By-Election Process

Looking to add a new role to your committee or fill a vacant position? This guide outlines the steps you’ll need to follow to run a by-election.

Step One: Committee Meeting

In line with the student group standing orders, you must hold a chaired student group meeting where the committee discusses and agrees to add a new committee role or fill a vacant position.

• Minutes must be taken during the meeting.
• Please email the minutes to studentgroups@roehamptonsu.com.
• In the meeting minutes, clearly state which role(s) will be filled through the by-election.

Step Two: Constitution Update

(Only required if you are adding a new role, not if you are filling an existing vacancy)

If you are creating a new committee role, your constitution must be updated to include:

• The new role title(s)
• A clear description of responsibilities

Please email the updated constitution to studentgroups@roehamptonsu.com. This will be submitted to the Student Groups’ Panel for approval. Once approved, you may proceed to Step Three.

Step Three: By-Election

You must hold a by-election to ensure all eligible members have the opportunity to vote. The process is outlined below:

1. Submit an event proposal for the election so that a room can be booked for you.
2. Once approved, announce the election to all group members at least 10 working days in advance. This can be done via email, social media, or another appropriate communication method.
3. During the election:
   • Each candidate should be given equal time to explain why they are suitable for the role (we recommend a minimum of 90 seconds per candidate).
   • Members should be given the opportunity to ask questions. The committee may decide how this is structured, provided fairness is maintained.
4. Voting can take place in one of the following ways:
   • a. Group-run voting:
      The group may conduct its own vote using an online platform (e.g. Microsoft Forms). If this option is chosen, you must complete the attached form and send it to studentgroups@roehamptonsu.com, reporting:
     • The number of votes received by each candidate
     • The elected candidate
     • Student ID numbers of voters (to verify membership status)
     • If multiple roles are being elected, a separate form must be completed for each role.
   • b. SU-run voting:
      The Students’ Union can set up and manage voting internally via the SU website.

Please note: Only paid members are eligible to stand in and vote in elections.

Step Four: Set-Up and Activation

Once all documentation has been received and approved:

• Newly elected committee members must complete the required training and paperwork, which will be provided via email or accessible through Freshdesk.
• After completion, the Students’ Union will add the new committee member(s) to the system, and they will be officially active in their role.