close

club and society committee elections 2021/22

Club and Society Committee Elections 2021/22

 

Please read our Club and Society Election Protocol here. 

It is that time of year when Clubs and Societies elect a new committee for the next academic year. We have compiled a list of frequently asked questions and resources to help you through this process, which we have broken down into 5 sections - General Information on the Election, including the what, the whys, and the when, Nominations, Manifestos, Voting, and Results.

 

General 

What are these elections?

Club and Society Committee Elections is the process by which a group of students are fairly appointed as the committee members of their club or society by the members of the student group. Every club and society must run an election, and it is up to the current committee members to decide which roles are included in your election. After the election has finished and the votes have been counted, we announce the winners of the election who will be the group’s committee members in the 2021/22 academic year.

 

Why should I run for a committee position?

As a committee member…

  • You get the opportunity to make positive change in your club and society
  • You will receive full training in issues relevant to the committee position
  • You have the chance to learn and build ‘soft skills’, such as leadership skills, team-work skills, and communication skills, as well as ‘hard skills’, like budgeting, marketing, and project management. 
  • You can use your experience as a committee member to contribute to the UEA Award, and talk about these roles on your CV
  • You will have the opportunity to make friends in your student group, and work with friends on club and society projects

 

When are these elections taking place?

The Timeline for these elections are as followed:

Nominations open: 19th May, 10 AM

Nominations close: 26th May, 10 PM

Voting opens: 27th May, 10 AM

Voting closes: 31st May, 10 PM

 

Why do we have to run our elections through the SU website? 

Running the elections through the SU website is an accessible and democratic way to ensure everyone who wants to run for a committee position can run, and all members of the club or society are able to vote in the election. We highly recommend you run your election through the SU website, however, if you are looking to run your election independently, please contact union.opportunities@uea.ac.uk by the 8th March at the latest  Please note, to ensure all elections are handled democratically, elections and specific committee roles included in the election cannot be removed from the website once a member has nominated themselves for a role. 

 

How can we engage our members to nominate themselves and vote?

We know this year has been hard to engage members in your club and society. However, to ensure your club and society can continue next year, we need current committee members to try and engage members in these elections to ensure they nominate themselves and vote. Here are some things you can do:

  • Post about the elections on your social media. We have SU branded social media templates that you can download and include on your own social media to remind members what stage of the election we are in, and to encourage them to nominate themselves and vote.
  • Email members at each stage of the election to keep people up to date and prevent members missing deadlines for  nominations and voting
  • Talk directly to members of your club or society that you think would be great committee members next year and encourage them to nominate themselves. Knowing that current committee believe them may make individuals feel more confident in their abilities and encourage them to nominate themselves
  • Support those that are thinking of running for a committee role by talking to them about what the roles entails and your experience in the role. You could even host online drop-in’s using virtual platforms like Zoom or Microsoft Teams to answer questions individuals may have.
  • Encourage any members interested in nominating themselves or any members struggling to vote to come to SU election and handover drop-in session which you can find on the all events page on the website.
  • Remind members of why being a committee is a great thing to do because it is fun, you gain skills, you can get experience in specific areas of interest, and you can make change.

Link to Downloadable Social Media Assets - Instagram Stories, Twitter, Facebook

 

Nominations

Can I nominate myself for a committee position?

Any current student at UEA, that will be a returning student next year, can nominate themselves for a committee position within any club or society they are a paid member of. 

You cannot nominate someone else for a committee position.

Students that are doing a foundation year, that are currently on a year/semester abroad, that have intercalated this year, that are transitioning from Undergraduate studies at UEA to Post-Graduate studies at UEA can all run for a committee position next year. If you fit into any of these categories and are struggling to access the election, please email union.opportunities@uea.ac.uk for further assistance. 

 

Can I nominate myself for multiple roles across different clubs and societies?

Yes, you can nominate yourself for as many roles as you wish across any number of clubs or societies that you are a member of. However, you can only be elected into a maximum of three roles, which can include one presidency across both clubs and societies.

 

How do I nominate myself for a committee position?

Please follow these instructions to nominate yourself:

  • Log into the uea.su website
  • Head to your club or society page and scroll to the bottom of the page
  • Click on the election
  • Locate the role you want to nominate yourself for and click 'nominate yourself'
  • Fill in the boxes with your information and upload a photo of yourself. Click on ‘review your nomination’
  • You also have the option of adding a typed manifesto either in manifesto box
  • You will receive an email after you have nominated yourself. Your name will appear under the committee role once the voting begins.

Make sure you nominate yourself for the role before the nomination period ends.

 

Can I run as a pair for a role?

Yes - if you would like to nominate yourself with a friend for a role, all you need to do is start the process as an individual, then when putting in your name make sure to put your name as the pair. Then also submit a joint manifesto. If the pair wins the election, both individuals will be listed into the role and will proceed to share this committee role for the academic year.

 

I’m trying to nominate myself, but it isn’t working. What now?

  • Make sure you are logged in to the SU website using your student account. To see how to log-in to the SU website, click here.
  • Make sure you have purchased membership to your club or society as only paid members of a club or society can nominate themselves for a committee role. Current committee members must have paid for a membership to the club or society to re-run in these committee elections.
  • If you have done both of these things, please contact union.opportunities@uea.ac.uk for further assistance.

 

I nominated myself but can’t see my name next to the position I am running for?

Don’t worry, names will only appear next to the position you are running for once voting opens. You will receive an email once we have submitted your nomination, so you know that we have received your nomination. If you did not get an email notification and think you have nominated yourself, please contact union.opportunities@uea.ac.uk for further assistance.

 

 

Manifestos

What is a manifesto?

 A manifesto is a statement about who you are, what you want to do if elected and why students should vote for you. You do not have to submit a manifesto, although it is recommended you do.


Why do I need a manifesto?

Manifestos are an important part of the election as they help voters make a judgement on your potential as a committee member. In the 2017 Office Elections, 33% of student voters said they voted for a candidate because they agreed with their manifesto (compared to 9% who voted for them because they spoke to them in person), showing how influential a manifesto can be!

 

What should my manifesto look like?

This year, to ensure fairness, all manifestos submitted on the SU website must be typed into the manifesto box. If you wish to create additional designed assets you can post these on social media.  
 

Where do I upload my manifesto?

You will be asked to submit your manifesto during the nomination process. Just look for the manifesto button!

 

 

Voting

Can I vote in the election? 

Paid members of a society or club can vote in the election of that society or club. Eligible students will be able to vote on the candidate(s) that have put themselves forward during the voting window. 

 

How do I vote in the committee elections?

  • Log into the SU website
  • Go to the election at the bottom of your club or society page
  • You will see all the roles you are eligible to vote for. For the roles you can vote on, you will be asked to pick your choices in order of preference (or RON if you don’t think any are suitable)
  • You will receive an email notification after you have cast your vote

 

Where can I find the election?

You can find the election at the bottom of your club or society page on the SU website.

 

 

Results


When will I find out the election results?

The list of election winners will be sent to current committee members via email in the week after voting closes. It is the responsibility of current committee members to announce next year’s committee to their members.

Winners will be announced by June 2nd 5pm.

 

What if there was a tie in votes?

If there is a tie in the votes, the Head of Opportunities will flip a coin to decide which candidate is appointed into the position.

 

We didn't get a full committee, what now?

Due to the strains placed on clubs and societies due to Covid-19, this year, we only need clubs and societies to get the three main signatory positions (President, Treasurer and Secretary) filled to automatically continue as a student group next academic year.

If you have filled the main three committee positions but have not filled the other compulsory positions (Equality and Diversity & Health and Safety) we will be in contact with you to either organise a separate election for these roles, or ask if any newly elected committee members are willing to fill these roles.

If you are unable to fill the three signatory positions (President, Treasurer and Secretary) then we will be in contact with you individually to talk about your next options.

 

Nobody voted in our election, what now?

If nobody voted in the election but people nominated themselves for positions, then we can run the election again for you. It is important that you keep you members engaged during this time and let them know the importance of voting. 

 

Training

Is training provided for new committee members?

Yes! We provide committee members with full training to ensure you can do your role properly, know the support available to you, and understand what we expect of you. The Students’ Union provides training to all society committee members and to club committee members on certain occasions. UEA Sport provides training to the majority of club members.

 

Which training sessions do I need to attend?

All club and society committee members need to attend one of our Student Group Induction Sessions, delivered by the SU, which will cover information such as duty of care to your members, and support available to you as committee.

Committee members also required to attend individual training sessions depending on their role. You can find out the compulsory training requirements for each committee position here.

 

When is training? and How do I book onto it?

We are running training sessions in May, July and September. You can find the full timetable and book onto our training sessions at the bottom of this page. We are in the process of adding our upcoming training sessions for new committee members, please bear with us whilst we get these uploaded!

Please note, we are running multiple of the same training sessions to ensure that individuals can attend training at a convenient time. You do not need to attend multiple training sessions for one role. For example, we are running a handful of Presidents’ Training sessions in May, July, and September; presidents only need to attend one training session of their choice, they do not need to attend all of these sessions.

 

Where is training taking place?

All training will be delivered online via Microsoft Teams or Microsoft Teams Live.

 

What happens if I don’t attend training?

If you do not attend the compulsory training for your committee role, your committee access to the website and the app will be revoked and you will not be able to fulfil your role. If the three signatory positions (President, Treasurer and Secretary) do not attend finance training, we will revoke your financial control until you attend finance training.

 

How long are the training sessions?

When booking onto a training session, you will be able to see exactly how long the session will run for.

The majority of our training sessions are around 1 and a half hours. The first hour of most sessions is dedicated to us teaching you the content you need to know, and the final half an hour of sessions is a dedicated time for people to ask us questions. Some training may differ time lengths.  

 

What is covered in the training?

The information covered in training differs depending on which training session you are attending. However, all training sessions include:

  • The roles and responsibilies of your committee role
  • Specialised information relevant to that committee role
  • Guidance and contact information of SU staff

For more information on what is included in training, please see this page of the website.