Procedure for the provision of student data for the purpose of compiling the Electoral Register, for the distribution of political party literature on campus and canvassing

The Procedure

In drawing up this procedure Loughborough University is seeking to engage proactively with political parties and candidates and to ensure that the student population is sufficiently informed about the political process so that they are enabled to participate in it if they so wish.

Electoral register

  1. In October each year, Loughborough University will supply Charnwood Borough Council with the names, addresses and nationality of all eligible students who are known to be living in halls of residence on the qualifying date for the annual update of the electoral register.
  2. For this and other purposes, halls of residence are currently defined as Butler Court, Cayley, David Collett, Elvyn Richards, Falkner Eggington, Faraday, Forest Court, Harry French, Hazlerigg and Rutland, John Phillips, Robert Bakewell, Royce, Rutherford, Telford, The Holt, Towers, William Morris and William Morris – Somerton.
  3. It is open to students and any resident to notify the Borough Council of any errors or updates to the Register subsequently during the year.
  4. These arrangements are communicated to students in the Student Handbook which is available on the University website at: http://www.lboro.ac.uk/admin/ar/student/handbook/onepage/index.htm
  5. For all other students, normal electoral registration processes apply.

Canvassing / “Getting out the vote” / Other contact during elections

  1. Candidates, their agents and their supporters are free to canvass or make personal contact with students for election purposes in public places on campus.
  2. Public spaces are defined as any open area on campus plus the following areas in buildings:  
    • - Edward Herbert Building (EHB) ( excluding offices / lecture rooms / teaching space )
    • - The “Hub” in the new Car Park 7 Residential Development in Village Park
    • - Martin Hall entrance and Taste Cafe area ( excluding offices / lecture rooms / teaching space )
    • - Whitworth reception and meeting room area only.      
  3. Candidates, their agents and their supporters will not be given access to halls of residence.
  4. For this and other purposes, halls of residence are currently defined as Butler Court, Cayley, David Collett, Elvyn Richards, Falkner Eggington, Faraday, Forest Court, Harry French, Hazlerigg and Rutland, John Phillips, Robert Bakewell, Royce, Rutherford, Telford, The Holt, Towers, William Morris and William Morris – Somerton.
  5. Candidates and / or their agents,  are asked to inform University Security prior to canvassing on campus and to indicate how many other supporters are accompanying them.

Distribution of party political literature

  1. All election material must comply with the appropriate statutory guidelines.

Posters

  1. No poster that contravenes a University policy will be displayed.
  2. Posters should not be attached to trees, lamp posts, the outside of buildings, signage nor phone boxes and may not be displayed in communal areas of the halls of residence.  Posters may only be displayed on designated notice boards in the locations specified in schedule 1 below.
  3. Candidates and agents are reminded that, if a polling station is located on campus, then they must comply with the appropriate statutory guidelines. This includes not displaying election material in the polling station, or areas leading to it, on election day.

Postal material

  1. Space will be made available for literature to be collected from the University post room in the week before the election.
  2. Staff from Imago Services will assist in distributing any bulk mail deliveries to communal areas in halls of residence. 
  3. If material arrives addressed to individual students then this will be treated as any other mail and placed in pigeon holes, however, given that this may involve large quantities of mail candidates will be asked to bundle post wherever possible to assist in dissemination and to allow sufficient time for this.
  4. Material arriving with the university later than one week before the election cannot be guaranteed to be delivered.

Limitations

  1. This procedure does not seek to make the University responsible for ensuring students will participate in the democratic process.  However, it will provide  information to allow students to do this for themselves.
  2. This procedure does not commit the University to arranging debates or hustings for political parties.  This does not preclude individual members of the University from doing so if they wish.

Members of the University are defined within the University Charter and can be viewed at:

http://www/lboro.ac.uk/admin/ar/calendar/cs/charterstats.htm#st2

  1. Any meeting must comply with the Code of Practice on Meetings on University Premises and on the Premises of Loughborough Students’ Union. This can be viewed at:
    http://www.lboro.ac.uk/admin/ar/student/exams/cop/meetings.htm
    and is also reproduced below in Schedule 2.
  2. Any invited external speakers must comply with the University policy on external speakers. This can be viewed at:
    http://www.lboro.ac.uk/admin/ar/policy/externalspeakers/
  3. Any meeting must comply the Code of Practice on Meetings on University Premises and on the Premises of Loughborough Students’ Union. This can be viewed at:
    http://www.lboro.ac.uk/admin/ar/student/exams/cop/meetings.htm
    and is also reproduced below in Schedule 2.
  4. Any invited external speakers must comply with the University policy on external speakers. This can be viewed at: http://www.lboro.ac.uk/admin/ar/policy/externalspeakers/
    and is also reproduced below in Schedule 3.
  5. This procedure does not preclude individual members of the University or student societies from participating in the electoral process.  However, the University, University Committees (including Hall Committees) and its officers (whilst acting in an official capacity) must treat candidates and parties equally and not seek to favour one  over another. This includes not using the lboro.ac.uk domain for election purposes.

Published 29-04-2010