Policy No.: B2025
Category: Council and Self-Governance
Sub-Category: Committee Terms of Reference
Effective Date: TBA
The Langara Students’ Union (LSU) Electoral Committee is a Standing Committee that reports to the Chief Returning Officer (CRO) who is an impartial, third-party contracted to oversee and ensure the fair, democratic and appropriate electoral and referenda processes. The Electoral Committee’s main role is to support and take direction from the CRO consistent with LSU Bylaws, Policy and procedures.
The Langara Students’ Union (LSU) Electoral Committee is a Standing Committee as established in LSU Bylaw 8.1 (ii).The committee may strike sub-committees as needed.
The committee’s mandate depends upon whether Council has a hired a Chief Returning Officer (CRO) per Bylaw Article 9.1.2.
To promote fairness, transparency and accountability, LSU members ‘in good standing’ are eligible and encouraged to serve on the Electoral Committee.
The CRO may delegate electoral tasks to the Electoral Committee. At the discretion and direction of the CRO, the Electoral Committee may perform a variety of tasks such as:
Furthermore, the Electoral Committee holds itself to a high level of conduct, impartiality and ethics. All LSU Bylaws and policies will be followed and adhered to. The committee will pay special attention to ensure that no individual is in a Conflict of Interest situation as defined in Policy B1004, Conflict of Interest.
For the period ofany electoral period, the Electoral Committee is expected to:
The Electoral Committee shall be comprised of the Directors and Staff as voting members of the committee as identified in the Bylaws and this section. Specifically;
The resources approved for this Committee between the periods of August 31, 2024 and the concluded election of the new Council in the Fall of 2024 are as follows:
Staff members administer, monitor and handle all financial matters on behalf of the Electoral Committee and the CRO. The following are the approved expenses for the Electoral Committee:
The Committee will have the expertise and guidance of the CRO available to it as necessary and appropriate. However, the committee will respect the time and scope of the CRO’s contract. ‘Over and above’ requests that result in CRO contract scope or cost increases will require a favorable two-thirds majority vote of the Electoral Committee and the approval of the Executive Director. All such increases will be reported to the newly elected Council members before the second meeting of the new Council.
Council will deem the Electoral Committee to have been successful if the following items are completed:
| Approved: | |
| Effective: | |
| Review: | October 31, 2017 or as needed |
| July 31, 2013 | This is a new Policy approved by Council resolution to support the new LSU Bylaws which came into effect on August 2017. |
| B1001 | Committees and Sub-committees |
| B1002 | Meetings and Agenda |
| B1003 | Council Code of Conduct (Council) |
| B1004 | Conflict of Interest |
| B1005 | Oath of Office |
| B1006 | Discipline |
| B2000-2011 | Roles and Duties for Directors |
| B2500 | Elections, By-elections and Referenda |
| B2510 | Electoral Eligibility |
| B2520 | Candidacy and Campaigning |
| B3000 | Member Code of Conduct |
Not applicable.
Policy No.: B2510
Category: Council and Self-Governance
Effective Date: TBA
Please note: The following policies give an overview of expectations. However, policies will be revised in the near future. Where policies herein contradict the LSU Bylaws, the LSU Bylaws will prevail. Please refer to LSU Bylaws for further information on electoral eligibility.
The purpose of this Elections Procedures is to establish clear criteria for eligibility to run as a candidate in elections for the Langara Students Union (LSU) and to ensure a fair and transparent electoral process. This manual ensures that the LSU’s nomination process and candidate eligibility requirements are clear and easy to understand so that they can be enforced by the Chief Returning Officer in a way that is fair, consistent, and transparent.
It also outlines the primary contacts and accountability structures for each outcome, along with basic procedures for achieving these outcomes. The policies are organized into sections, with each section corresponding to a specific phase of the election or referendum process.
a) Membership Status: To be eligible for nomination, to run for, or to hold an elected position, an individual must be a member in Good Standing at the Langara Students’ Union and must not be prohibited from running for office.
b) Academic Standing: Candidates must be in good academic standing with the college, having a minimum Grade Point Average (GPA) of 2.0 and a Cumulative Grade Point Average (CGPA) of 2.0. They must not be on academic probation or suspension.
c) Code of Conduct Compliance: Candidates must comply with the LSU and Langara College Code of Conduct and must not have any outstanding disciplinary actions against them. Any candidate found in violation of the Code of Conduct during the election period may be disqualified.
d) Nomination Process: Candidates must submit a complete nomination form by the specified deadline. This form must include legal names, student numbers and signatures from at least 15 current LSU members in support of the candidacy
e) Previous Tenure: A candidate may serve a lifetime maximum of two (2) terms on Council regardless of the positions on Council held by such person.
a) Applicants should possess a solid foundation in business administration, records management, project management, and governance. The ideal candidate will have demonstrated leadership experience and a commitment to upholding the LSU’s values, bylaws, and strategic objectives.
b) Key qualifications include:
c) The President provides leadership and coordination for the activities of the Executive Board and Council, ensuring that all efforts align with the LSU’s mission and strategic objectives. They play a pivotal role in fostering a culture of respect for the LSU’s bylaws and policies and are a key advocate for the pursuit of the LSU’s strategic plan. As the Spokesperson for the LSU, the President represents the organization in various forums, including media, government, and institutional settings. This role requires a dynamic leader with a strong commitment to enhancing the student experience and advancing the LSU’s goals.
a) Applicants should possess a solid understanding of or experience in economics, commerce, accounting, or financial management. As a key leader within the LSU, the VP Finance and Administration must demonstrate strong skills in interpersonal communication, contracting, and collaboration, particularly in their work with the Chief Financial Officer. The ideal candidate will have a proven ability to manage and oversee financial resources responsibly, aligning financial practices with the LSU’s strategic values, bylaws, and strategic objectives
b) Key qualifications include:
c) The Vice President Finance and Administration provides leadership and oversight for the LSU’s financial activities, ensuring that all financial decisions align with the strategic plan. This role is critical in championing the budget development process and overseeing the responsible stewardship of financial resources. The VP Finance and Administration works closely with the Chief Financial Officer to ensure the financial stability and sustainability of the LSU, contributing to the overall success of the organization.
a. Applicants should demonstrate knowledge or experience in organizational management, internal communications, administration, or human resources. The VP Internal plays a vital role in ensuring the effective internal operations of the LSU, skills in team building, conflict resolution, policy implementation and some understanding of the unionized work environment. The ideal candidate will have a deep commitment to equity, diversity, and inclusion, with experience in activism or advocacy on related issues
b) Key qualifications include:
c) The Vice President Internal provides leadership and oversight for the LSU’s internal development, ensuring that all internal operations align with the strategic plan. This role is crucial in championing equity, diversity, and inclusion initiatives and assisting the LSU’s human resources. The VP Internal is responsible for fostering a supportive and inclusive environment within the LSU, ensuring that all staff and members feel valued and respected.
a) Applicants should demonstrate a strong understanding of or experience in event planning, communications, counseling, project management, psychology, or education. Additional valuable areas include volunteering (recruitment, management, and appreciation), interpersonal communications, promotions, team building, human resources, financial management, marketing, and leadership. The ideal candidate will have a proven ability to engage with diverse student populations and foster an inclusive campus environment.
b) Key qualifications include:
c) The VP Student Life provides visionary leadership and oversight for the development of a vibrant, inclusive, and engaging student life at Langara College. This role is critical in championing the strategic plan by coordinating social, academic, and recreational campaigns, services, and events. The VP Student Life is also responsible for overseeing the relationship between the LSU and the College, ensuring alignment with the College’s mission and values. They will work closely with other student leaders, college administration, and external partners to create a dynamic and supportive campus environment that enhances the overall student experience and the LSU’s values, bylaws, and strategic objectives.
a) Applicants should have a strong background in public relations, external communications, advocacy, or community outreach. As the LSU’s representative in interactions with external organizations, the VP External must possess skills in negotiation, partnership building, public speaking, and media relations. The ideal candidate will also have experience in activism or advocacy on issues related to equity, diversity, and inclusion, enabling them to effectively advocate for a more inclusive environment.
b) Key qualifications include:
c) The Vice President External provides leadership and oversight for the advocacy work of the LSU, ensuring that all efforts align with the strategic plan. This role is essential in championing advocacy campaigns and overseeing the relationship between the LSU and government entities. The VP External is responsible for representing the LSU in interactions with external organizations, advocating for an affordable and accessible post-secondary education, and promoting a more equitable and inclusive environment.
a) Applicants must be international students currently enrolled at Langara College. They should have a strong understanding of or experience in areas such as cultural adaptation, student support services, advocacy, or community engagement. The International Students’ Representative plays a crucial role in representing the international student body, making skills in intercultural communication, peer mentorship, event planning, and some knowledge of immigration or visa regulations essential. The ideal candidate will have a deep commitment to reducing barriers for international students and enhancing their post-secondary experience.
b) Key qualifications include:
c) The International Students’ Representative provides a vital international student perspective for the Council and its Committees, ensuring that their deliberations consider the unique challenges faced by international students. This role is key in leading advocacy efforts to reduce barriers and enhance the post-secondary educational experience for international students. The International Students’ Representative serves as the voice of the international student body, working to ensure that their needs and concerns are effectively communicated and addressed within the LSU.
a. Applicants should be a person of color and have substantial experience or knowledge in diversity and inclusion issues, including advocacy related to race, ethnicity, culture, religion, class, disability, age, gender, sex, and sexuality. The Diversity and Inclusion Representative is responsible for bringing diverse student perspectives to the Council and its Committees, and for leading efforts to promote inclusion and equity. Strong skills in leadership, communication, and program development are essential for this role. The ideal candidate will have a proven track record of addressing barriers and creating environments that celebrate and respect diversity.
b) Key qualifications include:
c) The Diversity and Inclusion Representative provides essential insights and perspectives on diversity and inclusion for the Council and its Committees. This role is crucial in leading initiatives that address and dismantle barriers faced by students from diverse backgrounds. The Representative will advocate for policies and programs that foster an inclusive environment, ensuring that all students feel valued and supported. By championing diversity and inclusion, the Diversity and Inclusion Representative plays a key role in enhancing the educational experience for all students.
a) Applicants must be Indigenous students currently enrolled at the institution. They should have substantial knowledge or experience in areas related to Indigenous student issues, cultural advocacy, and community engagement. The Indigenous Students’ Representative plays a pivotal role in representing Indigenous student perspectives within the Council and its Committees, advocating for policies and practices that address and reduce barriers faced by Indigenous students. Key skills include intercultural communication, advocacy, leadership, and a deep understanding of Indigenous issues.
b). Key qualifications include:
c) The Indigenous Students’ Representative provides a vital perspective to the Council and its Committees. This role is essential in leading advocacy efforts to address and overcome barriers faced by Indigenous students in their postsecondary education. The Representative will work to ensure that Indigenous voices are heard and that policies and practices reflect the needs and concerns of Indigenous students. By championing Indigenous perspectives, the Indigenous Students’ Representative plays a key role in fostering a more inclusive and supportive educational environment.
a) In addition to the restrictions outlined in the bylaws, a person is also prohibited from being nominated for, running for, or holding an elected office if, they have been:
b) Suppose a person who is currently nominated for, running for, or holding an elected office becomes subject to these prohibitions or ceases to be a member of the Langara Students’ Union. In that case, the elections administrator is authorized to declare the position vacant.
1. Application for Eligibility
2. Eligibility Screening Announcement
3. Submission of Applications
a) Evaluation:
b) Finalization and Approval:
c) Communication of Decisions:
d) Documentation Standards:
e) False Submissions:
f) Irregularities:
g) Post-Approval Status:
a) Applicant Responsibilities:
b) Communication Considerations:
c) Response Timeframe:
d) Reference Checks:
e) Appeal Process During Nomination Period:
f) Confidentiality and Compliance:
a) Eligibility Denial Appeals:
b) Final Decision:
c) Conduct and Documentation:
The Langara Students’ Union (LSU) plays a critical role in representing student interests, and running for a position within the LSU is a significant opportunity to influence campus life. To be considered as a candidate in the LSU election, you must carefully follow the nomination process, which is outlined below in detail.
2. Nomination Package
a) Obtain the Nomination Package: The nomination package can be obtained from the Langara Students’ Union offices during regular hours. Fill out all required sections of the forms, ensuring that your personal details, position sought, and other relevant information are accurately provided. Ensure that you request this package as early as possible to give yourself sufficient time to review all materials
b) Contents: The package will include comprehensive information on the following:
c) Signatures: You must gather signatures from at least fifteen (15) current members of the Langara Students’ Union. These members must be entitled to vote in the relevant election. Make sure each signatory is a confirmed member, as this will be verified.
d) Sign a Declaration
e) Submission:
a) Chief Returning Officer: The CRO is an impartial third party that is hired on contract to ensure the integrity of the election process and the conduct of open, fair, and impartial elections, by-elections and referenda in accordance with Langara Students’ Union (LSU) Bylaws, policies, and procedures.
b) Verification by Elections Administrator and CRO: After submission, the elections administrator or CRO will thoroughly review your nomination forms. This includes verifying your membership status and that of each of your nominators through the records provided by the Langara College registrar.
c) Notification of Eligibility: Once the verification process is complete, you will be notified of your eligibility status. If any issues are identified during verification, you may be required to provide additional documentation or clarifications.
a) The elections administrators must ensure that a candidate orientation is conducted following the close of the nomination period and before the commencement of the campaign period. During this orientation, the elections administrator must provide an overview of the campaign rules governing the election.
b) Attendance at the candidate orientation is mandatory for all candidates before they can engage in the election campaign. If a candidate is unable to attend the scheduled orientation, they may be disqualified
a) The elections administrators must ensure that an all-candidates forum is held during the election campaigning period where candidates can introduce themselves, share their platform statements, and answer questions from members present.
b) Attendance at the all-candidates forum is mandatory for all candidates. Failure to fully attend the All Candidates Forum will result in immediate disqualification of that candidate. Exception of scheduled class is acceptable.
a) Candidate Withdrawal from Election or By-Election: Candidates wishing to withdraw from the election or by-election must submit their withdrawal in writing, addressed to the Chief Returning Officer (CRO). This written notice must be received no later than forty-eight (48) hours before voting begins. Once withdrawn, the candidate’s name will be removed from the ballot, and their nomination cannot be reinstated.
b) For logistical reasons, if the notice of withdrawal is received later than fortyeight (48) hours before the polls open, the candidate’s name will not be removed from the ballot. However, any votes cast for a withdrawn candidate will not be counted toward the election results for that position.
c) Once a candidate has withdrawn, their nomination cannot be reinstated.
d) It is prohibited for anyone to pressure or encourage a candidate to withdraw. A candidate who violates this rule will be considered to have committed a serious offense. If the elections administrator finds that a member has breached this rule, the matter will be referred to the board of directors.
a) The CRO may change or extend the dates of elections or any of the deadlines leading up to election polling as the CRO deems fit.
a) Per Bylaw Article 6.7.1, disqualified candidates are permitted to appeal the decision provided certain conditions are met.
b) Rejected or disqualified candidates will have seventy-two (72) hours or until the close of campaigning and voting, whichever is sooner, to appeal the decision.
c) Disqualified candidates address their appeal to the CRO (cro@lsu.bc.ca), if any, or the Electoral Committee, if no CRO is in place. Appeals must be submitted in electronic format by email or in print format in person to the LSU head office by the deadline. Appeals must be signed by the disqualified candidate. No exceptions will be made unless arranged in advance directly and in writing with the CRO.
Before the official campaign period commences, candidates are permitted to engage in certain activities without the need for prior approval from the elections administrator or adherence to campaign rules. These activities include:
These pre-campaign activities are not subject to campaign regulations, providing candidates with the opportunity to prepare for the election without restrictions.
a) The official campaign period begins immediately after the conclusion of the candidate orientation session and continues until the campaign period is closed and/or polling is taking place.
b) No campaigning may occur after the campaign period is closed and/or polling is taking place.
c) The elections administrator holds the authority to impose restrictions on campaigning during specific dates, times, and at certain locations. These restrictions are put in place to ensure fairness and order throughout the campaign period.
d) It is the responsibility of the elections administrator to organize and schedule an All-Candidates Forum during the campaign period. This forum will be accessible either in-person or online, providing voters with an opportunity to engage with and learn more about the candidates standing for election.
e) Candidates are strictly prohibited from utilizing any resources, equipment, spaces, services, or supplies belonging to the Langara Students’ Union for their campaign activities unless such resources are equally available to all candidates and have been obtained at fair market value.
f) A candidate must not use the offices of the Langara Students’ Union for any purpose related to the election, including for campaign office space; the design, production, or display of campaign materials; or campaign meetings.
g) Clubs, student associations, and collectives established by the Langata Students’ Union or Langara College must not participate, in any official capacity, in a candidate’s campaign, and club, student association, and collective funds may not be used for campaign activities; however, this does not preclude individual student leaders and members of student groups from participating in a private capacity.
h) Members of the board are explicitly barred from offering support to any candidates, ensuring that all candidates are treated equitably and without bias.
i) Staff of the Langara Students’ Union must not participate in any candidate’s campaign for election, so as to ensure that staff are perceived to be unbiased and impartial throughout the election process.
j) Before the conclusion of the campaign period, always before polls open, candidates are required to remove all physical campaign materials from campus and either deactivate or repurpose any social media accounts created for campaign purposes. Additionally, all campaign posters must include a date to ensure timely removal.
k) Candidates’ platform statements will remain on the LSU website during polling.
l) The Electoral Committee, the Deputy Returning Officer (DRO), and staff reporting to the Electoral Committee are responsible for monitoring candidate conduct and ensuring compliance with electoral rules and regulations. Candidates found to be in violation of any candidacy and campaign rules will be disqualified by the Chief Returning Officer (CRO) as per LSU Bylaws
Candidates are required to conduct their campaign independently, as the use of campaign managers is not permitted. This policy is designed to promote fairness and ensure that all candidates have an equal opportunity to present their platforms.
a) Candidates are allowed to engage in the following campaign activities:
b) The following physical campaign materials are permitted:
c) Candidates are permitted to use the following electronic campaign materials:
d) Each candidate may submit a platform statement of up to 125 words to the elections administrator by a deadline specified by the administrator. This statement will be made publicly available on the Langara Students’ Union voting bulletin board, allowing voters to review the candidate’s positions.
a) The following forms of campaigning are explicitly prohibited:
b) Sending unwanted and persistent communication that is abusive, demeaning, or derogatory.
c) Engaging in communication or conduct perceived as bullying, threatening, or intimidating.
d) Displaying disruptive, loud, or aggressive behavior at polling stations, election events, or in the LSU office.
a) A candidate is allowed to spend up to $50 on campaign-related activities. These expenses will be reimbursed to the candidate once the campaign period has concluded.
b) Within 72 hours after the campaign period ends, the candidate must submit a detailed expense report to the elections administrator. This report should be signed by the candidate and include itemized receipts for all campaign expenses.
c) If a candidate receives goods or services for their campaign at a price lower than the market value (such as receiving free or discounted campaign t-shirts from a friend or family member who owns a t-shirt printing service), the candidate must report these items to the elections administrator. The elections administrator will then assess the fair market value of these goods or services and count it towards the candidate’s total campaign expenses.
d) If the Langara Students’ Union incurs costs beyond its reasonable control due to a candidate’s actions—such as expenses for maintenance or repair of student spaces or college property caused by the candidate or someone associated with their campaign—these costs will be evaluated by the elections administrator and added to the candidate’s total campaign expenses.
e) For any paid subscription-based service (such as web hosting or graphic design services) used by a candidate for campaign purposes, the fair market value will be considered as one month’s subscription fee, even if the candidate paid for a longer period or subscribed during the campaign period.
a) The elections administrator is responsible for setting the dates and times for voting, following the guidelines established in the elections policy. Voting will be conducted on campus using physical ballots only.
a) Voting will take place exclusively at a designated Voting station on campus. The elections administrator must establish the voting stations location and times that maximize voter participation. The stations will be set up in an area that is easily accessible to ensure that all eligible members have the opportunity to vote.
b) The elections administrator must ensure that the voting station is equipped with the necessary materials and staffed appropriately to allow voters to cast their ballots in an efficient, secure, and private manner. Voters should receive clear instructions on how to mark their ballots to ensure they are correctly submitted.
c) At least four weeks before the voting period begins, the elections administrator or Chief Returning Officer must submit a staffing request to the executive director specifying the number of staff needed and the hours they will be required to work at the voting station.
a) The elections administrator must provide easy-to-understand instructions at the voting station, guiding voters on how to complete and submit their ballots. This includes ensuring that the ballot system is user-friendly and that voters are well-informed about the process.
b) The voting station will be monitored by the elections staff and CRO to maintain the integrity and security of the voting process, ensuring fairness throughout the election.
a) Election staff are required to attend a mandatory training session conducted by the elections administrator at least one week before the voting period begins. This training will provide them with a comprehensive understanding of the policies, procedures, and rules they are expected to follow during the election.
b) Election staff must take every reasonable measure to ensure that electors have full confidence in the impartiality and fairness of the electoral process. To maintain this standard, election staff must adhere to the following guidelines:
a) The elections administrator must ensure that only eligible voters are allowed to cast their votes, and that each eligible voter is permitted to cast only one vote. Every reasonable measure must be taken to uphold these standards.
b) Voters must present their physical student ID when registering to vote.
a) A candidate’s name shall appear on the ballot with the candidate’s surname first, followed next by the candidate’s preferred first or given name, followed lastly by either the candidate’s middle or additional given names, or initials for them, all as provided by the candidate for that purpose on their nomination form.
b) In the event of a tie between two candidates, a mandatory recount will be conducted. If the tie remains after the recount, the candidate with the fewest “no” votes shall be declared the winner, as this method is considered fairer and more impartial. If the candidates have an equal number of “no” votes, the Chief Returning Officer (CRO) will determine the final method to break the tie, as they are the expert in election procedures and can ensure the fairest protocol is followed.
c) The order in which candidates are listed on the ballot shall be random.
d) The elections administrator may determine additional explanatory text to appear alongside any election that appears on the ballot.
7. BALLOT COUNTING AND RESULTS
a) After the voting period has ended, the Chief Returning Officer will oversee the counting of the ballots. This process must be transparent and conducted in the presence of the DRO. If a candidate has submitted a scrutineer form to appoint a scrutineer, that individual must be present at the designated location and time provided for the ballot count. Once the doors are closed, no one will be allowed to enter.
b) During the ballot counting, the elections administrator must carefully review the results and investigate any discrepancies or irregularities before moving forward.
c) After the ballots have been counted and any anomalies addressed, the elections administrator will publish the preliminary results as soon as possible. These results will be clearly marked as preliminary, indicating that they are subject to change pending the resolution of any complaints or appeals and the formal presentation of the results to the board of directors.
d) Within ten business days of the preliminary results being published, the elections administrator must transmit the official election results to the board of directors and the executive director. The election results will become official immediately upon submission, with no further approval or ratification required.
8. DECISIONS AND CLARIFICATIONS
a) The elections administrator has the authority to make decisions and provide clarifications regarding the election policy, procedures, and any other established rules. These decisions and clarifications can be made at the CRO’s discretion, without needing a candidate’s complaint or report to prompt them.
b) When a ruling or interpretation by the elections administrator results in the creation or modification of an election rule, it must be documented in writing and published.
a) Candidates may file complaints with the Chief Returning Officer or if they suspect irregularities or rule violations in the election process, including issues involving other candidates.
b) It is the complainant’s responsibility to prove that the alleged irregularity or rule violation had a significant impact on the election.
c) The Chief Returning Officer can initiate an investigation into suspected irregularities or rule violations on their own, even without a formal written complaint, and will have the authority to require responses and impose penalties as needed.
d) Upon receiving a written complaint, the Chief Returning Officer must share it with the respondent and any other relevant parties, who will then have the opportunity to provide written responses.
e) If additional information is needed, the Chief Returning Officer may conduct further investigation. Cooperation is required from all candidates, student executives, board members, campaigners, and Langara Students’ Union employees.
f) The Chief Returning Officer must issue a written decision on the complaint, detailing the decision, reasoning, and any penalties imposed. This decision must be communicated to all parties involved and published on the Langara Students’ Union website. The decision is binding even if an appeal is underway
a) If a complainant or respondent believes that the Chief Returning Officer made an error in handling a complaint, they may appeal the decision. The appeal application must include:
b) Upon receiving an appeal application, the Chief Returning Officer will review it to determine if the original decision was erroneous. They may request written responses from involved parties.
c) The Chief Returning Officer will issue a written decision on the appeal, stating whether it is upheld or overturned, the reasons for the decision, and any adjustments made to the original ruling if the appeal is successful.
a) The Chief Returning Officer can impose penalties on candidates for infractions, including breaches of campaign rules or other election policies. The Chief Returning Officer has full discretion in determining the appropriate penalty.
b) Penalties will be based on whether the infraction is deemed minor or serious:
c) For first or minor infractions, the Chief Returning Officer may choose to issue a warning rather than a penalty.
d) Possible penalties include:
e) Penalties will not include altering vote counts or financial penalties related to campaign expenses or reimbursements.
f) If multiple candidates commit serious infractions that compromise the integrity of the election, the Chief Returning Officer may disqualify several candidates or invalidate the election.
| Approved: | July 12, 2013 |
| Effective: | July 12, 2013 |
| Review Date: | April 1, 2014 (tentative) |
| Updated: | TBA |
| July 31, 2013 Section 4.4.4.1 of this policy was updated to reflect current practices. Approved by Resolution of Council on July 31, 2013. |
| July 12, 2013 This is a new policy approved by Council resolution to support the updated Bylaws which came into effect on March 1, 2013. |
| B2000 – 2011 | Roles and Duties Policies for Directors |
| B2025 | Electoral Committee Terms of Reference |
| B2500 | Elections, By-elections and Referenda |
| B2520 | Candidacy and Campaigning |
| B2530 | Chief Returning Officer |
| B2050 | Stipends and Timesheets |
| B1003 | Council Code of Conduct |
| B1005 | Oath of Office |
| B1006 | Discipline |
Not applicable.
Policy No.: B2520
Category: Council and Self-Governance
Effective Date: July 12, 2013
Members who wish to stand for election for Langara Students’ Union (LSU) Council must meet LSU candidacy requirements and processes to be declared official candidates and have their names appear on the ballots. Additionally, throughout the pre-campaign and campaigning period, candidates must conduct themselves in a manner becoming of LSU representatives and consistent with the regulations of this policy. Misconduct may result in disqualification. Finally, elected members and/or incumbents must complete additional steps prior to becoming official members of Council such as signing the Code of Conduct and swearing the Oath of Office.
Per Bylaw Article9.1.1 (iv), the Chief Returning Officer (CRO), if any, has the authority to change or cause to be changed this Policy as the CRO sees fit to conduct elections or by-elections, so long as the changes do not contradict LSU Bylaws.
2.1 It is important to the fairness and integrity of the electoral process to have and enforce uniform rules that apply to all candidates and those seeking candidacy.
2.2 As a member-led organization Langara Students’ Union (LSU) promotes a high level of Council accountability and it is in members’ best interest to have individuals held to high standards of ethical behaviour and conduct.
2.3 It is important that the electoral process and rules reflect the values and mission statements of LSU as referenced respectively in Policies A1002 and A1001.
2.4 This Policy provides greater detail about the candidacy and campaigning so that those seeking election know how to appropriately conduct themselves.
3.1 Scope
This Policy applies to LSU members who wish to run for election for LSU Council. It mainly deals with LSU processes and member conduct expectations throughout the electoral period.
This Policy does not apply to the eligibility screening process but rather picks up where Policy B2510, Electoral Eligibility leaves off.
3.2 Definitions
3.2.1 Members At Large (MAL)
Members At Large representatives attend each Council meeting to develop and implement programs, services, activities and initiatives that create a welcoming environment for, and promote the education, awareness and inclusion of, issues impacting students who may otherwise face discrimination or barriers to successful social inclusion and integration. Members At Largeserveyear-round, even when Council is not in session. There are seven elected Members At Large positions. Three of the seven General Members are designated to serve as the International Students’ Representative, Indigenous Students’ Representative, the Diversity and Inclusion Representative. The three designated positions and the four General Representatives collectively are the Members At Large Representatives as per Bylaw 6.2.2.
3.2.2 All-Candidates Forum
An event held during the election campaigning period where candidates can introduce themselves, share their platform statements, and answer questions from member present.
3.2.3 Application and Applicant
The ‘application’ refers to the documentation submitted as well as the completed and signed forms as may be required at the time of application. This includes a resumé, curriculum vitae (or similar), cover letter, list of references combined with their contact information, and any other documentation provided. Likewise, the member submitting the application is referred to as the ‘applicant.’
3.2.4 Candidates and Candidacy
Candidates are individual LSU members who have (a) met the requirements of eligibility as may be required per Policy B2510, Electoral Eligibility, and (b) who have successfully completed additional steps and met requirements and criteria as set out in this policy. Candidacy refers to the state of being an official electoral candidate for a specific position on LSU Council.
3.2.5 Campaigning and Campaigning Period
Campaigning refers to the act of directly or indirectly promoting oneself for election. The Campaigning Period is the time between the confirmation of the candidacy of individual candidates (when campaigning is open) and the close of the campaigning period.
3.2.6 Chief Returning Officer
The CRO is an impartial third party that is hired on contract to ensure the integrity of the election process and the conduct of open, fair, and impartial elections, by-elections and referenda in accordance with Langara Students’ Union (LSU) Bylaws, policies, and procedures.
3.2.7 Members At Large
Members At Large are elected, voting members of Council and are responsible for attending Council meetings, responsibly exercising their vote, and serving on at least two Committees of Council. Council members serve only when Council is in session, which is usually October through April unless special meetings are called. Out of the seven (7) “Members At Large” seats on Council, three (3) are reserved on a preferential basis for members who identify as students who are international, Indigenous and who represent Diversity and Inclusion membership constituency on campus asper Bylaw article 6.2.2
3.2.8 Electoral Committee
The Electoral Committee is a standing committee of Council with the roles, composition and powers as set out in Policy B2025, Electoral Committee Terms of Reference.
3.2.9 Executive Director
The Executive Director (ED) is the only hired employee of Council and is included in the Collective Bargaining Agreement. The ED is responsible for leading all LSU operations and supporting Council members who have programming, service and project portfolio duties. Staff report to the ED, unless Council opts to not hire an ED, in which case Council is supported directly by Staff.
3.2.10 ‘In Good Standing’
Per Bylaw Article 2.4, a member ‘in good standing’ is one who has met the requirements for membership and is not otherwise suspended or expelled from membership in the Union. Per Article 2.1, this also means that the member is a student of Langara who has registered in at least one (1) three-credit course for the current College semester and paid fees to the Union.
3.2.11 Executive Board
The Executive Board members are elected, voting positions on Council who work very closely with the ED, if any, and Staff. The Executive Board has oversight and managing duties and serves year-round. Listed alphabetically, the Executive Board of LSU are the President, Vice President Finance and Administration, Vice President Internal, Vice President Student Life, and Vice President External Affairs collectively the Executive Board.
3.2.12 Nominee and Nominator
A nominee is an LSU member in good standing who has been duly nominated for candidacy for a specific position on Council in an election or by-election. A nominator is an LSU member in good standing who has duly nominated a nominee for candidacy in an election.
3.2.13 Pre-candidacy Period
The pre-candidacy period is the time between the announcement of the election or by-election and the Call for Nominations.
3.2.14 Qualifying Period
Members who would like to become candidates for an Executive Board position or A designated position such as the Indigenous Student Representative or the International Student Representative must satisfy that they meet certain requirements as set out in Policy B2510, Electoral Eligibility. The Qualifying Period refers to the span of time when those members are being screened for eligibility for candidacy. There is no qualifying period for those seeking candidacy as non-designated Member At Large positions.
3.2.15 Screening Period
The Screening Period takes place at the same time as the Pre-Candidacy Period but it is a different process. The Screening Period commences at the end of the Qualifying Period and refers to the time span when a Screening Sub-committee of the Electoral Committee ensures that those who wish to run for an Executive Board or designated Member At Large position meet certain baseline criteria as set out in Bylaw and Policy. There is no Screening Period for those who seek candidacy for a non-designated Member At Large position.
3.2.16 Screening Committee
The Screening Committee refers to the Electoral Committee or designated screening group or individual responsible for making decisions on eligibility requirements as described in Policy B2510, Electoral Eligibility.
3.2.17 Staff
Staff refers to those who are employed as Regular Staff under the Collective Bargaining Agreement.
4.1.1 As elections take place at the start of the Fall semester which is the busiest time of year for LSU, members are encouraged to access as much information about elections online.
4.1.1.1 All electoral information and policies will be posted on the LSU website as of the date the elections or by-elections are announced. Additionally, users can print copies of LSU Bylaws and policies available on the website.
4.1.1.2 LSU Staff do their utmost to keep up with front desk traffic, but members who wish to get information in person are asked to keep in mind that immediate service cannot be guaranteed during this busy time.
4.1.2 Members who would like to be nominated but require extraordinary assistance or accommodation in accessing forms and/or completing the nomination requirements on account of a disability may ask for additional assistance by contacting the LSU front desk no later than two (2) days prior to the close of nominations. However, in no event can LSU staff, volunteers or Directors collect nomination signatures on behalf of members seeking election.
4.2.1 Nominees must be members of LSU ‘in good standing.’
4.2.2 Nominees cannot be an employee of LSU.
4.2.3 Nominees may only be nominated for one (1) position, and that position must be made clear on the nomination form prior to collecting nominations from fellow LSU members.
4.2.4 Nominees for the Executive Board positions, International Students’ Representatives and Indigenous Students’ Representatives must have already passed the pre-candidacy eligibility screening process as set out in Policy B2510, Electoral Eligibility. The Electoral Committee or CRO will confirm that they are on the approved eligibility list. In no event will those who have not been screened and approved for eligibility during the Qualifying Period be considered for nomination for Officer and Advisor positions, unless the CRO has decided in advance to extend the deadline for eligibility screening.
4.2.4.1 Members running for the Member At Large non-designated positions do not need to be screened for eligibility per policy 2510, Electoral Eligibility, however, those wishing to run for one of the “Reserved Member At Large Positions” per Bylaw 6.2.2 (i), (ii), (iii) must identify as a student who is international or Indigenous.
4.2.5 Nominees must submit the official LSU ‘Nomination Package’ by the published deadline. No exceptions.
4.2.5.1 The Nomination package is available at the LSU front desk.
4.2.5.2 Members wishing to run in the election or by-election must be nominated by not less than fifteen (15) other LSU members ‘in good standing.’Furthermore, for verification purposes, the nominators must legibly complete the nomination form using their full legal name and student ID number.
4.2.5.2.1 Nominees are encouraged to collect more than fifteen (15) nominees in the event that the status of a nominator cannot be verified or is determined to be ineligible to nominate the candidate.
4.2.5.2.2 Nominees are not given an opportunity to collect more nominator signatures and information if the nominee fails to achieve fifteen (15) eligible, verifiable nominators.
4.2.5.3 For verification purposes, the full legal name of the nominee must appear on the nomination form and the personal information on the form must be legible. If a member wishes to run using their adopted name or nickname, this name will appear in brackets on the ballot beside their legal name. Nominees must fill out and submit a change of name request form with their nomination packages.
4.2.5.4 Accurate and up-to-date contact information must be included on the nomination form. All communication to the nominee applicants will be directed to the email and/or phone addresses as submitted on the form. Failure on the part of the nominee applicant to submit accurate information or submit updated contact information is not grounds to challenge any ruling of the Electoral Committee, the CRO, the DRO or LSU Staff.
4.2.5.5 Nominees must prove that they are members of LSU in good standing by producing a valid Langara College Student Photo Identification Card (Student ID Card). Furthermore, since the Student ID Card does not have an expiry date, the nominee must also submit a copy of their “My Langara” class schedule.
4.2.5.6 Platform statements must be submitted in person with the nomination packages by the nominee no later than the nomination deadline. No exceptions.
4.2.5.7 Nomination forms must be completed and signed by the member seeking nomination.
4.2.5.8 Nominations will include a signed statement that the nominee (should they meet nomination requirements and be declared an official candidate) will abide by all LSU electoral rules, procedures, conduct requirements, policies and Bylaws. Failure to do so will result in immediate rejection of the nomination application.
4.2.5.9 Submission of a nomination package does not guarantee approval of the nomination.
4.2.6 Nominees are not official candidates until their nomination packages have been processed and approved.
4.2.6.1 Nomination packages are processed by the Electoral Committee under the direction of the CRO, or Staff under the Direction of the Electoral Committee.
4.2.6.2 Decisions of the Electoral Committee, CRO or Staff assigned to process nomination packages will be communicated to the nominee using the contact information on the form.
4.2.6.3 A nominee deemed an ‘eligible candidate’ becomes an official candidate upon the date that written confirmation is sent from the Electoral Committee or CRO as appropriate The names of approved nominees will be added to the list of candidates. This list is published.
4.2.6.4 A nominee deemed an ‘ineligible candidate’ is denied candidacy for the election upon the date that notification from the Electoral Committee or CRO is sent. Ineligible candidates are not permitted to campaign, nor will their names appear on the electoral ballot.
4.2.7 Candidacy and Campaigning Requirements
4.2.7.1 Candidates will follow all electoral regulations found in LSU Bylaws, policy and other rules as published. This includes adhering to LSU Policy C1000, Member Code of Conduct. The CRO has complete authority to oversee the elections and regulate appeals. Candidates must conduct themselves in a respectful manner throughout the election.
4.2.7.2 All candidates must attend an ‘All Candidates Forum.’
4.2.7.2.1 Failure to fully attend the All Candidates Forum will result in immediate disqualification of that candidate.
4.2.7.3 Campaigning may only occur during the posted dates approved for campaigning.
PLEASE NOTE: Section 4.2.7.4 has been temporarily suspended by Council and replaced with the following:
Be it resolved that section 4.2.7.4 of Policy B2520: Candidacy and Campaigning be suspended for the duration of the Fall 2024 Election;
Be it further resolved that for the duration of the Fall 2024 Election, the following policy will apply regarding online campaigning:
(a) Candidates may engage in online campaigning, subject to the other provisions of Policy B2520; Candidacy and Campaigning. This includes but is not limited to, the use of Facebook, Twitter, Youtube, and other social media.
(b) Candidates may not send unsolicited emails or other electronic messages to electors, including through the use of emails mailing lists.
(c) Candidates may not use the online resources of the LSU, of clubs, or of other student organizations when campaigning.
(d) Notwithstanding any other provision in Policy B2520: Candidacy and Campaigning, candidates may engage in online campaigning during the polling period.
4.2.7.4 In accordance with Bylaw Article 9.16.3, online nominations, campaigning and elections are not permitted. This means that no computerized, electronic or social media campaigning is allowed.
4.2.7.5 Candidates must campaign on their own behalf: No campaign managers are allowed. This promotes equal opportunity for all candidates.
4.2.7.6 Candidate’s campaign is prohibited from defaming any Student, Member, Director, Langara College faculty, staff of LSU, Candidate or any other person, whether orally, through campaign materials or otherwise as per Bylaw 9.8.2.
4.2.7.7 Campaign expenses must not exceed the maximum $50 limit including items donated as part of the candidates’ campaign materials.
4.2.7.8 No campaigning may occur after the campaign period is closed and/or polling is taking place.
4.2.7.9 Candidates will spend no more than the amount permitted by the Electoral Committee on campaign expenses as communicated in the nomination package. This is at the candidate’s own expense.
4.2.7.9.1 Upon request, Candidates must produce receipts accounting for all campaign expenses.
4.2.8 The Electoral Committee and/or DRO, reporting to the CRO, or Staff, reporting to the Electoral Committee monitor candidate conduct and compliance with electoral rules and regulations.
4.2.8.1 Those found to be in violation of any of the candidacy and campaign rules will be disqualified by the CRO per LSU Bylaw 9.1.1 (iv) and 9.13.1. The disqualified candidate will not be eligible for election.
4.2.8.2 No candidate is allowed to harass, intimidate, belittle, or threaten the CRO, DRO, Electoral Committee members, polling sitters, LSU volunteer, board members of the LSU and/or LSUStaff. The CRO has the authority to disqualify candidates who violate the LSU policies and Bylaws as outlined in Bylaw 9.1.1 (iv).
Candidates will be disqualified for the following misconduct:
(i) sending unwanted persistent communication that is, abusive, demeaning, and derogatory.
(ii) Engage in communication or conduct that is perceived as bullying, threatening or intimidating.
(iii) Disruptive, loud, and/or aggressive conduct at the polling station, election events or at the LSU office.
4.2.8.3 Members wishing to alert the Electoral Committee of candidate or campaign misconduct must do so in person or in writing by contacting the Chief Returning Officer at cro@lsu.bc.ca. If there is no CRO then communication should be sent to the Electoral Committee.
4.2.9 Candidates must remove all campaign materials on display including posters by the deadline posted and always prior to when the polls open.
4.2.9.1 Candidates’ platform statements will remain on the LSU website.
4.3.1 At the close of the campaign period candidates must cease all campaign efforts. Candidates must adhere to clause 4.2.8.2 of this policy.
4.3.2 Candidates found campaigning during polling will be disqualified from the election.
4.4.1 Per Bylaw Article 6.7.1, disqualified candidates are permitted to appeal the decision provided certain conditions are met.
4.4.1.1 Rejected or disqualified candidates will have seventy-two (72) hours or until the close of campaigning and voting, whichever is sooner, to appeal the decision.
4.4.1.2 Disqualified candidates address their appeal to the CRO (cro@lsu.bc.ca), if any, or the Electoral Committee, if no CRO is in place. Appeals must be submitted in electronic format by email or in print format in person to the LSU head office by the deadline. Appeals must be signed by the disqualified candidate. No exceptions will be made unless arranged in advance directly and in writing with the CRO.
4.4.1.3 Appeals will include the full legal name of the disqualified candidate.
4.4.1.4 Appeals will cite the reason for appealing the disqualification, including any counter-evidence available.
4.4.1.5 The CRO, athis or her sole discretion, will determine how the case will be deliberated and make the final ruling. Unless otherwise communicated in writing, the CRO will be the only point of contact with the member appealing the decision during this time.
4.4.1.6 The CRO may delegate any of the appeal processes or tasks to the Electoral Committee. If this is delegated, the decision of the Electoral Committee is final.
4.4.1.7 The CRO will inform the DRO of all outcomes and involve the DRO at any point deemed appropriate and necessary.
4.4.2 Candidates who are disqualified in the fall election are not eligible to run in another election or by-election of the same academic year. Candidates who are disqualified in a by-election are not eligible to run in another election or by-election held during the same or following semester.
4.4.2.1 The DRO will be in charge of keeping records in accordance with the BC Personal Information Privacy Act and LSU policies on privacy and confidentiality. Furthermore, the DRO will bring forward the record of decisions to the CRO in future election cycle(s).
4.5.1 Candidates may withdraw themselves from the election or by-election.
4.5.1.1 Candidates who wish to withdraw must do so in writing, addressed to the CRO, and received no later than forty-eight (48) hours prior to when the polls open.
4.5.1.2 For logistical reasons, notices of withdrawal received later than 48 hours prior to when the polls open will not have their name removed from the ballot.
4.5.1.2.1 Votes cast in favor of the withdrawn candidate will not be counted toward the results for that position.
4.5.1.3 Candidates who have withdrawn cannot re-enter the same election or by-election.
4.6.1 The CRO may change or extend the dates of elections or any of the deadlines leading up to election polling as the CRO deems fit.
C1000 Code of Conduct
B2510 Eligibility
| Approved: | July 12, 2013 |
| Effective: | July 12, 2013 |
| Review Date: | April 1, 2013 (tentative) |
| July 12, 2013 | This is a new policy approved by Council resolution to support the updated Bylaws which came into effect on March 1, 2013. |
| A1001 | Mission Statement |
| A1002 | Values Statement |
| B2000 – 2011 | Roles and Duties Policies for Directors |
| B2025 | Electoral Committee Terms of Reference |
| B2500 | Elections, By-elections and Referendam |
| B2510 | Electoral Eligibility |
| B2530 | Chief Returning Officer |
| B2050 | Stipends ad Timesheets |
| B1003 | Council Code of Conduct |
| B1005 | Oath of Office |
| B1006 | Discipline |
Not applicable.
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