Leeds University Union. Student Activities How To: Create an online election

1. Leeds University Union. Student ActivitiesHow To: Create an online election

2. What’s What Follow the step-by-step guide to creating your online election.Alternatively, skip to the section you’re stuck on: Slide Three: Logging in with admin rights Slide Five: Accessing Election Admin Slide Seven: Creating the Election Slide Fourteen: Creating Positions Slide Twenty-Five: How to Stand for a Committee Post Slide Thirty-Two: Problems uploading candidate nominations

3. Step One: Log in Visit www.leedsuniversityunion.org.uk Choose ‘Activities’‘Clubs & Societies’ Log in via ‘student log-in’Found in the right hand side panel.

4. Step Two: Accessing Admin • Search for your society by Choosing ‘Find a Group’ • Once your page is open.Choose ‘Admin’ from the RHSpanel • Open ‘Society nameadmin tools’.

5. Step Three: Election admin Once you have reached the admin pageselect ‘Elections admin’ Ensure you have selected your society Select ‘Create New Election’.

6. Step Four: Creating the Election The next few slides examples how to fill out the election form online.

7. Step Four: Creating the Election Election titles areusually:society name AGM(or EGM) Please note:Elections must be displayed online TEN days prior tovoting.

8. Step Four: Creating the ElectionDescription *The above rules apply to all societies.

9. Step Four: Creating the ElectionCreating Deadlines • Voting can only open after creating the election • I.e. if the election is created at 9:00 then voting cannot open until 9:01.

10. Step Four: Creating the ElectionPermissions *Please note: Only members can vote.

11. Step Four: Creating the ElectionPermissions

12. Step Four: Creating the ElectionVoting Ensure voting is set to finish before the election comes offline. I.e. if the election is set to finish at 18:00 then voting must end at 17:59.

13. Step Four: Creating the ElectionSave your Election Be sure to press ‘Save Election’ at the bottom of the page: You’ll then see the following on your Elections Admin page:

14. Step Five: Creating Committee Positions Select ‘Add and editposts’ from the options next to yournewly createdelection.

15. Step Five: Creating Committee Positions • Select ‘Add New Post’.

16. Step Five: Creating Committee PositionsSetting up a Post • Select the iconnext to ‘Group’ • Choose the positionyou wish to create anelection for from your society category • *If the position you wish to electdoes not appear, please contact:activities@leeds.ac.ukto set this position up.

17. Step Five: Creating Committee PositionsSetting up a Post • Once you’ve chosen the position, you can add a short descriptionof the role. This is not compulsory, but gives those wishing to undertake the role a better understanding. • Usually there should only be one place available per position,unless agreed otherwisewith your Dev Co and your group’s constitution.

18. Step Five: Creating Committee PositionsBallot rules This description is pre-set. These rules apply to all societies.

19. Step Five: Creating Committee PositionsOptional Extras • If you check ‘showorganisation name’,each post title willbegin with your society name. E.g. NoNutsSociety President • All elections must have a RON (Re-open Nomination)option.

20. Step Five: Creating Committee PositionsManifesto Options • These can be editedaccording to yoursociety’s needs anddecision.

21. Step Five: Creating Committee Positions • Once you have pressed ‘Save’, theposition will appearunder ‘posts’

22. Step Five: Creating Committee PositionsExtra Posts • To create another post, return to thepost page in adminand select Add NewPost. Follow the same instructionsas before for eachposition.

23. Step Five: Creating Committee PositionsExtra Posts • Once you have completed all of the posts you will see themon your ‘Post’ section, as shown in the examples opposite • The Secretary and Treasurer in the top screenshot example what willappear if you have not elected‘show organisation name’.

24. Step Six: Committee Positions Your Elections page online will currently look similar to this.

25. Step Six: Committee PositionsHow to Stand • On the main LUU webpage select:-‘Change Things’ -‘Elections’ • Here you’ll find general informationon how to stand and vote • Scroll down to ‘Current Elections’and search for your society.

26. Step Six: Committee PositionsHow to Stand Once you’ve pressed on your society, the options opposite will be seen.Choose ‘Stand in Elections’ The options opposite will be shown. Information will be automaticallyinputted but can be altered.

27. Step Six: Committee PositionsHow to Stand You will then be eligible to submit your nomination.Select ‘stand’ under the position you desire. You must be a University of Leeds student and a member of the society to stand in the election.

28. Step Six: Committee PositionsHow to Stand: Approval and manifesto • The nomination will be submitted to be approved by the existing committee (see next slide). • Meanwhile, work on your manifesto and slogan by choosing the ‘upload’ option.

29. Step Seven: Approving nominations Return to the: Elections Admin

30. Step Seven: Approving nominations • Select the candidate you wish to approve/ select ‘approve all candidates’ at the bottom of the screen.

31. Step Seven: Approving nominations

32. Step Seven: Adding a nomination • If a candidate is having trouble online, a committee member(with admin rights), can add candidates bysearching for the student in the ‘Select Candidate’section. Remember to check ‘Approved’at the end of this form.*Please note- youwill need the student IDnumber of the candidate.

33. Election should now be complete! • Once your election has closed, you can access the results by emailing Mike Hewitson (M.Hewitson@leeds.ac.uk) • For any queries, problems or further help please contact Student Activities at:activities@leeds.ac.uk