HALL OF RESIDENCE-VIII

HALL EXECUTIVE COMMITTEE BYE ELECTION - 2015

NOMINATION NOTICE

Elections will be held for the following posts (in alphabetical order):

1. Accounts Secretary
2. Canteen Secretary
3. Computer Room Secretary
4. Cultural Secretary
5. Games & Sports Secretary
6. Maintenance Secretary
7. Mess Secretary
8. President & Convener, HEC
9. Reading Room and Circulation Library Secretary
10. Garden Secretary
NOMINATION RULES AND REGULATIONS:
1. A resident of Hall-8 who is registered student of IIT Kanpur meets the CPI requirements
(CPI 6.0 for UG and CPI7.0 for PG) and is not in academic probation, academic
warning or disciplinary probation is eligible to contest the elections.
2. Student applying for any post should have been staying in Hall-8 for at least one
immediate semester as a student. Furthermore, he/she should sign an undertaking form
stating that he/she will not be absent on a leave of 2(two) months maximum, unless a
special permission is granted by the Warden-in-Charge by the recommendation of
his/her Hall Executive Committee.
3. Only the students, who are expected to pass out not before December, 2015 are eligible to

apply.
4. If any rule in the constitution or in any notices regarding elections can be interpreted in
more than one way, then the interpretation of the election officers in consultation with
wardens will be final.
5. In case of any dispute regarding election, complaints have to be submitted in writing to
warden-in-charge and the decision of the wardens will be final.
6. Nominations should be neatly typed or hand written on an A4 sheet in the format enclosed
with the notification.
7. Nominations should be formally handed over to any one of the election officers given
below:
Mr. Arunava Sengupta (Room No. F 202/Hall-8), Ph:9454772289
Mr. Saurabh Srivastava (Room No. F-109/Hall-8), Ph:8004346495
8. Nominations can also be dropped in the BOX, which is kept at the mess counter.
9. Along with the nomination form photocopies of latest CPI sheet and I-card of the
contestant and photocopy of I-card of Supporter and Seconder has to be attached.
10. All the nominees will be governed by the rules and regulations in the constitution and
notices put up by the election officers.
11. All the rules and regulations in the draft constitution regarding elections will be applicable
on all nominees and residents as per the interpretation of the election officers.
12. In all such cases arising from situations not listed in any notice or Hall-8 draft constitution,
the decision of the election officers in consultation with wardens will be binding to all
residents of Hall-8.

Election Rules Follows

P.T.O

HALL OF RESIDENCE-VIII
HALL EXECUTIVE COMMITTEE BYE ELECTION - 2015
ELECTION RULES
Election procedure and Declaration of Results:
1. Every resident student of Hall-8 has a right to vote. Each resident can cast at most one first
preference vote and all the decreasing order of preferences for each post.
2. Sealing of ballot boxes, Polling and Counting shall be held in the presence of at least one
Warden.
3. The representative of each candidate (only supporter or seconder) shall be allowed as his
nominee at the time of counting of votes. The candidates himself, however will not be
allowed to be present at the time of counting. The nominee can only observe the counting
process and must not interfere in the counting process.
4. If, during counting, a nominee observes some minor lapse of procedure, he may approach
the election officer(s)/Warden(s) to report the same. However all other complaints related
to polling or counting by the nominee(s)/candidate(s) must be given in writing to the
warden(s) within a day of polling. Any decision taken in this regard by the warden(s) shall
be binding on all candidate(s)/student(s).
5. A candidate may request the election officer for recounting of the votes in writing within a
day of polling. Depending on the merit of the case, the election officer in consultation with
warden(s) may order re-counting. The re-counting, if any shall also be done the presence
of the warden. At most two recounts may be held per post.
6. Identification of invalid votes is part of the counting process and the criterion for judging
invalid votes shall be put up on the day of the elections.
7.

The results of the elections will be declared on the basis of the SPTV, (i.e.) Single
Transferables Preferential Voting System, as explained in clause 8 below

8. Candidates shall be elected from the eligible general body members (definition of general
body member as specified in article 1.1 of constitution of Hall 8) on the basis of one single
transferable preferential voting system, i.e., if there are n candidates, votes shall be
required to give n-1 preferences. Counting shall be done in successive rounds. In the first
round, first preference votes only shall be counted and the candidate with the least first

preference votes shall be declared unsuccessful. In the next (and successive) round(s),
second preference votes (or highest preference votes) of the unsuccessful candidates shall
be added to the first preference count of continuing candidates and again the candidates
with the lowest tally shall be declared unsuccessful. This procedure shall be repeated until
all but one candidate, who shall be declared successful, secures 50 percent of the total
valid votes cast.
9. If the difference (as per the last count) between the number of votes polled by the
requesting candidate and the number of votes polled by the winning candidate is less than
or equal to 3% of the total number of votes polled (excluding the votes which were
rejected as invalid), then it shall be binding on the election officer to order a recounting.
10. Used ballot papers shall be preserved for period of one week from the date of polling. All
unused ballot papers shall be destroyed after polling is over in presence of the warden(s).
11. In all such cases arising from the situations not listed in any notice or Hall-8 draft
constitution, the decision of election officers in consultation with wardens will be binding
to all residents of Hall-8.

Proxy Voting:
1. Proxy will start from 8.00 PM, 30th September, 2015 (wednesday).
2. The proxy votes shall be handed over to any election officer in a sealed envelope by the
voter (preferable signed in the flap by the voter).
3. The envelop must contain the voters choice of candidate for each post as applicable as well
as self-attested Xerox copy of his/her I-card. The voter must put his/her name; roll number
and room number on top of the envelope.
4. During handing over the sealed envelope to either of the election officer, the voter must
bring his/her I-card.
5. After receiving the envelope, the election officer shall strike off the voters name from the
voting list. The election officer shall open the sealed envelopes at the time of counting in
presence of the warden(s).

SOP Box:
1. All the candidates, even those whose posts are uncontested, should be present at the SOP
Box.
2. The SOP Box will be moderated by one of the election officers. The moderator can censor
questions he/she deems impertinent to the discussion at hand and may also limit the time
for a speaker.
3. All participants are expected to maintain decorum and dignity during SOP Box.
4. All questions put up to a candidate will be subject to the approval of the moderator.

CAMPAIGNING RULES FOLLOWS, P.T.O

HALL OF RESIDENCE-VIII
HALL EXECUTIVE COMMITTEE ELECTION - 2015
CAMPAIGNING RULES

Campaigning Rules for Hall Elections:

1. The campaigning begins at 27th september, 2015 (Sunday). The campaigning will continue
till 7:00PM on 30th September, 2015 (Wednesday).
2. No campaigning in any form is allowed after the campaigning period.
3. SOP Box will be held on 30th september, 2015 (Wednesday) at 7:30 PM in Hall-8 foyer.
4. All candidates will be required to submit their manifestos to any of the 2 election officers,
latest by 5:00PM on 27th September, 2015 (Sunday) which will be displayed on the notice
boards.
5. All candidates will be allowed to display two A4 size posters on the notice board allotted
for such posters.
6. No sticking of poster or pamphlet or any material, for campaigning or otherwise is allowed
on any of the hostel walls.
7. All the posters should be strictly in English only.
8. The campaigning through sending emails to a group of people is not allowed.
9. Distribution of limited election officer signed printed/ hand written slips are permitted for
campaign.
10. Door to door campaigning is allowed at all times except between 12 Midnight and 7AM.
11. All candidates are allowed to take only four people other than him on door to door
campaigning.
12. If more than two candidates are campaigning together, then their group should not have
more than 10 people including the candidates.
13. Unopposed candidates are not allowed to campaign, but they can accompany with any of
the candidates where they will be counted as one of the four people in the group.

Note: Violation of any code of conduct may lead to cancellation of

candidature