Candidate Handbook

Important dates and times

Call for nominations
Monday, December 10, 2018, at 8 a.m.*

Deadline to receive nominations
Tuesday, January 15, 2019, at 5 p.m.

Chief Referendum Officer (CRO) issues official list of candidate groups
Wednesday, January 16, 2019

Mandatory meeting between Referendum Committee and all officially listed Candidate Groups
Thursday, January 17, 2019

Campaign period begins
Thursday, January 17, 2019

Public forum with all Candidate Groups at Roger Guindon campus
Monday, February 4, 2019

Public forum with all Candidate Groups at UCU
Tuesday, February 5, 2019

Campaign period ends
Sunday, February 10, 2019, at 11:59 p.m.

Online voting 
From Friday, February 8th to Monday, February 11, 2019, 8pm

CRO announces the results of referendum
Tuesday, February 12, 2019

* Note that all times listed are Eastern Standard Time (EST)


Eligibility to run as a Candidate Group in the referendum on the selection of the undergraduate student association

To be eligible to run in the referendum, the Candidate Group must:

  • Present a group of at least four students who are enrolled as full- or part-time undergraduates when the nomination is submitted, and who will continue to be enrolled as such during the winter 2019 term.
  • Commit to running elections to choose elected officials from within the chosen association during the winter 2019 term.
  • Submit the names of 10 undergraduate students who endorse the nomination.
  • Commit to provide services in both official languages.
  • Commit to incorporate as a non-profit organization within 10 days of winning the referendum.

Nominations

The nomination form is the first document each Candidate Group is required to submit to the Chief Referendum Officer (CRO) , who must receive the completed nomination form no later than 5 p.m. on Tuesday, January 15, 2019.

Any Candidate Group that submits an incomplete nomination form, or submits a form after the deadline, will be rejected.

A Candidate Group may withdraw its nomination by sending a statement signed by all Candidate Group members to the CRO by email at: lucie.allaire@uottawareferendum.ca no later than 5 p.m. on Monday, February 4, 2019.

Announcement of the official candidate list

On Wednesday, January 16, 2019, the CRO will announce the list of approved Candidate Groups.

Referendum Committee

A Referendum Committee comprising the CRO and at least three undergraduate students, currently enrolled at the University of Ottawa, will oversee the referendum.

Campaign rules

Campaigning is defined as the process of distributing, advertising, exhibiting, presenting, broadcasting, or soliciting to directly promote a given Candidate Group.

The campaign period will begin at 8 a.m. on Thursday, January 17, 2019. Candidate Groups may only campaign if the CRO has officially notified them that their candidacy has been approved.

Each Candidate Group has the right to campaign and inform the students of their candidacy.

Candidate Groups are forbidden from using distribution lists containing @uottawa.ca (with or without faculty names, e.g. @telfer.uottawa.ca) to solicit the student population during the referendum. Candidate Groups are not authorized to send unsolicited emails to these addresses.

The Candidate Group’s official spokesperson must submit all campaign materials, posters, communiqués, banners, leaflets, etc. and any other promotional material to the CRO for approval. These documents may be submitted to the CRO by email at (insert email), and each item will need to bear the approval signatures of the CRO and of the official spokesperson of the Candidate Group. The CRO may refuse any item that the CRO considers libellous or whose origins or author is unclear.

Posters may be mounted only in the designated posting areas of the University.

The CRO must approve any material that will be published on the Candidate Group’s website or social media accounts.

The CRO will hold one public forum where the chair or official spokesperson of each Candidate Group will be invited to speak and answer questions. The CRO will set the location and date of this event. Additional forums may be held at the discretion of the CRO.

The University of Ottawa will allocate $500 to each Candidate Group for the purposes of campaigning. Candidate Groups are strictly limited to this budget: they will not be allowed to spend any additional funds from any sources, and may not solicit donations or use their own funds.

Candidate Groups may use social media, such as Facebook, Twitter and other social networks, but in doing so, they must comply with the campaign rules. The Referendum Committee reserves the right to monitor any Candidate Group’s use of social media.

Candidate Groups may not campaign in class unless authorized by the professor, and campaigning is not allowed in libraries, residences, gyms, cafeterias and food courts.

Candidate Groups must not allow their supporters to destroy, deface, move, cover or remove any form of publicity installed by other Candidate Groups.

Candidate Groups may not engage in personal attacks of any kind on any forum and may not encourage others to do so. They must use respectful language to run an informative campaign that will allow undergraduate students to choose the body that will represent them.

The following activities will be considered prohibited behaviour:

  • Interfering in the operations of lectures, seminars, labs, offices, or other normal functions of the University.
  • Damaging or defacing any property, including campaign material from other Candidate Groups.
  • Campaigning in any of the residences, libraries, gyms, cafeterias or food courts, or any other location prohibited by the Referendum Committee.
  • Addressing a class without the prior permission of the instructor or professor.
  • Actively distributing campaign material without the prior approval of the official spokesperson for the Candidate Group and the CRO.
  • Third-party financial support to, or participation in, the campaign on behalf of a Candidate Group.
  • If any member of a Candidate Group engages in prohibited behaviour, the Candidate Group will be subject to:
  • an immediate verbal warning to all members of the Candidate Group. The CRO will document the incident and issue a written notice to the Candidate Group to that effect.
  • in the case of a second offence, potential loss of any refund of the Candidate Group’s expenses. The CRO will document the incident and issue a written notice to the Candidate Group.
  • in the case of a third offense, potential immediate disqualification of the Candidate Group. The CRO will document the incident and, after consulting with the Referendum Committee, will issue the decision to the Candidate Group in question.

Contesting the results

  • Any undergraduate student enrolled in the winter 2019 term who has reason to believe that the referendum procedures or rules as outlined in this document, or any orders issued by the CRO, have been violated may send a formal written complaint to: lucie.allaire@uottawareferendum.ca. Anonymous complaints will not be accepted.
  • The CRO will investigate the complaint at her discretion and, in consultation with the Referendum Committee, shall take appropriate action.

Budget

The University will allocate $500 to each Candidate Group to cover the cost of developing and printing campaign material in order to conduct its campaign. These funds may not be used to pay any salary or remuneration. To ensure a fair referendum, Candidate Groups must not use any other sources of funding to run their campaign. Candidate Groups must submit original receipts to the CRO to obtain reimbursement for the purchase of campaign materials.

Third party participation

Third parties will not be allowed to participate. Only undergraduate students enrolled in the winter 2019 term at the University of Ottawa may campaign.

The CRO, in consultation with the Referendum Committee, reserves the right to revoke the nomination of any Candidate Group that solicits, encourages or endorses the participation of a third party.

Online voting

Complete instructions on how to vote online will be published in early January.

Final results

The CRO will announce the results of the referendum on Tuesday, February 12, 2019, or as soon as the results are available.

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