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REF: UEW/SRC/EC/009 DATE: THUR. 23RD JULY, 2024

CONSTITUTIONAL INSTRUMENT 2024 (C.I 2024)

(2023/2024 SRC/JCRC STATUTORY AND
NON-STATUTORY GENERAL ELECTIONS, WINNEBA CAMPUS)

PREAMBLE
Pursuant to Article 13 (2) paragraphs (i-v) and Article 13 (4), (5), (6), (8), this Constitutional
Instrument is herein drafted and approved to govern the conduct of the elections of SRC Officers
for the 2024/2025 academic year and its related matters.

SECTION 1 - QUALIFICATION REQUIREMENT

For a student to be qualified to contest for any position:

a. He/she must have been a student for not less than one year in the university and must be in

good standing at the time of filing his or her nomination.

b. Notwithstanding clause (a) above, a post-diploma year one (1) student whose certificate

was obtained from this university (not through the distance-learning program), within the

past two years shall be deemed to have spent three years in this university at the time of

elections and therefore qualifies to run for a position.

c. However, any student who receives a degree/ diploma or certificate at the end of this

2023/2024 academic year is deemed a final-year student and therefore unqualified.

d. Without prejudice to clause (c) above, a student shall qualify and contest an election to any

executive office, provided he/she is not a final-year student at the time of contesting.

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e. The phrase “final year student” includes: All who are preparing for internship/ industrial

attachment in the following academic year.

f. Must have paid all applicable SRC, JCRC, and Departmental dues since his/ her enrolment

in the university.

g. A Presidential Candidate shall name a Running Mate who shall himself be qualified to be

elected as President.

He / she has a minimum Cumulative Grade Point Average (CGPA) of:

i. 3.0 in respect to SRC President, Local NUGS President; and

ii. 2.7 in respect to all other Executive positions;

h. Must have observed all the rules and regulations governing students of UEW.

i. No nominee shall be deemed a candidate until he or she had gain fifty percent (50%) or

more of approval by the vetting committee.

j. A person shall not qualify to be an officer if;

i. He / she is a drunkard.

ii. He / she has been adjudged or otherwise declared to have misappropriated funds or

conducted him /herself in a such manner as to cause depreciation in respect of loss or

otherwise in cash or property entrusted to him / her or,

iii. He/she has been found by any committee of inquiry to be incompetent to hold any

office or is a person in respect of whom committee or commission has found that while

holding the office he willfully acted in a manner prejudicial to the interest of his / her

office and the finding of which has not been set aside on appeal or judicial review or
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iv. He/ She has once been removed from any office of the university

SECTION 2 - CONDITIONS FOR FILING NOMINATIONS

a. All aspirants shall submit pay-in-slips or any other forms of documentary evidence of

payment of school fees, SRC, JCRC, and Departmental dues.

b. All presidential aspirants and their running mates shall submit nomination forms together.

c. All aspirants including running mates of a candidate for presidency shall produce up-to-

date results slips and seven (7) copies of their curriculum vitae (C.Vs) to the vetting

committee five (5) clear days before the first day of vetting. Aspirants shall submit seven

(7) copies of their mission and vision statements to the vetting committee five (5) clear

days before the first sitting of the vetting committee.

d. Two passport-size photographs with red backgrounds shall be presented before the vetting

day. This shall be used for E-voting.

e. It is an offense for any aspirant to start campaigning openly before being declared qualified

by the vetting committee. Any aspirant who violates this provision shall be automatically

disqualified from contesting any position.

f. An aspirant for any SRC position shall submit the completed forms signed by him or her

and shall be duly signed or endorsed by not less than five (5) students from each hall, at

least one of whom shall be an official member of the hall. No official member from a hall

should endorse for more than one aspirant.

g. Nomination will be picked at a fee;

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 Presidency for SRC and Local NUGS GH₵ 500.00

 Other positions for SRC and Local NUGS GH₵ 400.00

h. All aspirants shall write to request from their exams officers a certified results slip or

transcript showing their CGPA when submitting the forms.

i. ANY ASPIRANT HOLDING A POSITION OR ACTING IN AN OFFICE WHOSE

RESPONSIBILITY IS CONNECTED WITH THE CONDUCT OF THE

ELECTION OF OFFICE THEY WISH TO CONTEST FOR, SHALL RESIGN

BEFORE PICKING A NOMINATION FORM AND SHALL SUBMIT, TO THE

VETTING COMMITTEE, PROOF AND ACCEPTANCE OF RESIGNATION.

SECTION 3 - OPENING AND FILING OF NOMINATION

The SRC Electoral Commission shall open nominations for the following offices:

a. SRC President
b. SRC General Secretary
c. SRC Financial Secretary
d. SRC Treasurer
e. SRC General Sport and Games Secretary
f. SRC Sport and Games Treasurer
g. Local NUGS President
h. Local NUGS Secretary
i. Local NUGS Treasurer
j. Local NUGS Women Commissioner

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Note: The nomination forms for SRC elections shall be placed at the office of the Dean of Students

Affairs for aspirants to pick at a fee, complete and submit to respective offices within 72 working

hours OR before the date to be specified by the Electoral Commission in writing.

SECTION 4 - ELECTIONS:

a. Any election conducted without the approval of the SRC electoral commission shall be

declared, in writing, null and void by the SRC judicial board.

b. A winner shall be declared by the simple majority of the total valid vote cast for all SRC,

Local NUGS, JCRC, Departmental, and statutory clubs’ positions.

c. Sole candidature must acquire sixty percent (60%) or more valid vote cast.

d. All candidates may appoint one (1) polling agent per polling station whose name shall

reach the electoral commission one (1) week before the voting.

e. All authorized polling agents of the various aspirants shall sign the declaration forms at the

end of the polls upon satisfaction with the fairness of the voting and vote-counting process.

f. A polling agent shall state in writing, the reasons for not signing the declaration forms.

Failure to sign the declaration forms does not automatically nullify the result regarding that

particular position.

g. No candidates shall campaign along tribal, ethnocentric, Religion, or political lines. A

candidate shall be disqualified by the commission if found campaigning on tribal,

ethnocentric, religious, or political lines or endorsement by any political party.

h. The election shall be conducted using an electronic voting system.

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i. The commission shall strictly apply any other provision of the SRC Constitution and the

Student’s Handbook in relation to elections and conduct of students.

j. All results of any member of the vetting committee shall be declared null and void if their

action compromises the grades/ results of any candidate.

k. All JCRCs, Departmental, Associations and statutory clubs shall vote before the SRC

general election. Should there be any reasons whatsoever, an association or statutory and

non-statutory clubs will not be able to hold an election at this time, the electoral

commission of that association shall write to the SRC Electoral Commission beforehand.

l. Every student shall present a valid Student ID Card or Admission Letter which has the

student’s image or along with any valid National ID when there is no picture on the

student’s admission letter or Student ID Card in order to be allowed to go through the

process of voting. NO STUDENT SHALL BE ALLOWED TO VOTE WITHOUT

PRESENTING ANY OF THE ABOVE NAMED DOCUMENT.

m. None of the documents stated in Section 4(l) would be accepted in a soft copy format. It

must be hardcopy.

n. Elections will commence at 7am prompt and end at 5pm prompt. In the event of having

electorates in the queue at 5pm, electorates in the line before 5pm would be allowed to

exercise their franchise until the last person is done voting.

o. Elections shall be held at open spaces at designated polling centers. A communique on the

various polling centers and their respective eligible electorates would be released before

the day of elections.

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SECTION 5 - SOLE CANDIDATE:

a. Whereat the close of filing nomination, no aspirants, or only one aspirant, has filed for a

particular position, one (1) more day shall be allowed for the filing of nomination for that

particular position.

b. Where, after vetting no aspirants qualifies as a candidate, fresh nomination shall be opened

on the day of declaration of vetting results and two (2) days shall be allowed for fresh

nominations.

c. Fresh vetting shall be organized within two (2) days after the close of fresh nomination

mentioned in clause 5 (b) above.

d. In the event where all aspirants for a particular portfolio are disqualified and fresh

nominations are opened, none of the disqualified aspirant is eligible to file nominations

again.

e. In the event where there is a tie between candidates for a particular position, there will be

a run-off for the said position.

SECTION 6 - WITHDRAWAL

a. A candidate shall not withdraw his / her candidature seven (7) working days before

Election Day.

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SECTION 7 - DECLARATION OF RESULTS

a. The Electoral Commission shall immediately after the election declare the provisional

results.

b. The Electoral Commission shall declare the final results within 72 hours after the

election.

c. An instrument executed under the hand of the Chairman of the electoral commission

and states that the person named in the instrument be declared elected as the officer at

the election shall be prima facie evidence that the person was so elected and shall be

deemed qualified as an elected officer.

SECTION 8 - DISPUTES

a. After the declaration of the results by the electoral commission, the candidate can

challenge the results within 72 hours from the time of declaration.

b. Any person aggrieved by, or dissatisfied with, any decision in relation to the SRC and

JCRC shall exhaust the grievance procedures laid down in the students’ handbook and

any other applicable laws of the university.

c. A candidate shall resort to outside remedy only when he/ she has exhausted all internal

dispute resolution mechanisms.

i. Petitions in the vetting results for statutory and approved association / clubs

/societies elections shall be entertained within a day after declaration of the

vetting results.
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ii. Such petition shall be reported to their judicial board or committee which will

gather the necessary information and consult the Dean of Student Affairs / Halls

Managers / Manageress / statutory and Non-Statutory association and club

patrons / patroness for arbitration. The arbitration shall take a maximum of one

day in the decision of the Dean of Student Affairs / Hall Manager / Manageress

shall be final.

When the arbitration is unsuccessful or beyond the Dean of Students Affairs or Hall

Manager/ Manageress, the matter shall be referred to the Registrar who will appoint

a committee to investigate and make recommendations to the Vice-Chancellor.

Based on the Dean/Hall Managers/Manageress/ Patron report, the Registrar may

make any of the following orders:

1. Declare that the election to which the petition relates is void: and

dismiss the

2. Petitions and uphold the results of elections.

d. . NO STUDENTS SHALL REPORT TO ANY LAW COURT UNTIL ALL

THESE PROCESSES HAVE BEEN DULY EXPLORED AND PROCEDURES

EXHAUSTED.

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SECTION 9 - GENERAL CONDUCT

a. It is not allowed to deface UEW Campuses and it township with posters, flyers,

banners, stickers and billboard even after being declared qualified by the vetting

committee etc.

b. Aspirants or candidates who violate clause 9(a) shall be disqualified or withdrawn

even on the day of the elections.

c. Qualified candidates are NOT allowed to campaign on the day of elections. Any

candidate found shall immediately be withdrawn from the election.

d. For SRC, Local NUGS, JCRC and GNATOC position contestants or candidates, a

specific number of banners and posters will be allowed only at designated places which

will be provided by the Amalgamated committee.

e. Posters, banners, and any other advertising materials of the candidate for JCRC shall

be restricted to the confines of the JCRC Block(s).

f. The sticking of flyers and any other advertising materials on furniture, grounds, floors,

staircases, walls of the university, and any other university property is not allowed.

g. No candidate shall inscribe or write on the streets or on any UEW property.

h. Personalized billboards are disallowed.

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I. ANY ASPIRANT WHO FLOUTS THESE RULES AND ARE FOUND

CULPABLE AFTER INVESTIGATIONS WOULD HAVE HIS OR HER

CANDIDATURE WITHDRAWN WITH IMMEDIATE EFFECT IN

WRITING AND SANCTIONED BY THE DEAN OF STUDENTS

AFFAIRS.

II. A CODE OF GOOD CONDUCT WILL BE SIGNED BY CANDIDATES

AND ATTACHED TO NOMINATION FORMS PRIOR TO VETTING.

________________________

MISS BRIDGET ATSU

ELECTORAL COMMISSIONER

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