ARTICLE I: Authority over Elections
Section 1. Elections Commissioner
The Elections Commissioner shall supervise ASPC elections according to the rules and procedures specified in the ASPC Constitution, Bylaws, Elections Code, and rulings of the Senate. The Elections Commissioner shall schedule the dates of all elections and shall schedule meetings for all speeches. The Elections Commissioner shall be appointed by the Senate: the Fall Elections Commissioner shall be appointed by the end of the preceding spring semester, and the Spring Elections Commissioner shall be appointed at the beginning of that spring semester. The Elections Commissioner shall publicize all pertinent information about elections. After the elections period, the Elections Commissioner shall submit to Senate a summary of all preparations made, unofficial disputes and resolutions, and recommendations for changes to the election procedures. The Elections Commissioner shall receive compensation as determined by Senate and distributed by the Smith Campus Center. In the absence of an Elections Commissioner, the current ASPC President will assume this role.
Section 2. Elections Committee
The Elections Commissioner shall be assisted in all their duties by an Elections Committee. During the elections period, the Elections Committee shall have authority over the conduct of ASPC elections. The Elections Committee shall consist of the Elections Commissioner, ASPC President, and the Director of the Smith Campus Center. The committee may also include other Senate members who are not currently up for election; it is recommended but not required that the Vice Presidents be included. All decisions made by the Election Committee may be appealed to the Senate and must be ruled on during the elections period. All current Senate members who are up for election are to be excluded from the election’s procedural decisions.
ARTICLE II: Eligibility
Section 1. Eligibility
All registered students of Pomona College shall be members of the Associated Students of Pomona College and shall be eligible to vote and hold office. A candidate must meet the requirements of the office they seek, as specified in the ASPC Constitution. Students who are not currently registered but have previously enrolled at Pomona College and intend to enroll for a full year may seek office in the spring elections.
Section 2. Disqualification
Any candidate who violates any section of this code shall be subject to disqualification by the Elections Committee.
Section 3. Voting Eligibility
All registered students are able to vote for the majority of senate positions. Students who are not currently registered but have previously enrolled at Pomona College and intend to enroll for a full year may also vote for a majority of positions (applicable to the spring elections). The positions that serve as an exception are the following: First Year Class President, Sophomore Class President, Junior Class President, Senior Class President, South Campus Representative, and North Campus Representative.
Class Presidents’ elections only allow for their respective classes to participate. Residents of North Campus may not vote for South Campus Representative. Residents of South Campus may not vote for North Campus Representative. Students residing off campus are not eligible to vote for North or South Campus Representatives (only applicable when students are allowed to reside on campus).
In the case where no students are able to reside on campus, North and South Campus Representatives, and their constituencies, will be defined as the following: North Campus shall hereinafter be composed of enrolled juniors and seniors; South Campus will be composed of enrolled first years and sophomores. Given these definitions, those affiliated with North Campus may not vote for the South Campus Representative. Those affiliated with South Campus may not vote for the North Campus Representative.
In the case where students are residing in college sponsored housing that is off campus, students will vote for North or South Campus Representative based on whether the majority of students living in college-sponsored housing are either seniors and juniors or sophomores and first years. For example, if the majority of students living in off-campus college-sponsored housing are seniors and juniors, the students will vote for North Campus Representative.
ARTICLE III: Candidates
Section 1. Candidacy
The Elections Commissioner shall post the rules governing the election on the ASPC website which shall be open to the public. All students shall be informed of eligibility requirements and of the sign-up period timeline by a “Student Information” email sent by the Elections Commissioner. This email may not be sent any later than the first day sign-ups open. Each candidate must file their intention to seek office on an ASPC form during the sign-up period. The sign-up form shall include the following statement: "If I am elected to the office that I am seeking, I intend to serve the entire term unless I am subsequently elected to another ASPC position. I will not apply to any semester away programs and will withdraw any applications I have previously submitted." Each candidate must be aware of all rules governing the election, and each is responsible for their actions. No candidate may run for more than one office in a single election. All candidates who seek to withdraw from the elections must notify the Elections Commissioner in writing via email.
Section 2. Write-in Candidates
A write-in candidate must meet all of the eligibility requirements of the office. Write-in candidates must conform to all areas of the Elections Code in the same way as an official candidate. To be a write-in candidate, a student must notify the Elections Commissioner of their intent to run as a write-in candidate by 11:59 pm PT the day before polling begins (so for example, if polling begins at 8:00 pm PT on Sunday, June 10, the Elections Commissioner must be notified by 11:59 pm PT on Saturday, June 9). Only write-in candidates who have notified the Elections Commissioner will have votes counted in the election. Write-in candidates may not submit a candidate statement to be sent in a “Student Information” email nor may they speak at the Candidates’ Forum. Write-in candidates are allowed to and encouraged to host campaigning events. Write-in candidates may not be listed on the ballot. However, ballots will include spaces for the number of write-in candidates that have notified the Elections Supervisor pursuant to Article III, Section 2b. Any write-in candidate who qualifies for a run-off election will be considered an official balloted candidate for the run-off election. In any election, a write-in candidate must receive at least ten ballot preferences to be eligible to win.
ARTICLE IV: Campaign
Section 1. Campaigning Guidelines
“Campaigning" shall herein be defined as promoting oneself as a candidate in the election. For a candidate who has filed for office, the campaigning period shall begin after attending a mandatory pre-election candidate meeting, at which the candidate shall be informed of the rules and regulations governing the election. If the candidate cannot attend this meeting, they must contact the Elections Commissioner within 24 hours of the candidate meeting and meet with the Elections Commissioner at least one day before the start of the voting period. The candidate may not begin to campaign before meeting with the Elections Commissioner. The campaign period extends through the election; however, candidates are not allowed to address voters while they are voting and cannot campaign in the dining halls.
Section 2. Timeline
All times and deadlines posted by the Elections Commissioner in relation to the elections timeline are to be in Pacific Time, unless otherwise noted. The sign-up period must last at least one full week before the mandatory pre-election candidate meeting. The Elections Commissioner shall host an informational meeting for all interested students to answer any questions about the sign-up or elections process. This informational meeting shall occur within the sign-up period. The mandatory pre-election candidate meeting shall be held the evening of the last day of the sign-up period. The informational meeting for interested candidates and mandatory pre-election candidate meeting may not be scheduled to conflict with any Pomona-scheduled events, as to be accessible to all students. “Pomona-scheduled events” shall herein be defined as any classes scheduled within the Pomona academic class schedule, as well as any sports practices within the 4:00-6:00 pm “blackout period” on weekdays when applicable. All regular elections may not last longer than two weeks from start to finish (the opening of the campaigning period to the last day of elections). This timeframe does not include a run-off period, if such is necessary.
Section 3. Campaign Materials
Campaign materials must conform to the rules of the premises and the ASPC Publicity Guidelines. All election materials posted by or for any candidate for ASPC office shall legibly specify the date, time, and location of the Candidates' Forum and the election. Materials posted after the Candidates’ Forum may omit the information on the forum, but must include information on the election. Candidates are limited to a total of 15 posters, flyers and/or banners. For environmental reasons, and because in the past flyers have remained up for weeks after elections results were announced, candidates may not use mass-produced flyers for their campaigns. However, candidates may still use posters made in the ASPC poster lab. Candidates are encouraged to use alternative advertising methods and be aware of the environmental impact of their campaign. Mailboxes may not be stuffed unless each item is individually addressed. You are not allowed to send mass emails or private messages in mass quantities. All private/direct messages and messaging in general must be personalized to the individual. All candidates must remove their campaign materials by midnight of the day that final election results are announced. The Elections Commissioner or elections committee members may confiscate any materials in violation of this code. Any flagrant violation would render the candidate subject to disqualification.
Section 4. Candidates’ Forum and Events
“Forum” shall herein be defined as a meeting open to all interested voters where candidate(s) may share ideas and views on various issues under the guidance of a mediator (the Elections Commissioner). Such a forum may, but is not required to, include an open question and answer segment. “Campaigning event” shall herein be defined as a meeting open to all interested voters where the hosting candidate(s) may invite voters to meet with the candidate(s). Such a campaigning event must be public and accessible to all voters, including the organizer's opponent(s). The Elections Commissioner shall hold at least one forum for all interested candidates and voters before polls open, herein known as the Candidates’ Forum. The time and place for all such meeting(s) shall be designated at least one week in advance by the Elections Commissioner and announced at the pre-election candidate meeting.
In the case of a virtual Candidates’ Forum, the candidates are encouraged to submit a video with their campaign speech to the Elections Commissioner. These videos will be compiled into a larger video to be publicized to the student body. Candidates are expected, but not required, to participate in the forum. The Elections Commissioner may also hold forums specific for a particular office, should all candidates for that position be interested in such a forum. Candidates are encouraged to publicize and host campaigning events. Any candidate who wishes to hold a campaigning event must obtain prior approval from the Elections Commissioner.
Section 5. Social Media
The Elections Commissioner shall send out one “Student Information” email with a candidate statement from all candidates that submit one by the set deadline, between the Candidates’ Meeting and the Candidates’ Forum. Candidates who do not submit a statement by the deadline set by the Elections Commissioner may not send a separate “Student Information” email. “Chirps” messages of any kind are not permitted by candidates or others on behalf of the candidates. “Online campaign material” shall herein be defined as any language posted on the internet promoting the candidate, whether posted by the candidate or by others on their behalf. “Campaign group” shall herein be defined as a public group on social media where the candidate is encouraging students to vote for them. Candidates who utilize social networking websites (such as Facebook, Instagram, Twitter, etc.) must be the sole administrator of a campaign group. It is the responsibility of the candidate to ensure that only one such group is created for their campaign on each social networking website. No candidate is permitted to reuse campaign group pages from previous elections cycles.
Online campaign material shall be limited to a total of two posts per Pomona Facebook class page in which the candidate announces their campaign, platform, their public Facebook group, and/or events. Candidates are allowed to post an unlimited number of times on their personal campaign groups. To consolidate voter turnout efforts, only one, neutral Facebook event shall be created by the Elections Commissioner to advertise the polling period. Candidates are encouraged to invite voters to this event, however, candidates are not allowed to post any online campaign material on the polling period event page. Candidates may create separate social media posts and events to advertise their own campaigning events. All such event pages must include information for how students can vote. The Elections Commissioner shall be informed of and/or be a member of all forms of online campaigning (Facebook group, Facebook event for a campaigning event, blogs, etc) to allow for monitoring of online campaign materials. The Elections Commissioner or elections committee members have the authority to request any online campaign material in violation of this code to be taken down. Any flagrant violation would render the candidate subject to disqualification.
Section 6. Platform Documents
Candidates are encouraged, but not required, to create an extended, more detailed version of their candidate statement herein to be defined as a “platform document”. All platform documents, if a candidate chooses to create them, are to be shared with the Elections Commissioner. Candidates may promote their platform documents through their social media campaigns.
Section 7. Endorsements
Endorsements of candidates by current or previous ASPC senators are permitted, excluding any members of the current election cycle’s Election Committee. Any current ASPC senator who chooses to endorse a candidate also excludes themselves from any procedural decisions regarding the race they endorsed a candidate in.
Section 8. Financing
No more than $15 shall be spent for half-campus campaigns and $20 spent for full-campus campaigns, regardless of the source. An additional $5 may be spent on run-off campaigns. No candidate’s campaign shall receive financial support from any club or organization that receives ASPC funding. Candidates are allowed to be reimbursed for campaign expenses such as materials/supplies, food costs, and paid boosts on social media; any other items will require approval by the Elections Commissioner prior to the item’s purchase. Candidates may also get additional reimbursement for unexpected occurrences only with the approval of the Elections Committee. This budget/reimbursement cannot be used to pay someone else for contributions to your campaign (an example being commissioning someone to do graphics for you). All candidates must turn in a list of expenditures, both purchased by the candidate or donated to the candidate, to the Elections Commissioner by 5pm the day after election results are posted. All receipts must be attached to this list. After presenting their receipts, candidates will be reimbursed for their campaign expenses by ASPC.
Section 9. Disability Accommodations
The Elections Commissioner shall be made available to make any arrangements necessary for any candidate who may need disability accommodations, as long as the Elections Commissioner is notified by the mandatory pre-election candidate meeting.
ARTICLE V: Elections
Section 1. Ballots
Internet ballots shall be prepared by the Elections Commissioner and the ASPC Digital Media Programming Group. Ballots shall list all candidates by office, with spaces for write-ins when applicable. The order in which names are listed on the ballot will appear randomized upon each generation of the ballot, ensuring that no one candidate receives the advantage of appearing first on the ballot. No additional designations (e.g. race, gender, or class) shall be included. Candidates will be listed on the ballot as their full legal name unless otherwise indicated – requests for name changes must be approved by the Elections Committee.
Section 2. Polling
The polling shall be carried out by the Elections Commissioner. Each voter may cast one ballot for each eligible position. In order for a ballot to be valid, it must have a first preference listed. Polling shall be conducted online. Ballots will open an hour after the candidates’ forum and end two days later at 12:47 pm PT (for example, voting opens at 8:00pm on Sunday evening and closes Tuesday afternoon at 12:47 pm PT). The Elections Commissioner shall ensure that there is a functional computer available in both Frank and Frary in the case of a normal election cycle where students are permitted to be on campus. These computers shall serve as voting stations during lunch and dinner. They shall be available and staffed for the entirety of each meal. There shall be no proxy voting.
Section 3. Winning
If a candidate receives the majority of first-preference votes, they will be elected. If no candidate receives a majority of first-preference votes, instant runoff (IRV) shall proceed in rounds until a single candidate receives the majority. In IRV, the candidate with the least first-preference votes is eliminated in each round, and those ballots are redistributed to the next highest preference listed. Each ballot shall be counted as one vote for the continuing candidate listed as the highest preference in each round. If a tie still occurs after IRV, run-off elections shall proceed as indicated in Article VI.
ARTICLE VI: Election Results
Section 1. Results
Votes shall be counted and results determined according to the above rules, and this shall be done by the Elections Committee. The Elections Committee shall notify each candidate of the results of their race by phone or through email immediately upon the completion of counting. At that time, the candidate may request the tabulated results of the election in which they ran.
Section 2. Run-offs
Run-offs shall be held on the second weekday after the preceding election. Weekday nights are defined as Monday, Tuesday, Wednesday, and Thursday nights. The Elections Supervisor Commissioner may hold a meeting for run-off candidates on the evening after initial results are announced. Run-off candidates shall be allowed to campaign from the time after the election results from the prior election are posted until online run-off voting begins. In the case of a run-off during a normal election cycle where students are allowed on campus, the Elections Supervisor may choose to set up a computer in a single dining hall at their discretion if the position(s) contested applies to only a certain portion of the student body.
Section 3. Complaints
Complaints may be filed by any candidate on grounds of a violation of the elections rules, a miscount of ballots, or any other questionable practice, provided that the candidate is directly involved in the complaint. Complaints must be submitted in writing to the Elections Committee during the campaign period up until 24 hours after posting the results. The Elections Committee shall rule on all complaints within 48 hours of receiving them and notify the Senate of all actions. Candidates may appeal decisions of the Elections Committee to the Senate. All disqualifications are automatically appealed. Appeals must be submitted in writing to the ASPC President within 24 hours of receipt of the ruling of the Elections Committee. The Senate shall rule on the appeal, by majority vote, within 48 hours of receipt of the appeal.
Revised March 2007
Revised May 2010
Revised September 6, 2010
Revised September 12, 2011
Revised September 27, 2011
Revised September 2, 2016
Revised December 2, 2016
Revised August 27, 2020
Revised March 26, 2021
Revised March 26, 2022
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