Student Elections

Which boards have a student representative?

The board of every school that has students above year 9 MUST include a student trustee (unless an approved alternative constitution under section 105A provides otherwise).

When do student elections occur?

Student elections take place in September each year. You should note that election funding is not provided to boards by the Ministry of Education for the conduct of student elections.

Timeframe

The same timetable as parent and staff elections is used (see page 19).

Forms

Use Form 1 nomination paper and Form 8 if a voting election is required. These forms are available for download from www.trustee-elections.co.nz. You must be logged on as returning officer.

After the election go to www.trustee-elections.co.nz and log on as returning officer to complete online “Candidates and Elections Results – Appendix 1” (this replaces Appendix E). It is recommended to complete “Change in Membership of Board of Trustees – Appendix 2” (previously called Appendix F) at the same time. You do not have to be logged on to complete Appendix 2.

Eligibility to stand and vote in the student election

All students (other than adult students, who may only participate in parent elections) enrolled full-time in year 9 and above at the school concerned are eligible to be placed on the electoral roll and to vote and stand in the school election for student representatives.

The student representative’s term of office is 12 months. The law requires a student election to be held every year, with the polling day being in September.

In order to meet this requirement, at least 28 days before the election date arrange to have printed notices displayed prominently at the school advising where the student roll is held, where nomination forms (Form 1) can be obtained, and the date and the time (noon) of the closing of nominations and of the poll.

SAMPLE STUDENT ELECTION NOTICE

(Insert school name) School

Student representative election for the board of trustees

Nominations are invited for the election of one student representative to the board of trustees.

A nomination form and a copy of this notice are being distributed to all eligible voters on the student roll.

Further nomination forms can be obtained from the school office.

Nominations close at noon on (insert date that is 14 days before the election date) and should be accompanied  by  candidates’ statements.

The voting roll is open for inspection at the school and can be viewed during the hours the office is open.

There will also be a list of candidates’ names for inspection, as they come to hand, on the (insert details) notice board.

The poll closes at noon on (insert date).

Signed

(insert name)

Returning Officer

SAMPLE STUDENT ELECTION RESULTS DECLARATION (IF ONLY ONE VALID NOMINATION IS RECEIVED)

(Insert school name) School


School Board of Trustees Election

Declaration of Student Election Results

At the close of nominations, as there was only one valid nomination received, I hereby declare

Mary Brown duly elected.

Signed

(insert name)

Returning Officer

Student election timetable

þ Appoint returning officer

At least 37 days before election day

þ Close Roll

At noon, 30 days before election day

þ Call for nominations

At least 28 days before election day

þ Close supplementary roll

16 days before election day

þ Close of nominations

At noon, 14 days before election day

þ Issue voting papers

After close of nominations and at least nine days before election day

þ Close voting

At noon on election day

þ Accept postal votes

Up to five days after the day before election day

þ Count votes

On the sixth day after election day

þ Declare results

As soon as result is known

Notes for timetable

Advertise the election and call for nominations at the school (see the sample election notice on page 18). You must call for nominations for the election of a student representative by posting or personally delivering a nomination form (Form 1) AND a copy of the notice (see page 18) to each person named on the roll, or by displaying notices in prominent places around the school.

Ensure that nomination forms are available at the school office (Form 1).

Please ensure that students are aware that both people being nominated and the nominators must be current students from year 9 or above. Eligible students may nominate themselves. Any full-time student in year 9 and above and aged under 20 years is entitled to stand for election and vote.

Information regarding a student’s eligibility to stand and vote in the student election is on the back of the nomination form. Nominations must be in the hands of the returning officer by noon on the day the nominations close. These may be faxed or posted.

Voting is not compulsory.

If there is only one nomination the candidate will be duly elected. (See the sample notice on page 18.)

Voting procedure

If two or more eligible nominations are received, a voting election will be required. Use Form 8.

Voting papers should be prepared and distributed to eligible members of the student cohort and/or can be collected from a central point as advised by the returning officer in a notice displayed around the school.

A sealed ballot box should be set up in the school office. Students should be able to vote in private.

Integrity of the electoral process

This election is by way of a secret ballot. This is the same as voting in government and local body elections. In all cases the voting closes before the votes are counted. Therefore there is a requirement to maintain the secrecy of the state of the ballot.

The easiest way to do this is to not open any envelopes containing voting papers until it is time to count the votes.

The confidentiality of the state of the ballot must be maintained at all times until you are satisfied that you have the correct result. This means that you should find a quiet room or area to concentrate on the vote count without distractions. Access to that area should be confined to any assistants you have asked to help you and scrutineers who have been appointed by candidates.

Declaration of results and completion of forms

Results are declared to the school community using the notice below.

Go to www.trustees-elections.co.nz and log on as a returning officer to complete online “Candidates and Elections Results – Appendix 1” (this replaces Appendix E). It is recommended to complete “Change in Membership of Board of Trustees – Appendix 2” (previously called Appendix F) at the same time. You do not have to be logged on to complete Appendix 2.

SAMPLE STUDENT ELECTION RESULTS DECLARATION (IF RESULT IS DECIDED BY ELECTION)

(Insert school name) School

Board of Trustees' Election

Declaration of Student Election Results

Votes:

Brown, Mary 13
Reynolds, John 7
Invalid votes 1


I hereby declare Mary Brown duly elected.

Signed

(insert name)

Returning Officer

    

Back to top