Fall 2016 Election Packet & Guidelines Due Friday, September 9 th @ 4 pm May be emailed to sdenny2@jeffco.edu or turned into the Student Leadership Office, Student Center 204a (top floor). Student Senate Elections: Tuesday, September 13 and Wednesday, September 14 Page 1
Table of Contents Frequently Asked Questions Page 3 Checklist and Campaign Tips Page 5 Application & Student Senate Agreement Page 6 Election Guidelines Page 8 Candidate Flyer Examples Page 11 Candidate Expense Form Page 14 Page 2
Student Senate Fall 2016 Election Packet What is Student Senate? Student Senate is the student governing body of Jefferson College, made up of 16-20 students who are elected to represent the students of Jefferson College. This means that Student Senate addresses matters that affect students and acts as a liaison between students and the college. This is done in several ways: Student Senate members sit on key college committees, listen to what students are saying, sponsor events and activities, and participate in community service. How do I become a member of Student Senate? In September of each year, students run in a college-wide election for open positions, and those with the most votes are elected to two-year terms. The number of open seats varies year-to-year. For 2016 there are at least nine Student Senate seats open. Elections will be held on Tuesday, Sept 13-Wednesday, Sept 14. Any person wishing to run for office should attend one of the two open Student Senate meetings on Friday, September 2 nd or Friday, September 9 th at 12 pm in the Little Theatre in ASI119, which is the normal meeting time for Student Senate. What is expected from Student Senators? A Student Senator is expected to serve a minimum of two hours each week in the Student Senate Office, as well as fully participate in Senate meetings and events. One of those office hours must be scheduled at the same time each week. Here is a list of scheduled meetings and events* all Senators are expected to attend these events: Student Senate meetings will be held every other Friday @ 12 pm (First meeting after election is Friday, September 23 rd, which is also the same day as the Senate Retreat) Committee meetings at established time that works for all members Complete two-hour online Senate training week of Sept 19 th (counts as office hours) Work at informational tables on campus throughout the semester Student Senate Training and Retreat: Friday, September, 23th-Saturday, September, 24th Prom ReDo, Friday, October 7 th Shocktober, Friday, October 28 th Club Awards Night: Tuesday, April 18 th *There will be more events that come up throughout the semester that Senators will be expected to attend. Please note there may be some occasional weekend commitments. Page 3
What do I get out of being a Senator? Student Senate is an organization that rewards your commitment and dedication; here is a list of ways you benefit from joining Student Senate: Marketable skills for transfer applications or your résumé. These skills include: leadership, event planning, communication skills, writing, and group facilitation skills. A Letter of Recommendation from the Student Leadership Office upon successful completion of your Student Senate term. The opportunity to create and lead a campaign to change things on campus. A chance to meet new people and attend conferences. It s a lot of fun! What kinds of characteristics make a good Senator? Student Senate is made up of a diverse group of students, just like the Jefferson College student body. The main characteristics any Senator needs are commitment to being in Senate and the responsibility to follow through on that commitment. It will also take good time management skills and a willingness to learn and be adaptable. All the rest we ll help you with, through training and development opportunities. Okay, I want to join. What now? Great! There are a few requirements all students must meet in order to run for Senate. These are: Maintain a 2.0 GPA, or a C-average from your previous college or high school Attempt and complete six credit hours each semester If you meet those requirements, please fill out the application on page five. This must be turned in to the Student Leadership Office, SC204(a) (top floor of the Student Center) no later than Friday, September 9th at 4 pm. What happens after I fill out my application? NOTE: There is a checklist at the end of this document that walks you through all the steps of the application process. Attendance at the Open Senate Meeting (12 pm, Friday, September 2 nd or Friday, September 9th) is mandatory for potential candidates. However, we understand that there are occasional scheduling conflicts. If you are unable to attend this meeting, it is your responsibility to contact Sara Denny to arrange a meeting date. This meeting must occur by Wednesday, September 7 th by 4 pm. You will also need to design a campaign flyer and email a headshot by Friday, September 9th at 4 pm. The flyer must be approved before hanging. You will be given an opportunity to campaign at the Student Senate Awareness Day events on Tuesday, Sept. 13 and Wednesday, Sept. 14. I still have questions? No problem. Just speak to Sara Denny, Student Senate Advisor. Her office is on the top floor of the Student Center, in SC204(a). Or you can call her at ext. 3231, email her at sdenny2@jeffco.edu, or send her a message on Facebook at http://www.facebook.com/sdenny2jeffco. Page 4
Checklist Item Due Completed Attend Open Senate Meeting on Friday, September 2 nd or Friday, September 9 th @ 12 pm ASII119 Friday, 9/9 Turn in Student Senate Application Form and agreement (by 4 pm) Friday, 9/9 Email Campaign Flyer and Headshot to sdenny2@jeffco.edu Friday, 9/9 Declare any campaign expenses Tuesday, 9/13 Participate in Student Senate Awareness Days 9/13-9/14 Vote! 9/13-9/14 Campaign Tips Flyers: The best flyers have a picture of the candidate and bullet points about his or her experience. This can include involvement in high school or work, but can also include a desire to make a difference on campus. Make sure the text is readable. You should not include any promises that you cannot guarantee will happen (such as new student building, or better food in the café). Also be sure that you don t falsify any information. A good tip is to split your 8.5 X 11 flyers into halves or fourths to maximize your paper allotment. Word of Mouth: One of the best ways to get people to vote for you is to talk to them. You will have the opportunity to participate in the Student Senate Awareness Day events in the student café on Tuesday, September 1 and Wednesday, September 2 on the Hillsboro Campus. You can also talk with your instructor about speaking at the beginning or end of class. Just be sure that you don t harass anyone about voting, and you don t go into the voting area with them. Head Shots: This picture will be used on the election ballot, so please ensure it clearly shows your face. The picture may be resized due to the ballot page size restrictions. Page 5
Student Senate-Fall Election 2016 Application and Personal Data Date: Student ID Number: Name: Cell Phone: Street Address: City: State: Zip: Major: GPA: Do you text? Why do you wish to be a Student Senator? When do you anticipate you will serve your two office hours each week? Please mark Y when you are available in for the fall 2016 semester 8 am 9 am 10 am 11 am 12 pm 1 pm 2 pm 3 pm 4 pm 5 pm Evening Monday Tuesday Wednesday Thursday Friday *submission of the application form is considered an agreement to follow the election guidelines on page 8. Page 6
Student Senate Agreement The following are the expectations of a Student Senator. Please read and initial next to each statement, and sign at the bottom. I agree that if elected to Student Senate I am expected: To attend meetings regularly on Fridays at 12 pm To attend Student Senate Committee meetings once they are scheduled To work two Student Senate Office Hours each week To check your email and communicate with the Student Senate exec team and advisor regularly To check the Senate Trello page To participate in Student Senate events on a regular basis To represent Jefferson College and Student Senate at all times by following the Code of Conduct To recognize that as a member of Jefferson College Student Senate you are looked to as a leader of the campus community Name: Date: Signature: *submission of the application form is considered an agreement to follow the election guidelines on page 8. Page 7
Election Guidelines Clean Campaigning Candidates must run a clean and positive campaign; it is important for candidates to promote the reasons he or she should be elected, rather than focus on negative aspects of opponents. Violations of a clean and positive campaign include, but are not limited to: Spreading false information about another candidate Conducting a prominently negative campaign about another candidate Lying about your qualifications Taking down posters All students at Jefferson College are expected to act with integrity with regards to Student Senate elections. Any non-candidate who acts in a manner which does not support clean campaigning, purposefully disregards the guidelines below, or violates the Student Code of Conduct will be asked to meet with the Student Senate Advisor, and potentially the Coordinator of Student Development. Voting Voting will take place on Tuesday, September 13th through Wednesday, September 14th via an electronic ballot. Voting will open at 9 am on Tuesday and close at 4 pm on Wednesday. Candidates will be notified by Thursday, September 15 th if they are elected. All students enrolled in Jefferson College are eligible to vote, and will receive a voting link in their MyJeffco email account. All students are entitled to one vote. Ballots The Student Senate Advisor will upload the names of all students at Jefferson College on the Monday before the election. The current Student Senate executive team may observe this process. The Student Senate Advisor will have admin access to the on-line ballot in order to handle problems that may arise. If the advisor must go into the on-line ballot to resend a ballot, the advisor will make the President of Student Senate aware of this. Photos Each candidate may include a headshot, which will be on the ballot. Headshots should be sized 100X100 (or a near equivalent) and must be sent via email to the Student Senate Advisor, by Friday, September 9th @ 4 pm. Campaign Period The campaign period will begin on Monday, September 12 th @ 11 am any formal campaigning before this time is in violation of the election guidelines. Agreement of these election guidelines must be given before a candidate begins campaigning. Page 8
Campaign Material In order to promote a fair campaign and election process, Student Senate will provide up to 25 8 ½ x 11 ½ black and white photocopies, on white or color paper, for candidates. These photocopies may be used for flyers to hang on bulletin boards or as other campaign material. NOTE: In order to ensure you get flyers on time, and on color paper, you must submit flyer by Tuesday, September 6 th @ 9 am. Flyers received after this may not be ready by the opening of campaigning, and may be on white paper only. Additionally, candidates may spend up to $10 on the campaign; this can be used for additional copies, candy, etc. Receipts must be provided to the Student Senate Advisor and an expense form must be filled out, by Wednesday, September 15th at9 am. Copies made at home, using personal paper and ink, will be charged at 10 cents per copy, and must be declared at the same time as other expenses. All donations of campaign material must be given a dollar amount and approved by the Student Senate Advisor. Posters no larger than 8 ½ x 11 may be hung up on Jefferson College approved bulletin boards. These posters must be stamped by the Student Leadership Specialist prior to hanging. There may be no more than one 8 ½ x 11 for each candidate on bulletin boards. A candidate may split his or her poster in half or fourths, a still be within the 8 ½ x 11 limit. All campaign materials must be approved by the Student Senate Advisor, or proxy. Candidates caught passing out or hanging up material that has not been approved or verified are in violation of the election guidelines. Social Media & Email The use of social media is encouraged for these elections; however there are certain guidelines to follow which are listed below: Jeffco Club Email Lists You must first check with the advisor of the club before using an email list from any club. Facebook Candidates may use Facebook to promote their campaign. In order to use Facebook, candidates must friend the Student Senate Advisor. Candidates should search for Sara Denny Jeffco. Candidates must not give the appearance of any endorsements by Jefferson College or any entity of Jefferson College. Candidates are responsible for the content on their pages, and any negative content will not be tolerated. Twitter Twitter may be used to promote the elections and send people to your Facebook page. Twitter names must not give the appearance of an endorsement by Jefferson College or any entity of Jefferson College. A hashtag will be created for the election that you may use. Blackboard Blackboard is intended for academic purposes, and should not be used for election purposes. Page 9
Other Social Media If a candidate wishes to use other forms of social media, he or she must get that cleared with the Student Senate advisor before using these platforms. Election Days Candidates must stay at least ten feet away from any student that is voting, and candidates may not coerce any student into voting for him or her. Election Complaints and Guidelines Violation It is the hope that the election will create a fun and positive atmosphere at Jefferson College, and help to create interest in Student Senate. A candidate who violates the guidelines above puts the whole process in jeopardy, and this must be handled accordingly. Any student may bring a suspected guidelines violation to the attention of the Student Senate Advisor. This may be done in person, email or on the phone; however it may be necessary for the student to complete a formal written complaint. When complaints are received, the Student Senate Advisor will notify the candidate being charged and conduct an investigation. During the investigation the candidate must meet with the Student Senate Advisor and will the opportunity to speak on his or her behalf. A candidate that does not meet with the Student Advisor will be automatically disqualified. The Student Senate Advisor will decide on the appropriate sanction for the violation; depending on the severity of the violation, the sanction may include disqualification. Any candidate who is unhappy with the ruling of the Student Senate Advisor may appeal to the Director of Enrollment and Retention. The candidate must submit this appeal through email within 24 hours of the ruling, and the email must clearly state why the candidate is disputing the ruling. The Director of Enrollment and Retention may wish speak to the candidate, and will issue a ruling. The ruling of the Director of Enrollment and Retention is final. Page 10
Candidate Flyer Examples Page 11
FOR STUDENT SENATE Because he is: Professional Leadership material A volunteering enthusiast And so much more! Page 12
Vote: Danica Hoyt For Student Senator Elections are September 10th and 11th. Go to your MyJeffco email to access your ballot! I am: Leader Outgoing Optimist Psychology Major I am a Member of: Psychology Club *Vote for me and I promise to always bring positive changes and attitude to Jefferson College A Positive Vote for Danica, Is a Positive Change For All! Page 13
Candidate Expense Form Candidate Name: Position: Date: Receipted Items (please attach receipts) Item Quantity Cost 1. 2. 3. 4. Non-Receipted Items Item Quantity Cost 1. 2. 3. 4. Candidate Signature Senate Advisor Signature Page 14