• CKYC House Association Election Rules

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PART I    ELECTIONS FOR HA EXECUTIVE POSITIONS

  1. FORMATION AND ROLE OF THE CKYC ELECTIONS COMMISSION
    1. An Elections Commission shall be appointed by the College Master or Associate Master of CKYC before the opening of the nomination period for the Annual Election.
    2. The Commission may include CKYC academic staff, administration staff, Resident Tutors (RT), and Resident Assistants (RA) who are not standing for election.
    3. The Commission shall be responsible for the organization, administration and operation of the Election and will certify the Election results.
    4. The Commission shall maintain its office until next election.
    5. At the meetings of the Elections Commission, two thirds of the Commission Members shall form a quorum.
  2. ANNUAL ELECTION
    1. Business: The business of the Annual Election is to elect the executive members of the House Association of Choi Kai Yau College for a term beginning in the subsequent academic year (or as specified by the Election Commission due to some unforeseen circumstances). It will conduct an election from among executive teams of three.
    2. Campaigning, Application and Nomination
      1. Each Executive Team running for election shall have only 3 candidates, one for each of the following posts: President, Vice-President, and Secretary/Treasurer.
      2. There is no limit to the number of Teams running for election.
      3. Self-nomination applications for candidate Teams shall be opened for 5 days and shall be closed at one week before Election Day. Each Resident Member may only participate on one Team.  All candidates must be residential members of CKYC.  (Non-residential members are ineligible to hold HA offices but may vote in HA elections).
      4. The Election Commission shall scrutinize every nomination form within forty-eight hours upon receipt of the nomination and render a judgement on the approval of the Team’s candidacy.
      5. Any individual candidate or Team wishing to withdraw consent to nomination shall inform the Election Commission in written form within seventy-two hours after the submission of his/her nomination.
      6. For the executive terms of President, Vice President and Secretary Treasurer, eligible candidates will be Residential Members of CKYC who have been staying in CKYC with full-time residency during the last academic year and plan to be full-time undergraduate students for the entirety of the subsequent academic year.  For the HA Working Group Chair, eligible candidates will be Residential Members of CKYC who have been staying in CKYC with full-time residency for at least one semester.
      7. Eligible candidates who have received warning letters or other forms of punishment from the disciplinary panel of the University or CKYC within one academic year of Election Day shall not be eligible to run as a candidate in the election.
      8. Eligible candidates with a cumulative Grade Point Average (CGPA) below a 2.0 (or the equivalent for students from the Faculty of Law) shall not be eligible for the election.
      9. Eligible candidates who have the previous record of resignation from any of the HA position shall not be eligible for the election unless permission is granted from the Election Commission. Candidate who has this background needs to apply in written to the Election Commission for decision and this application needs to be received three working days in advance before the close of the Election application.
      10. The Election Commission shall have the right to check and decide the eligibility of candidates and under some special circumstances, the Election Commission can have the decision of alternative arrangement to cater the specific need as raised in election.
    3. Election Day
      1. The Annual Election shall be held and completed on Election Day.
      2. An Official Notice of the Election Day shall be posted at least five days in advance.
    4. The Campaign Period
      1. The Campaign Period shall be held within one week before the Election Day.
      2. Campaign events shall be opened to all members of the College and approved by the Elections Commission.
      3. The Elections Commission reserves the right of final interpretation and the final decision on the rules of the Campaign Period.
    5. Voting
      1. Voting shall be held by secret ballot.
      2. When there is only one Team, the elector shall vote for the Team or abstain.
      3. When there is more than one Team, electors shall indicate only one Team on their ballot or abstain.
      4. Only when the number of ballots cast is equal or greater than half of the number of resident members of the College shall the election be considered valid. If the number of ballots cast is less than half of the number of resident members of the College, the polls will remain open for additional 24-hour periods until the minimum threshold is met.
      5. The Candidate Team receiving the highest percentage of votes cast shall be declared the winner, provided that the Team has received a minimum of 40% of all votes cast.
  3. RUNOFF ELECTION
    1. A Runoff election shall be held:
      1. In the event of a tie of the two top performing Candidate Teams; or in the event that no Candidate Team receives greater than 40% of all votes cast.
      2. If the Election Appeals Board so decides.
    2. Operations of the Runoff Election:
      1. An official notice of the Runoff Election Day shall be posted at least five days beforehand.
      2. Only the Candidate Teams that placed first and second during the first round of voting shall be placed on the ballot for the Runoff Election. (Special rules for runoff elections made upon appeal shall be decided by the Election Appeals Board.)
      3. Relevant rules and procedures for the Annual Election also apply to the Runoff Election.
  4. ELECTION APPEALS OR COMPLAINTS
    1. Any formal written complaints or appeals concerning the results or any aspect of the election process must be made in writing to the Elections Commission and the College Master by student members of CKYC. Complaints and Appeals must be made within the election period and no later than 24 hours of the announcement of the election results.
    2. In the event that a complaint is raised against the activities or decisions of the Elections Commission, the College Master will appoint and chair an Election Appeals Board to reach a final decision about the complaint or appeal.

PART II APPOINTMENT OF HA WORKING GROUP CHAIRS

A. LEADERS INTERVIEW BOARD

A Leaders Interview Board shall be formed within two days of the final election results. The Interview Board shall interview and select the Working Groups Chairs from among those students who apply for the positions. The Interview Board shall include five voting members – the recently elected HA President, Vice-President, and Secretary-Treasurer and two voting members as appointed by the College Master.  Non-voting members shall also be appointed by the College Master to provide advice and these non-voting members may include CKYC academic staff, administrative staff, RTs, RAs, and outgoing members of HA. The Interview process shall be open to public.

B. APPOINTMENT OF WORKING GROUPS LEADERS

  1. There are five Working Groups under the CKYC House Association; namely, the Sport and Health Group, the Social Activities Group, the Communication Group, the Arts and Culture Group, and the Community Service Group. Residential Members of CKYC will be invited to apply for the five leadership positions.
  2. Applications for the posts of Working Groups Leaders of the CKYC House Association shall be sent to the Interview Board within one week after the release of the election result.
  3. Applications shall only be made on forms provided for the purpose. Each form shall contain the name of the candidate, the proposed Working Group, the signature of the candidates signifying his/her consent, answers to written questions, and a resume.
  4. Candidate interviews Board shall be held within 10 days of the election result.
  5. The Interview Board shall conduct an interview and selection procedure, approved by the College Master. On the basis of a consistent set of criteria, the Interview Board shall select and nominate the highest ranking finalist from among candidates for each Working Group leadership position. The Interview Board may appoint by consensus or majority vote.
  6. The College Master shall approve or disapprove of each nominee for each Working Group Chair position. If a first nominee is not approved by the College Master, the Interview Board will send a second nominee for approval.
  7. All proposed Working Groups Leader candidates who have demerits or have received punishment from the disciplinary panel of the University or CKYC within one academic year shall not be eligible for any posts.
  8. Candidates with a cumulative Grade Point Average (CGPA) below a 2.0 (or the equivalent for the students from the Faculty of Law) shall not be eligible for any posts.
  9. All eligible candidates who have the previous record of resignation from any of the HA position shall not be eligible for any post unless permission is granted from the Leaders Interview Board. Candidate who has this background needs to apply in written to the Leaders Interview Board for decision and this application needs to be received three days in advance before the close of the application.