§1 Scope of application
These rules and regulations for elections apply to student representative elections for:
- Executive committee of the Welfare Council
- Allocation committee of the Welfare Council
- Nomination committee of the Welfare Council
- The board of the Student Welfare Organisation in Agder ( SiA)
- Chairman of the board at SiA
- SiA Culture Fund
- Chairman of the board of UGA
§2 Conducting elections
2.1 Election format
The Welfare Council elects student representatives for the SiA-board, chairman of the board at Sia, the UGA-manager, and the Allocation Committee in November, and the representatives of the Executive Committee and the Nomination Committee in May. The representatives of the Welfare Council gather in the election meeting, and they have the same rights and duties as during other meetings at the Welfare Council.
§2.2 Right to vote
Permanent representatives of the Welfare Council have the right to vote in the election. In case of an apology for absence, a deputy representative is invited and has the right to vote equal to that of a permanent representative.
§2.3 Position announcement
All the positions have to be announced at least eight weeks before the election meeting is held. The announcement has to include explanation of the rules regarding promotion of candidature, deadlines, and information about the different positions.
Invitations to the election meetings have to be sent to the permanent representatives and their deputy representatives two weeks before the election is held. In the invitation, it has to be stated who the candidates for the different positions are.
The Nomination Committee´s recommendations, a complete list of candidates, and a short presentation of all the candidates has to be sent to the representatives of the Welfare Council and to the candidates a week before the start of the election meeting. During the election, the Nomination Committee has to reason it´s recommendations first in oral form, thereafter the candidates will have a chance to deliver an election speech, up to five minutes long. After every speech, the election meeting will have a chance to ask every candidate questions for up to five minutes. The election speeches must be held without the presence of other candidates.
Voting during the voting for individuals is mostly in written form, and that is always the case if at least one representative requires that. If the members of the election meeting unanimously consider it to be appropriate, the election may be determined by acclamation.
§2.7 The Majority Vote Requirement
Student representatives are elected by absolute majority (more than 50% of the votes cast).
§2.8 Equality of votes
In the case of more than two candidates standing for election for the same position, several election rounds might be necessary. If none of the candidates achieve absolute majority after the first election round, the candidate with fewest votes is scored out.
If multiple candidates together do not achieve more than 50% of the votes, all of these may be crossed off the list. This is calculated by adding up the votes cast for the candidate with the fewest votes, and the votes cast for the candidate with second fewest votes and so on. This process is repeated until there are only two candidates left, or until one candidate achieves absolute majority.
In case equality of votes occurs when there are 2 candidates left, an extra voting is held. In case there is still an equality of vote, the Nomination Committee´s recommendation is accepted.
If none of the remaining candidates are recommended by the Nomination committee, lots are drawn.
If s student representative in a position elected by the Welfare Council resigns, the position has to be filled by a new representative. If the position has a deputy representative, the deputy representative is promoted, and a new deputy representative fills the position.
For filling a position, the Nomination Committee has to announce the position via official media channels of the Welfare Council, and via email to the Welfare Council as soon as it is possible after one is informed about the need for filling in a position. During a by-election, one can deviate from the requirements in §2.3 position announcement.
It is the Nomination Committee that recommends a new representative for the position in question, and the Welfare Council appoints the new representative.
If the requirement of representation makes it impossible to wait for a decision from the Welfare Council, the Nomination Committee fills the position with a new representative by proxy in agreement with the chairman of the Executive Committee. The Welfare Council makes a decision as to weather it can approve the representative the next time it gathers. In case there are not enough candidates for all the permanent positions in an election meeting, the Nomination Committee is responsible for filling the positions with representatives. The Welfare Council makes a decision as to whether it approves the representative the next time it gathers.
The Welfare Council must be informed about the filling of positions as soon as it is completed.
Everyone running for election must be registered as students in one of the member institutions of the student union for the semester during which the election takes place.
§3.2 Registering as a candidate
In order to be included into the Nomination Committee´s recommendation process, a candidature must be announced in writing by the candidate themselves to the Secretariat 21 days before the election at the latest. One can announce one´s candidature at any time until the election day, but after this deadline, the candidates are not entitled to be assessed by the Nomination Committee. One does not depend on this assessment to run for election. The Nomination Committee may choose to include candidates into its recommendation process after the deadline has passed as well, if it finds it appropriate to do so.
The members of the Nomination Committee may run for election but will be recused concerning applications, interviews and the recommendation process for the position in question.
§3.4 Resigning from a position
In case a representative wishes to resign from his/her position, this must be done by addressing the Welfare Council in writing by the secretariat.
§4 Separate rules
The Welfare Council cannot regulate thea dministrative situation at SiA.
§4.1 The SiA-board
For the SiA-board, one representative must be elected for two years, and three representatives for one year, and five deputy representatives. In total there are five permanent student representatives in the SiA-board and five deputy representatives. The candidate who gets the most votes is elected for two years if he or she agrees to that. In case the candidate with most votes does not want to sit in the board for two years, the next person on the list with highest number of votes is offered to do so, until eventually someone agrees.
§4.2 Chairman of the SiA-board
After the election for the SiA-board, the Welfare Council separately appoints a chairman for the board of the Student Welfare Organization in Agder, out of the elected representatives.
§4.3 SiA Culture fund
The Welfare Council elects one representative for SiA Culture Fund, ad one deputy representative for SiA Culture Fund.
§4.4 UGA (Student week)
Every other year, the Welfare Council elects a chairman for the UGA-board.
In case these regulations are in conflict with the Act relating to universities and university colleges, or the Student Welfare Organization Act, the mentioned acts are applied, rather than these regulations.
These rules enter into force from the October 25th, 2006 and are valid until else is passed by the Welfare Council.