Elections Manual

Section 100 - General Administration of Elections

101 The ASUAF Elections Board shall administer all aspects of ASUAF elections to the best of their ability, in keeping with the ASUAF Bylaws.

102 The announcement of petitions and filing deadlines shall be advertised no less than two weeks in advance as follows:

102.1 Flyers are to be posted, at minimum, to the following buildings:
The Wood Center, Gruening, The Rasmuson Library and Fine Arts Complex, Duckering, Bunnell, Constitution Hall, The Lola Tilly Commons, Brooks, Chapman, Natural Sciences, Irving, O'Neill, Elvey, The West Ridge Research Building, The International Arctic Research Center, The Arctic Health Research Center, The West Ridge Ski Hut, The Student Recreation Center, The Patty Center, Hutchison Center, The Tanana Valley Campus Center, The Downtown Center, University Park, The Center for Distance Education Building, all on-campus bus shelters, provide Resident Life with flyers to distribute in the dorms, and elsewhere at the discretion of the Elections Board.

102.2 The announcement of petitions and filing deadlines shall be advertised in the Sun-Star, on KSUA, and on the ASUAF website.

103 A sample of the ballot to be used in the election shall be printed, at minimum, in the Sun-Star issue immediately preceding the election.

103.1 A sample ballot shall be presented to the Information Services Director at least one week prior to the opening of the online polls, to be immediately posted to the website.

104 The election shall be advertised no less than three weeks in advance as follows:

104.1 Flyers are to be posted, at minimum, to the following buildings:
The Wood Center, Gruening, The Rasmuson Library and Fine Arts Complex, Duckering, Bunnell, Constitution Hall, The Lola Tilly Commons, Brooks, Chapman, Natural Sciences, Irving, O'Neill, Elvey, The West Ridge Research Building, The International Arctic Research Center, The Arctic Health Research Center, The West Ridge Ski Hut, The Student Recreation Center, The Patty Center, Hutchison Center, The Tanana Valley Campus Center, The Downtown Center, University Park, The Center for Distance Education Building, all on-campus bus shelters, provide Resident Life with flyers to distribute in the dorms, and elsewhere at the discretion of the Elections Board.

104.2 The election shall be advertised in the Sun-Star, on KSUA, and on the ASUAF website.

105 The election results shall be advertised as soon as possible after the election as follows:

105.1 Flyers are to be posted, at minimum, to the following buildings:
The Wood Center, Gruening, The Rasmuson Library and Fine Arts Complex, Duckering, Bunnell, Constitution Hall, The Lola Tilly Commons, Brooks, Chapman, Natural Sciences, Irving, O'Neill, Elvey, The West Ridge Research Building, The International Arctic Research Center, The Arctic Health Research Center, The West Ridge Ski Hut, The Student Recreation Center, The Patty Center, Hutchison Center, The Tanana Valley Campus Center, The Downtown Center, University Park, The Center for Distance Education Building, all on-campus bus shelters, provide Resident Life with flyers to distribute in the dorms, and elsewhere at the discretion of the Elections Board.

105.2 The election results shall be advertised in the Sun-Star, on KSUA, and on the ASUAF website.

106 The Elections Board Chair shall hold an informative meeting for candidates after petitions are due but before the candidates forum. At this meeting, candidates shall be given any relevant information, including, but not limited to, qualifications for the seats for which they are running, elections and campaigning rules, and the dates of the candidate forum and elections. Student Regent and Student Comissioner candidates must be given a UA Board of Regents ACPE information packet (to be found at the Statewide System Governance Office.)

106.1 Should candiates be absent from the candidates informational meeting, the Elections Board Chair shall be responsible for contacting them and setting up a meeting so that those candidates may receive the above mentioned information.

107 There will be at least two candidate's forums before the election, one to be held on a Tuesday or Thursday, and the second on Wednesday. All candidates will be required to attend at least one of the forums.

107.1 The Elections Board shall have the power to exempt candidates from forum attendance in extenuating circumstances.

107.2 The format for the forum will be decided by the Elections Board and provided to the candidate by, at latest, the day the petitions are due.

108 In accordance with the ASUAF Constitution, any ASUAF member in good academic standing at the time they take office, is eligible to run for any ASUAF elective office.

109 Only non-partisan groups, such as ASUAF, will be allowed to administer any neutral election day event, unless given written permission by the Elections Board 48 hours before the end of the campaign period.

110 Election of Student Regent and Student Commissioner are elections of the Board of Regents run by the ASUAF Election Board.

110.1 Board of Regents election requirements for the election of Nominees for Student Regent and Student Commissioner take precedence to rules and guidelines set by the ASUAF Election Board. The Board or Regents election can be found online at www.alaska.edu/bor/ or at the Statewide System Governance Offices.

110.2 ASUAF will not nominate any person or persons to the office of Student Regent or Student Commissioner who does not fulfill the requirements set by the Board of Regents.

110.3 ASUAF will not accept write in candidates for nomination to the position of Student Regent or Student Commissioner.

Section 200 - General Elections

201 General elections shall be held in April and November of each year.

202 Candidates may only run for one of the following positions: President, Vice President, Senator, or Concert Board Representative; and only for Student Regent or Student Commissioner.

203 ASUAF President and Vice President

203.1 Elections for the Office of ASUAF President and Vice President shall be held in the Spring general election.

203.2 Terms of office and the conditions for taking office are as prescribed in Section 100 of the ASUAF Bylaws.

203.3 The President and Vice President shall be elected from a single ticket by a plurality of votes cast.

204 ASUAF Senator

204.1 Elections for the Office of ASUAF Senator shall be held at each general election.

204.2 Terms of office and the conditions for taking office are as prescribed in Section 200 of the ASUAF Bylaws.

204.3 Ten seats on the Senate shall be considered Fall Seats

204.4 Ten seats on the Senate shall be considered Spring Seats

204.5 Each ASUAF member receiving the largest number of votes for a given seat, shall be elected ASUAF Senator for that seat.

205 Concert Board

205.1 The rules governing the election of Representatives to the Concert Board are defined in the Concert Board Governance Agreement.

206 Student Regent

206.1 Elections for the Office of Student Regent to the University of Alaska Board of Regent shall be held at the general election in the fall of every even-numbered year.

206.2 Terms of office and the conditions for taking office are as prescribed in Alaska Statutes 14.40.120 through 14.40.170, and as specified by the Office of the Governor of the State of Alaska.

206.3 The two ASUAF members receiving the largest number of votes of all official candidates shall be considered the nomination of the University of Alaska Fairbanks for the Office of Student Regent.

207 Student Commissioner

207.1 Elections for the Office of Student Commissioner to the Alaska Commission on Post-Secondary Education shall be held at the general election in the fall of every even-numbered year.

207.2 Terms of office and the conditions for taking office are as prescribed in Alaska Statutes 14.42.010 through 14.42.030, and as specified by the Office of the Govemor of the State of Alaska.

207.3 The two ASUAF members receiving the largest number of votes of all official candidates shall be considered the nomination of the University of Alaska Fairbanks for the Office of Student Commissioner.

208 Youth Commissioner

208.1 Elections for the Office of Student Commissioner to the Fairbanks North Star Borough Youth Commission shall be held at the general election in the spring of every year or at the next general election upon vacancy.

208.2 Terms of office and the conditions for taking office are as prescribed in FNSB Ordinance 2.90.020.

208.3 The ASUAF member receiving the largest number of votes shall be forwarded as the University of Alaska Fairbanks’s representative to the North Star Borough Youth Commission.

209 Other Positions

209.1 Elections for other offices and issues may be held during the general election at the discretion of the Elections Board. Referendums, initiative petitions, repeals of ASUAF actions, recalls of ASUAF officers, and amendments to the ASUAF Constitution are all appropriate for a general election.

Section 300 - Special Elections

301. Special elections shall be held at the discretion of the ASUAF Elections Board.

301.1 Special elections may be held on a date chosen by the Election Board.

301.2 Special elections may be held for any office or issue, excepting the office of President and Vice President; and to amend the ASUAF Constitution.

301.2.1 Special elections may be held for Student Regent and Student Commissioner when no nominees during a general election are not eligible or if the election was not held according to Board or Regent guidelines.
301.2.2 Special elections may be held for the offices of President, Vice President, or Senator only as required by section 906.

301.3 Special elections shall only be held when the Elections Board believes that waiting until the next general election would cause an undue burden to any involved parties, and would present a serious impediment to the democratic process

302. Special elections shall be publicized in the same fashion as a general election, as far in advance as possible.

302.1 Flyers are to be posted, at minimum, to the following buildings:
The Wood Center, Gruening, The Rasmuson Library and Fine Arts Complex, Duckering, Bunnell, Constitution Hall, The Lola Tilly Commons, Brooks, Chapman, Natural Sciences, Irving, O'Neill, Elvey, The West Ridge Research Building, The International Arctic Research Center, The Arctic Health Research Center, The West Ridge Ski Hut, The Student Recreation Center, The Patty Center, Hutchison Center, The Tanana Valley Campus Center, The Downtown Center, University Park, The Center for Distance Education Building, all on-campus bus shelters, provide Resident Life with flyers to distribute in the dorms, and elsewhere at the discretion of the Elections Board.

302.2 The election shall be advertised in the Sun-Star, on KSUA, and on the ASUAF website.

303 The Elections Board may administer an ‘online only’ special election under circumstances not warranting a full election at the discretion of the Elections Board.

303.1 Online only elections must run for a minimum of four (4) days starting at 12:01AM the first day and run till at 11:59PM on the final day.

303.2ASUAF members that are locked out of the online election system due to failure to enter correct information, due to election tampering, or other technical issue must be able to have their credentials reset during regular business hours by coming to the ASUAF offices or over the phone.

303.1.1 ASUAF members will be expected to present valid ID or prove identity through privately held information only available to the student which is held in their student record in Banner.

303.1 Advertising for ‘online only’ election must include email to UAF-Students-L notifying members of polls opening, posters being placed at each poll location notifying students how to vote in addition to advertising required for general and special elections.

303.1 The elections board must make a reasonable attempt to put an electronic voting station where each physical polling location would be during a general election.

Section 400 - Nominating Petitions

401 Nomination petitions for the Offices of President and Vice President, Senator, Concert Board Representative, Student Regent, Student Commissioner, and Youth Commissioner must 
he made available a minimum of two weeks prior to the respective filing deadline.

402 Nominating petitions for persons running for elective office shall include the following:

402.1 The submission deadline

402.2 The person or place to which the complete petition must be delivered

402.3 "We the undersigned members of ASUAF nominate (the name of the person nominated) for the Office of (the Office in question)," to be written at the top of each page

402.4 Blank lines for signatures, of which all must be filled uniquely

402.4.1 Three-hundred and fifty for the Office of President and Vice President

402.4.2 Two-hundred for the Office of Student Regent

402.4.3 One-hundred for the Office of Senator

402.4.4 One-hundred for the Office of Concert Board

402.4.5 One-hundred and fifty for the Office of Student Commissioner

402.4.6 One-hundred for the office of Youth Commissioner

403 Petitions for initiatives, including recalls, repeals, and proposed amendments to the ASUAF Constitution, shall include the following:

403.1 The question to be voted upon in the following format

403.1.1 "We the undersigned, support the inclusion of the following question on the next general ballot," followed by the exact wording of the question as it should be written on the ballot, for general elections

403.1.2 "We, the undersigned, support the inclusion of the following question on a special election ballot," followed by the exact wording of the question as it should be written on the ballot and the date of the desired election, for special elections

403.2 Blank line for signatures, of which all must be elected uniquely

403.2.2 A minimum of fifteen percent of the most recent ASUAF membership for amendments to the ASUAF Constitution

403.2.2 A minimum often percent of the most recent ASUAF membership for all other initiatives, including recalls and repeals.

404 The Elections Board shall be responsible for reviewing all petitIons within twenty-four hours of the filing deadline to determine that each has met all relevant regulations.

404.1 If a petition is found to be invalid, the Elections Board shall notify the affected party, and if the problem is found to be correctable, that party shall have an additional twenty-four hours from the time they are notified to correct the problem

Section 500 - Ballots

501 Secret ballots shall be used for all ASUAF elections

502 Ballots shall he divided into sections indicating each office or issue to be voted upon

503 All ballots shall include the following

503.1 The title and date at the top of the ballot

503.2 Each section shall have concise voting instructions

504 Elections for any ASUAF office shall have the above in addition to the following

504.1 Candidates names listed in a random order

504.2 Whether the candidate is an incumbent (must be running for the specific seat they already hold, and must have taken the position prior to the petition deadline)

504.3 Whether the candidate is a graduate student

504.4 Whether the candidate self-identifies as a non-traditional student

504.5 Whether the candidate is a part-time student

505 Online voting and Electronic ballots

505.1 Electronic ballots shall include the same information the physical ballots,

506 Absentee Ballots

506.1 Absentee ballots shall only be used in the event the online poll system is inoperable or at the discretion of the Elections Board.

506.2 Absentee ballots, to be considered valid, be identical to the official ballot for that elcction marked with the words "Absentee Ballot"

506.3 This ballot, when marked by the voter, must be placed within a plain and unmakred envelope. That envelope must be placed within a second envelope, on which is written the voter's name, student identification number, to be signed and dated by the voter.

506.4 Absentee ballots must be postmarked no later than the last day of the election, and shall be received no later than seven calendar days following the last day of the election.

507 Questioned ballots

507.1 Questioned ballots shall require the same process and information as absentee ballots, but shall only be distributed at poll locations.

508 Poll Information

508.1 Each official candidate shall be given the opportunity to submit a position statement up to 300 words, which will be included in the literature available at the polls.

508.2 For each office up for election, the candidate's statements shall be arranged randomly and printed in a consistent manner, including font and layout.

508.2.1 The candidate's statements shall be presented to the Information Services Director at least one week prior to the opening of the online polls.

508.2.2 The candidate's statements shall be posted to the website no later than the opening of the online polls.

508.3 An official candidate who submits no statement shall have the words "No statement provided," where that person's statement would have been placed.

508.4 During elections for Senate, the Elections Board shall prepare and make available a summary of the attendance and at the discretion of the Elections Board, the voting history, of each incumbent over the past twelve months.

Section 600 - Poll Working

601 The Elections Board shall have the ultimate discretion in choosing who serves as a poll worker.

602 Announced candidates for any office shall not be permitted to serve as poll workers under any circumstance.

603 Poll workers must determine if a prospective voter is an ASUAF member before giving them a ballot if a person cannot prove by showing appropriate identification or proof of payment of the ASUAF fee that they are an ASUAF member, then they may only vote a questioned ballot.

604 Poll workers must validate each ballot by stamping and initialing it before giving it to the voter. Ballots not marked in this fashion shall be considered invalid.

605 Poll workers shall require each person voting to sign the list of voters, and shall record their student identification number on the list.

606 Poll works shall neither encourage nor discourage any ASUAF member from voting.

607 Poll works may answer factual questions about the physical operations of the elections, but may not give their opinions on any office or issue within the election.

Section 700 - Times and Places of Polling

701 All members of ASUAF must be given adequate chance to participate in ASUAF elections

702 Physical polls shall be open in the lobby of the Moore-Bartlett-Skarland complex, the Wood Center, the Lola Tilly Commons, a West Ridge building at the
discretion of the Elections Board, at the Tanana ValJey Campus Center, and elsewhere as determined by the Elections Board during each day that the physical polls are open.

703 All Physical polls shall be open for a minimum of two consecutive days for the following hours:

703.1 Polls at the Moore-Bartlett-Skarland complex shall be open for no less than six hours each day at times to be determined by the Elections Board.

703.2 Polls at the Wood Center shall open no later than 9AM, and close no earlier than 7PM.

703.3 Polls at the Lola Tilly Commons shall be open for no less than four hours each day at times to be determined by the Elections Board.

703.4 Polls at the West Ridge location shall open no later than 10AM, and close no earlier than 2PM.

703.5 Polls at the Tanana Valley Campus Center shall be open no less than six hours each day, at times to be determined by the Elections Board.

704 The online polls shall be open from 12:01 am on the first day physical polls are open until the close of the final poll location or at latest 11:59 pm the last day of physical polls being open ate the discretion of the Elections Board.

 704.1 Online polls shall open at l2AM on the first day physical polls open.

Section 800 - Counting Ballots

801 Ballots shall be counted as soon as practical after all polls have closed. No ballots may be counted until all polling locations are closed, and all ballot boxes returned to the location where the ballots will be counted.

802 A candidate may be present for the counting of ballots, but may not assist in the counting in any fashion, or handle the ballots at any time.

803 The ASUAF Elections Board will count the ballots, with assistance from neutral parties as the Board sees necessary.

803.1 A neutral party selected by the Elections Board shall oversee the ISD in collection and delivery of online votes.

804 The Elections Board shall review the list of eligible voters, as well as questioned and absentee ballots, to ensure that no person is allowed more than one vote, and that only legitimate votes are counted.

805 Questioned ballots and absentee ballots shall be separated from the regular ballots as a part of the counting process, and shall not be counted until all regular ballots have been counted.

806 The Elections Board shall announce the unofficial results of the election immediately upon their determination. Results shall become official at the next Senate meeting when announced by the Senate Chair.

806 If an election is won by less than 2.5%, the losing candidate has the right to call for a recount. A recount shall follow the procedure outlined in section 800.

Section 900 - Elections Complaint

901 An election may be contested by

901.1 Any candidate in the election

901.2 Any ASUAF member

902 A complaint may be filed alleging impropriety by the Elections Board or any candidate.

903 A complaint may be filed alleging that undue influence was exerted over the election.

904 Form of complaint

904.1 A complaint must be filed in writing to any member of the Elections Board, before the results of the election become official.

904.2 A complaint shall include documentation supporting the complaint, including identification of any parties involved, and the impropriety or behavior that is alleged to have affected the election.

904.3 A complaint shall include the type of relief sought.

905 Review

905.1 The Elections Board shall first rule on whether the allegations in the complaint are valid.

905.2 The Elections Board shall then rule on whether the impropriety could have affected the election.

905.3 Only if the allegations are ruled valid and the impropriety could have affected the election, shall relid be granted.

906 Relief for a complaint, if necessary, shall take one of the following forms:

906.1 The entire election may be invalidated, requiring a new election on all issues and offices.

906.2 Thc election for one or more issues and offices may be invalidated, requiring a new election for only those issues and offices.

906.3 One of more candidates for a porticular office may be disqualified.

906.4 Other forms of relief as determined by the grantor.

907 Appeal Process

907.1 The appeal process for Student Regent and Student Commissioner is spelled out in the UA Board of Regents ACPE information packet (to be found at the statewide System Governance Office)

907.2 The findings and decisions of the Elections Board, regarding any complaint, may be appealed to the Elections Review Council.

907.1.1 The Elections Review Council shall consist of all Senators, the President, Vice President, and the Executive Officer of ASUAF, excluding any persons whose election is in question or who serve on the Elections Board.

907.3 The Elections Review Council shall first rule on whether the allegations in the complaint are valid.

907.4 The Elections Review Council shall then rule on whether the impropriety could have affected the election.

907.5 Only if the allegations are ruled valid and the impropriety could have affected the election, shall relief be granted.

907.6 The decision of the Elections Review Council is final.

908 The complaint process follows the following timeline

908.1 The complaint must be filed before the results of the election become official.

908.2 The Elections Board must reach a decision regarding the complaint within seventy-two hours of its filing.

908.3 An appeal of the decision of the Elections Board mllst be filed within twenty-four hours of the initial decision.

908.4 The Elections Review Council shall have up to seven calendar days to rule on the appeal.

908.5 A new election, if required, shall be held within seven calendar days of the final ruling on the complaint.

Section 1000 - Campaigns

1001 For the purposes of campaigning, initiatives shall be considered as candidates.

1002 Official ASUAF candidates and any write-in candidates are only allowed to campaign for the election in which they are running during the campaign period for that election.

1002.1 The campaign period for a given election shall begin the first day classes are in session for that semester, and shall end at 12:00:00 AM on the first day of the election.

1002.2 All campaign materials must be removed before the end of the campaign period.

1003 The following shall be considered illegal foms of campaigning

1003.1 Giving away non-consumables of more than five (5) dollars in value (as determined by the Elections Board) outside of specific fund-raising events.

1003.2 Unsolicited telephone calls or emailing

1003.3 Any and all use of ASUAF funds or property

1003.4 Interfering with another candidates campaign

1003.5 Anything else as determined by the Elections Eoard or Elections Review Council.

1004 General face-to-face communication with students on the days of the election is allowed and to be expected from candidates.

1005 Only funds belonging to ASUAF members may be used to pay for the costs of a campaign.

1006 All candidates must provide a summary of their campaign expenses to the Elections Board before the polls close.

History:

December 6, 2008 (Approved by the Senate December 7, 2008):

Addition of:
110, 110.1, 110.2, 110.3, 303, 303.1, 303.2, 303.3, 303.4

Change of:
206.3 from " The two ASUAF members receiving the largest number of votes of all candidates shall be considered the nomination of the University of Alaska Fairbanks for the Office of Student Regent." to say "The two ASUAF members receiving the largest number of votes of all official candidates shall be considered the nomination of the University of Alaska Fairbanks for the Office of Student Regent."

207.3 from "The two ASUAF members receiving the largest number of votes of all candidates shall be considered the nomination of the University of Alaska Fairbanks for the Office of Student Commissioner." to "207.3 The two ASUAF members receiving the largest number of votes of all official candidates shall be considered the nomination of the University of Alaska Fairbanks for the Office of Student Commissioner."

December 14, 2008 (ineffective - not approved by the Senate):

Change of:
202 "Candidates may only run for one of the following positions: President, Vice President, Senator, Concert Board Representative, Student Regent, or Student Commissioner." to "Candidates may only run for one of the following positions: President, Vice President, Senator, or Concert Board Representative; and only for Student Regent or Student Commissioner. "

January 29, 2009 (approved by the Senate):

Addition of "304 Only one candidate forum is required for a special election."

January 29, 2009 (ineffective - not approved by the Senate):

Removal of "Lathrop Hall" from sections 102.1, 104, 105.1, 302.1.

March 11, 2009 (approved by the Senate):

change section 703.4 from "Polls at the West Ridge location shall open no later than 10AM, and close no earlier than 3PM." to "Polls at the West Ridge location shall open no later than 10AM, and close no earlier than 2PM."

Removal of 1003.2 and reorder the subsequent sections

Replace 107.2 and subsections with "The format for the forum will be decided by the Elections Board and provided to the candidate by, at latest, the day the petitions are due."

Removal of all references to "Wickersham Hall, McIntosh Hall, Nerland Hall, Stevens Hall, Lathrop Hall" and "Hess Commons in the Moore-Bartlett-Skarland Complex" with "and provide Resident Life with flyers to distribute in the dorms."

November 15, 2009 (approved by the Senate):

removal of "Senator" from 301.2 Special elections may be held for any office or issue, excepting the office of President, Vice President and Senator; and to amend the ASUAF Constitution.

November 17, 2009 (approved by the Senate):

Insert:

208 Youth Commissioner
208.1 Elections for the Office of Student Commissioner to the Fairbanks North Star Borough Youth Commission shall be held at the general election in the spring of every year or at the next general election upon vacancy.
208.2 Terms of office and the conditions for taking office are as prescribed in FNSB Ordinance 2.90.020.
208.3 The ASUAF member receiving the largest number of votes shall be forwarded as the University of Alaska Fairbanks’s representative to the North Star Borough Youth Commission.

renumber the subsequent sections and insert:

402.4.6 One-hundred for the office of Youth Commissioner

and amend 402 from:

401 Nomination petitions for the Offices of President and Vice President, Senator, Concert Board Representative, Student Regent, and Student Commissioner must 
he made a available a minimum of two weeks prior to the respective filing deadline.

to:

401 Nomination petitions for the Offices of President and Vice President, Senator, Concert Board Representative, Student Regent, Student Commissioner, and Youth Commissioner must 
he made available a minimum of two weeks prior to the respective filing deadline.

Notes:

The web version is now the official version of this document.

Theme by Danetsoft and Danang Probo Sayekti inspired by Maksimer