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January 6th, 2011

ELECTION NOTICE
HALL VIII EXECUTIVE COMMITTEE ELECTIONS 2011
The Schedule for conducting the elections is as follows: 1. Call for Nominations 2. Last date for receiving nominations 3. Last date for withdrawal 4. Finalized list of candidates 5. Manifesto submission by final candidates 6. Campaigning period 7. SOP Box 8. No campaigning after SOP box. 9. Polling 10. Counting and Results : January 16th, 2011, 10am to 5pm (Sunday) (If Necessary) : Counting starts from 6pm onwards on January 16th, 2011 and results follows. : January 7th, 2011(Friday). : January 9th, 2011 upto 11.59pm.(Sunday midnight) : January 10th, 2011 upto 11.59pm. (Monday midnight) : January 11th, 2011 by 10am. (Tuesday) : January 11th, 2011 by 11.59pm. (Tuesday) : January 11th, 2011, 11am to January 14th, 2011, 5pm. (Friday) : January 14th, 2011 at 6pm @Hall-8 foyer. (Friday)

Note : For the details regarding Nominations, Election and Campaigning rules see the Appendix 1, Appendix 2, and Appendix 3 respectively. It is strongly recommended that the residents mulling over filing nominations to contest HEC elections for any post mentioned in Appendix 1 must read the Nominations, Elections and Campaigning rules very carefully.

No campaigning should start until the final list is put up on January 11th, 2011.

CH V V S BHASKARA REDDY ELECTION OFFICER Room No. F106 chbr@iitk.ac.in 9450998309

RAVINDRA KUMAR OJHA ELECTION OFFICER Room No. D 218 rojha@iitk.ac.in 9415540574

APPENDIX -1
Elections will be held for the following posts: 1. 2. 3. 4. 5. 6. 7. 8. 9. President and Convener HEC Cultural Secretary Mess Secretary Maintenance Secretary Games Secretary Reading room and Circulation Library Secretary Canteen Secretary Accounts and Garden Secretary Computer Room Secretary

NOMINATION RULES AND REGULATIONS: 1. Any resident of hall-8 who is registered student of IIT Kanpur (IITK), 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. Students applying for any post should have been staying in IITK for at least one year as a student. 3. Only those students are eligible to apply who are expected to pass out not before December, 2011. 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 has to be submitted in writing to warden-in-charge and the decision of the wardens will be final. 6. Nominations should 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 in their rooms. Ravindra Kumar ojha (D 218, H-8) and Ch V V S Bhaskara Reddy (F 106, H-8). 8. Along with the nomination form photocopies of latest CPI sheet and I-cards has to be attatched. 9. Photocopies of I-cards of seconder as well as supporter have to be attatched. 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.

APPENDIX -2
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 vote 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 a 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 recount 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 simple majority of votes polled. 8. Clause 3.1.4.6 of the draft constitution being replaced because of the time constraint. In case of disagreement of a written application has to be submitted to wardens and their decision will be binding to all residents of Hall-8. 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 10.00am, January 14th, 2011. 2. The proxy votes shall be handed over to any election officer in a sealed envelope 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 I-card. The voter must put his name, roll no., and room no. on top of the envelope. 4. During handing over the sealed envelope to either of the election officer, the voter must bring his 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 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. No hoodting, shouting or clapping in between speeches is allowed. 4. All questions put up to a candidate will be subject to the approval of the moderator.

APPENDIX-3
Campaigning Rules for Hall Elections: 1. The campaigning begins at 11am on January 11th, 2011 (Tuesday). No campaigning is allowed before final list of candidates is put up. The campaigning will continue till 5pm on January 14 th, 2011. 2. No campaigning in any form is allowed after the campaigning period. 3. SOP Box will be held at 6pm on January 14th, 2011 (Friday) 4. All candidates will be required to submit their manifestos to any of the election officers, latest by 11.59pm on Januray 11th, 2011(Tuesday) 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 printed or hand written slips for campaigning is not permitted. 10. Door to door campaigning is allowed at all times except between 12am and 7am. 11. All candidates are allowed to take only four people other than himself 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. --*$@$*--

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