Revised: February, 2014
ASOC Candidate Handbook
Election Guide
Spring Quarter 2014
ASOC Executive Council 2014 - 2015
Dear candidate!
You made a very important decision in your life. It takes a lot of courage and consideration to run for the ASOC office position. Participation in student government is your chance to speak up and advocate for students and their rights. Being a representative of students’ voice is a very responsible task. You will be able to make choices about what you want to achieve during your term and learn something new every single day.
Depending on the position you are running for, you will acquire different professional and life skills such as effective communication with college administrational and students, time managing, conflict resolution, being a team player, etc. You will learn how to be a strong leader and face an immense amount of challenges.
The election package you are holding in your hands will help you reach your goal and become a part of the ASOC team. Please, read it carefully and pay close attention to the dates and deadlines. We will follow the rules written in this package strictly, and no exceptions are possible.
I encourage you to be honest, respect other candidates and use only fair methods while participating in the election campaign.
Sincerely,
Margarita Mashkina
ASOC President
Important Dates
- March 31-April 30: Candidates can pick up the ASOC Candidate Elections Handbook
- April 30, 4:00 PM: Candidate Declarations are due and to be turned into BSC 118 no later than 4:00 PM.
- May 1, 3:00 PM~ 4:30 PM: Candidate Meeting at North Conference Room
- May 1: Campaigning for office begins (Elected Positions)
- May 6th North Conference Room @ 12:00 pm-1:30 pm: Candidate Forum, all Candidates are expected to participate.
- May 12-20: Voting days for candidates
- May 20 at Noon: Election results announced
Times and Dates are subject to changes if warranted.
Executive Council Membership Qualifications
Taken from the By-Laws of the ASOC Constitution
Article I. Executive Council Membership Qualifications
Section 1.Any Olympic College student currently enrolled with 5or more credits, and who has paid the Student Activities fees at registration is eligible to apply as a candidate for any position in the Executive Council, subject to conditions set forth in Section 2 through Section 5 of this Article.
Section 2.Candidates for ASOC President, Executive Vice President, Vice President of Student Affairs, and Vice Presidents of Shelton and Poulsbo campuses must have completed a minimum of 10 credit hours and havea cumulative GPA for all course credits of 2.5at the time she/he declares her/his candidacy for an ASOC position.
Section 3.Candidates appointed to the Vice President of Finance and Vice President of Diversity and Equity must be enrolled full time for at least 5 credit hours and maintain a cumulative GPA of 2.5 during his/her time in office.
Section 4.All elected and appointed members, current and future, of the ASOC Executive Council shall maintain a minimum GPA of 2.5 and must complete a minimum of 5 credits per quarter (excluding summer quarter).
Section 5.Failure to maintain the minimum grade point average shall result in a hearing before the Judicial Review Board, subject to its rules, regulations, and the authority in accordance with Article 5 of the ASOC Constitution.
JOB DESCRIPTIONS
ASOC PRESIDENT
Basic Function: Responsible for working within the guidelines set forth in the ASOC Constitution and its By-Laws, representing the best interest and needs of ASOC and working cooperatively with Faculty, Staff, Administration, and the Board of Trustees.
Specific Responsibilities:
a)Serve as Chief Executive Officer and official spokesperson of the Associated Students of Olympic College (ASOC). Shall either chair or appoint someone to chair Executive Council meetings
b)Responsible for the development and implementation of policies and procedures in conjunction with the ASOC Executive Council
c)Represent the ASOC at various college committees and report back to the Executive Council
d)Serve as the official spokesperson for the Executive Council
e)Serve as chair of the Executive Hiring Board
f)Serve as chair of the Judicial Review Board
g)Serve as member of the ASOC Budget Committee
h)Serve as chair of the Constitution Review Board
i)Represent the ASOC in local, state, and federal legislative meetings
j)May delegate members to represent him/her at administrative, faculty and staff meetings
ASOC EXECUTIVE VICE PRESIDENT
Basic Function: Assist with and carry out all duties assigned by the ASOC President and shall perform all duties of the ASOC President in his/her absence.
Specific Responsibilities:
a)Responsible for assigning students to College Tenure Review Committee
b)Serve as a member of the ASOC Budget Committee
c)Serve as chair of the Judicial Review Committee, if the President is under review
d)Assist the Vice President of Judicial Affairs in promotion, set-up and participate in student elections
e)Assist the ASOC President in managing office operations
f)Responsible for drafting ASOC position statements, in collaboration with the Executive Council
g)Assist the ASOC President in promoting and ensuring compliance with established policies and/or procedures of the ASOC and the College
h)Shall record, maintain, and post minutes of all the Executive Council meetings no later than one week following said meetings
i)Shall act as recording secretary for all established ASOC committee board meetings, which include but is not limited to the Student Club Congress, Budget Committee, Constitutional Review Board
j)Prepare all ASOC related correspondence and business documents
k)Shall maintain bulletin boards on the Bremerton campus and post information in accordance with the ASOC Policy
l)Maintain and update regularly the ASOC Web site
ASOC VICE PRESIDENT OF STUDENT AFFAIRS
Basic Function: Assist with and carry out all duties assigned by the ASOC President, be responsible for maintaining open communication between the Executive Council and the student body.
Specific Responsibilities:
a)Serve as liaison between ASOC clubs and the ASOC Executive Council
b)Shall assist student clubs in the promotion of club meetings and events
c)Responsible for coordinating a quarterly club fair
d)Serve as Chair of the Student Club Congress and report on its activities
e)Director of Student Elections/Campaign Committee
f)Shall designate, in writing, two students at large to serve on the Election Committee
g)Member of the Executive Hiring Board
h)Member of the ASOC Budget Committee
i)Serve as member of the Constitution Review Board
j)Act as a liaison between the ASOC and Student Programs
k)Serve as Chair of the Student Senate and report all matters of concern to the Executive Council
ASOC VICE PRESIDENT OF SHELTON CAMPUS
Basic Function: To act as general representative of the Olympic College Shelton campus student body.
Specific Responsibilities:
a)Coordinate all aspects of student activities and act as liaison between OC Shelton, OC Poulsbo, and OC Bremerton within the guidelines of the ASOC constitution and its by-laws
b)Shall present the needs and interests of the students at the Shelton campus to the ASOC Executive Council and act as liaison for the Shelton Campus Food Bank.
c)Shall maintain Shelton campus bulletin boards in accordance with ASOC policy
d)Organize a Shelton Student Club Congress meeting quarterly
e)Shall be present in council meetings via ITV or in person
ASOC VICE PRESIDENT OF POULSBO CAMPUS
Basic Function: To act as general representative of the Olympic College Poulsbo campus student body.
Specific Responsibilities:
a)Coordinate all aspects of student activities and act as liaison between OC Poulsbo, OC Shelton, and OC Bremerton within the guidelines of the ASOC constitution and its by-laws
b)Shall present the needs and interests of the students at the Poulsbo campus to the ASOC Executive Council and act as liaison for the Poulsbo Campus Food Bank.
c)Shall maintain Poulsbo campus bulletin boards in accordance with ASOC policy
d)Organize a Poulsbo Student Club Congress meeting quarterly
e)Shall be present in council meetings via ITV or in person
ASOC VICE PRESIDENT OF FINANCE AND OPERATIONS
Basic Function: To obtain and maintain a working knowledge of all ASOC assigned budget accounts as well as the day to day operations of the Executive Council.
Specific Responsibilities:
- Shall be the Chairperson of the ASOC Budget Committee.
- Train all members on matters concerning the budget process.
- Soliciting yearly budget requests and presenting the budget to the Vice President for Student Services.
- Select three (3) students (one from each campus), to serve as students at-large on the ASOC Budget Committee.
- Create and maintain a timeline for the ASOC budget process.
- In conjunction with the ASOC Advisor, complete a mid-year review of all ASOC budgets and report back to the Executive Council.
- Coordinate the annual review of the ASOC Financial Codes, and revise as needed.
- Coordinate the annual review of any/all Student Assessed fees as appropriate.
- Actively serve on the following committees:
- Olympic College Budget Committee
- Student Tech Fee Committee
- College Council
- At least one (1) Faculty Tenure Committee.
- Responsible for keeping the Executive Council advised on the status of: the ASOC Operating Budget, the ASOC-Shelton Budget, ASOC-Poulsbo Budget, and the ASOC Club Fund. As well as recommend fund expenditures for said budgets.
- Establish a spending limit for the members of the Executive Council.
- Procure goods and services on behalf of the Executive Council, to include:
- Researching costs,
- Proposing purchases, and
- Costs for travel and travel planning.
CAMPAIGN RULES
The Executive Council reserves the right to change any portion of this documentation in the case any errors are found within, or in the case any changes need to be made; be it additions or retractions.
1.Campaigning begins Thursday, May1, 2014.After Candidate Meeting on May 1,Candidates are qualified to officially start campaigning. There is to be no campaigning in printed, poster or website form before Thursday,May1, 2014; there will be NO EXCEPTIONS. Off Campus campaigning in printed or poster form is prohibited.
2.Students may sign petitions for more than one candidate per office, while no Candidate can run for more than one position.
3.Petitions are due in the ASOC Office in the Bremer Student Center 118 or ASOC Office mail box, Shelton ASOC and Poulsbo ASOC by April30, 2014. {NOTE: with respect to Poulsbo and Shelton Vice President Candidates, the dates regarding Elections and all other dates are subject to change in the case of Shelton and Poulsbo Campus Candidates need more time, or in the matter that the Executive Council determines a date extension is warranted in the best interest of the two Olympic College non-Bremerton Campus Positions}
4.There must be no campaigning, verbal or written, within 50 feet from the polling booths, upon risk of being disqualified. The voting areas will be publicized throughout the college. This will help draw more voters to the booths and will also notify candidates of where campaigning is not permissible.
5.Any computer used to vote online will be considered a Polling Booth and no campaigning, verbal or written will be permitted within 50 feet of the computer while any Student is in the process of voting, regardless of the computer being on-campus or off-campus. {Any verbal or physical coercion within 50 feet of any computer terminal or voting area will be considered a violation of Campaign Rules and Regulations and subject to Disqualification}. These matters are being spelled out in length to ensure a fair Electoral Process. The Campaign Committee will hear and determine all complaints and make objective decisions based on the Committee’s findings. In the case that the Campaign Committee needs to seek additional assistance in determining any matter brought before the Campaign Committee, the Committee reserves the right to seek assistance from the Executive Council, and/or any other avenue to ensure a fair election.
6.The polls will be staffed by the Elections Committee and/or their official representatives to be appointed by the Chairperson of the Elections Committee. Anyone who sits at the polls cannot be an active campaigner of any of the candidates seeking office.
7.The Elections Committee shall consist of the ASOC Vice President of Student Affairs {or in the case of the Vice President of Student Affairs is running for Elections, then the Executive Vice President will head the Elections Committee, and assisted by the current ASOC President}, assisted by the Vice President of Communications and at least two currently enrolled Olympic College students chosen by the Vice President of Judicial Affairs or the Head of the Elections Committee.
8.A quorum of the Elections Committee shall be a simple majority. However, during Elections, in no way does a quorum imply that a Candidate or any Student may or can request information regarding the current Electoral Status
9.Allballots will be counted by the Elections Committee, in the presence of the ASOC advisor or his/her designee, following the closing of the polls.
10.All Elections complaints are to be made in writing to the Chairperson of the Elections Committee within 48 hours of elections in order for action to be taken in the case of improper campaign procedures. Complaints will be regarded and treated as such. Initial action must take place on any properly submitted complaints within two school days.
11.All campaign regulations are subject to the interpretations of the Elections Committee.
12.Write in candidates will not be allowed under any circumstances.
13.Violation of campaign rules, campaign publicity rules, and regulations will be judged by the Elections Committee and may result in the Candidate’s disqualification.
14.In the event of a tie, the candidate with the most signatures on their petition wins theposition for which she/he ran.
15.The Elections Committee reserves the right to consult with the Executive Council on any matter the Elections Committee determines to warrant additional input to ensure an absolutely objective and fair Student Government Election.
16.Any willful or knowledgeable sabotage of another Candidate’s campaign advertisement, or any act that is designed and/or intended to interfere with a Candidate’s campaignwill be considered a Campaign Violation, and may result in the disqualification of the Candidate that committed or conspired to commit the Campaign Violation.
17.Any student who intentionally votes more than once {e.g. votes online and votes on a paper ballot} will be reviewed. If it is determined that a student intentionally voted more than once during the Election, the student’s voting rights for that election will be revoked and all votes by that student will be negated.
18.All ASOC Candidates are expected to carry themselves as Diplomatic Scholars.
19.All ASOC Candidates are expected to participate in the CANDIDATE FORUM DEBATE.
20.There are no “Loopholes” to exploit. Common sense {which all college students are expected to share and possess} will be the ultimate reasoning based on Objective Analysis of any and/or all matters pertaining to the Elections Process from the BEGINNING to the END of the Electoral Process. All Candidates are presumed to be adults and are expected to act as adults in a scholarly and professional manner.
CAMPAIGN PUBLICITY REGULATIONS
NOTE: Due to the Campus Building changes, the following Campaign and Publicity regulations are subject to change. If any changes are determined to be warranted, all Candidates will be notified prior to May 31, 2014.
1.Posters, banners, and signs may be posted in the following locations:
a)North Wall of the Humanities Courtyard (currently under construction)
b)South Wall of the Theater
c)The Rotunda
d)North Wall, under the lamp outside the A-103 of the Art Complex.
e)Between Engineering, and the Technical Building. (Outside E-100)
f) Any bulletin board outside
2.Posters, banners and signs are restricted from all other locations on campus and may not be within 50 feet of the balloting area on Election Day.
3.Campaign materials are to be removed by NOON of the next school day following elections (May20, 2014by 12:00 pm).
4.Campaign materials are not to be placed on college windows or glass doors.
5.Each candidate is personally responsible for cleaning up his/her campaign publicity and for its accuracy, placement, and for all actions of any of their campaign staff/volunteers
6.The use of any college or state materials or resources, except for the purchases made at the Olympic College Bookstore, is prohibited.
7.Candidates cannot use campus print shop, sign shop, Theater, and Art Departments.
8.Posters, banners, and signs must be secured firmly by masking tape, scotch tape, or tacks on bulletin boards. DO NOT USE GLUE, DUCT TAPE, OR OTHER DAMAGING ADHESIVES. One piece of publicity per candidate per bulletin board. Bulletin Board Advertisementsare not to exceed 11 x 17 inches.
9.In the Science and Technology Building, no signs, banners, or publicity of any kind can be posted on the Concrete Pillars.
10.If you think it may be wrong or inappropriate, stop and ask the Vice President in charge of the Elections.
11.Any bulletin board which is obviously dedicated to a specific purpose {e.g. the Science and Technology Building’s Bulletin Boards which are used for Educational Purposes only} is not to be used for any Campaign purposes.
TIPS FOR A SUCCESSFUL CAMPAIGN
A.Professional posters, banners, and handbills are very important.
1.Take your time and make the proper choice when selecting the lettering, color, and wording for all campaign materials.
2.Use oil or tempura paint with additive to keep signs placed outdoors from running.
3.Consider having information printed.
4.Silk screening can be a comparatively inexpensive method for large quantities of signs.
B.Connect the candidate with the campaign by using symbols and slogans.
C.Appeal to the potential voter who does not normally vote.