSUO and the Institutions bulletin boards, or in such locations as may be decided upon by Board of Directors at time of the election call. a) Candidates are responsible for seeking the permission from specific clubs, course unions or departments on campus to post campaign materials on bulletin boards pre-designated to these groups on campus. No candidate or volunteer shall cover, remove, alter or deface any campaign poster belonging to any other campaign. All campaign materials must be removed by 1600 hours on the last day of voting. Campaigning expenditures shall not exceed seventy-five (75) dollars per candidate. Each candidate shall fully disclose his/her campaign finances to the C.R.O. prior to the final day of campaigning. The Students Union will reimburse each candidate or campaign for up to a maximum of twenty-five (25) dollars per individual providing that individual completes the election and pending submission of receipts of campaign expenses. All campaign expenses must be validated by the C.R.O. and/or UBCSUO Executive member prior to reimbursement.

45. 46. 47. 48. 49.

Voting 50. Each member of the Students Union shall be allowed to cast one (1) secret, nontransferable ballot, and the ballot will entitle each voter to make one (1) choice for each position, with the exception of the positions o where each voter can choose multiple candidates. Advanced polling stations shall be established in the Students Union offices. Voting shall be conducted at locations and times determined by the C.R.O., and the C.R.O. shall advertise the same. There shall not be more than one voters list at one campus at one time, unless the C.R.O. determines otherwise.

51. 52. 53.

54. 55.

At each poll there shall be two (2) Poll Clerks in attendance at all times. When, for any reason, only one (1) Poll Clerk is in attendance, balloting shall cease. Poll Clerks shall not be volunteers or campaign representatives for any participating candidate, slate, and/or campaign. a) A list of Poll Clerks must be submitted in writing to UBCSUO no less than twenty-four (24) hours prior to the established voting days.

56. 57.

A candidate shall be declared elected if they receive the most votes for that position. If there is only one (1) candidate standing in for a given position, or if there are four (4) or fewer candidates standing for a Member at Large position, the electors shall be offered a yes/no choice. The candidate(s) shall be considered elected if, abstentions ignored, they have achieved a simple majority in the yes/no vote. The C.R.O. shall provide for the secure handling and transportation of ballots. During voting, candidates may encourage voting, but may not campaign. Candidates shall only be present at a polling station for the purposes of voting. a) If a candidate, contesting on election as a joke slate, is elected, that position will be contested in the event of a by-election. b) If a by-election does not take place, the said position will be appointed by the Union.

58. 59. 60.

Ballot Counting and Recounts 61. Each campaign is permitted to have one (1) scrutineer present at the counting of ballots, provided that once they have entered the room where the counting will take place, they may not leave the facility until the completion of counting. The C.R.O. or at least one (1) designated D.R.O. shall supervise the ballot counting process, and shall: a) post election results within forty-eight (48) hours of all complaints and appeals having been resolved; b) seal ballot boxes until all complaints and appeals have been resolved; c) store the ballots in a locked container or room for a period of at least one (1) week after the last recount has been completed. d) ensure the ballot counting process be completed the same day it is begun. A request for a recount shall be granted where:

62.

63.

a) b) c) d) 64.

the request is in writing and signed by a candidate who is contesting the particular position; and, the request is submitted to the C.R.O. three (3) days of the posting of the election results, weekends and statutory holidays excluded; the difference between the candidates for any one position is less than three percent (3%) of the total votes cast for the position; and; the C.R.O. deems it necessary.

The C.R.O. may initiate a recount independently. a) Upon the decision by the C.R.O. to hold a recount, the C.R.O. must immediately inform all candidates that a recount will occur.

Breach of Policy 65. 66. 67. 68. The C.R.O. is empowered to investigate and rule upon any breach of this policy Any Member may allege a breach of this policy, or any other policy, rule, regulation or order related to elections. The C.R.O. shall be responsible for preparing and making available any forms or information pertaining to policy breaches. No complaint shall be considered by the C.R.O. unless it is in writing and is received within twenty-four (24) hours of the discovery of the alleged breach and shall include all of the following: a) the name and student identification number of the complainant; b) the specific section number that has been breached; c) the specific campaign or individual, including the C.R.O., that is alleged to be in breach; d) the specific facts which constitute the alleged breach; e) the evidence for these facts. Where a complaint is received and found to be complete, the C.R.O. shall investigate the facts, and shall rule on the complaint in writing within twenty-four (24) hours upon the receipt of the complaint. a) All allegations of policy violations or misconduct on the part of a candidate or campaign must be received within two (2) working days of the closing of the polls.

69.

70.

Any ruling of the C.R.O. shall be posted at both Students Union offices and shall contain: a) a summary of the allegation; b) a summary of the parties to the complaint;

c) d) e) f) g) h) i) 71.

where the C.R.O. fails to possess jurisdiction, a summary of the reasons for this finding; a listing of all applicable policies, rules, regulations, or orders that apply; a finding regarding the facts; a ruling regarding the alleged breach; the penalty assigned; the time the ruling was posted; the time limit on any appeal.

Where a breach has occurred and that breach has provided an unfair advantage to a candidate, slate, and/or campaign, the C.R.O. shall assign a penalty. Penalties available to the C.R.O. include, but are not limited to: a) the confiscation or destruction of campaign materials; b) limits, restrictions and prohibitions on any type of campaigning, for any period of time; c) disqualification. A campaign or candidate shall be disqualified where they commit a serious breach that: a) cannot be counter-balanced by a lesser penalty; b) is malicious or substantially prejudicial to another campaign; c) involves tampering with ballots, balloting, voting or counting procedures; or, d) involves repeated violations. In the event that the complaint is laid against the C.R.O., the complaint shall be considered by Board of Directors. Any Board of Directors member will abstain from voting if s/he is in a conflict of interest, as stated in section 79 of this policy.

72.

73.

Initiating an Appeal 74. 75. Any decision of the CRO may be appealed by any party to the original complaint. An appeal will not be considered unless it is in writing and is received within twenty-four (24) hours of the ruling being posted and the appeal indicates all of the following: a) the name and student identification number of the appellant; b) the ruling being appealed; c) the reason for the appeal, including specifically any errors in interpretation or application found in the ruling; d) the ruling sought from the C.R.O. Where an appeal is received and found to be complete, the C.R.O. shall convene a hearing within twenty-four (24) hours of receiving the appeal.

76.

Appeal Hearing Procedures 77. The hearing will be held in front of a Committee, consisting of four (4) students, assembled by the Board of Directors prior to the commencement of nomination week, and chaired by the C.R.O. The members of the Committee shall not participate if a conflict of interest exists between them and any party to the appeal. The C.R.O. can expel a member of the Committee if s/he deems the member to be in conflict of interest. A conflict of interest shall include, but is not limited to: a) being a running candidate in the said election; The Chair shall explain any procedures to be followed to the parties involved, including any time limits to presentations or examinations. Any party to an appeal may choose to be represented for all or part of the hearing. The appellant shall be presented with the opportunity to: a) b) c) 83. 84. 85. 86. 87. 88. 89. 90. make any oral or written presentations; call and examine witnesses; and present any evidence.

78.

79. 80. 81. 82.

During the appellant presentations and examinations, the Committee may intervene with questions. Following the examination of a witness, the respondent shall have the opportunity to cross-examine. The respondent shall follow the same procedure at the completion of the appellants presentations. The Committee shall offer first the appellant, then the respondent, the opportunity to make a closing statement. The Committee shall retire for deliberations in camera, and shall rule in writing within twenty-four (24) hours of the hearing. The C.R.O. will vote only in the event of a tie. All rulings shall be posted, as per section 70, outside the Students Union offices. No appeal exists from a ruling of the Committee on an election matter.

Finalisation of Elections 91. The C.R.O. shall give a written report to Board of Directors no more than two (2) weeks after the close of the election. Failure to do so will result in a withholding of honoraria.

By-election 92. 93. The Students Union shall hold a by-election if deemed necessary by the Union. A by-election must be held for the purpose of filling any vacancies on the UBCSUO Board of Directors.