-
Notifications
You must be signed in to change notification settings - Fork 0
Election Officer Documentation
Congratulations on being appointed as elections officer!
You job is to run an online election for members of the CSSS to vote on new members of the executive. You'll be creating an election through the CSSS website for electees to post their speeches, create an election through https://sfu.simplyvoting.com/ for members of the CSSS to vote in, and to announce & advertise the election according to the CSSS constitution.
You win as an elections officer if you're able to get more people to vote, so try your hardest to work with CSSS executives to make the election engaging & give people ample notice & time to vote! You actually have a lot of creative freedom if you feel like it :)
(1) Create an election in https://sfucsss.org/elections
TODO: add more information about this when the election subsystem is completed. The way it should work is that you'll create an election by setting start & end times, and which positions are being elected. Then, you'll keep an eye on which people are signing up for the election and you'll moderate the contents of their speeches.
For now, send your speeches to the sysadmin & provide a timeline for when you want them to be made public, and they'll be uploaded to https://new.sfucsss.org/elections/<your-election-slug>/speeches for people to view.
(2) Create an election in https://www1.simplyvoting.com/manage/
You'll have to ask an executive of the csss to request an elector account for you (your computing id) with access to the "Computing Science Student Society" user group. This may take anywhere from a day to a week.
The executive should do the following at least 2 weeks before the election's voting period:
Log in to the[email protected]service accountSend the following email to [email protected], which directs it to FAS IT
Hi FAS IT,
This is <Name> an Executive of the CSSS.
I'd like to request the creation of a user account for Simplyvoting, as an Elections Officer for our society's next general election. The user should be for <Election Officer's Name> (<Election Officer's Computing ID>@sfu.ca). Please add these accounts to the "Computing Science Student Society" user group.
Afterwards, you can log in to simply voting at https://www1.simplyvoting.com/manage/.
For the time being, you'll need to get one of Sysadmin, Pres, VP, or Treasurer to login to simplyvoting on your behalf, in order to configure the election. I would recommend meeting with one of them in person, but discord or zoom would work as well.
You press the "create new election" button.
In order to allow only members of the CSSS to vote in this election, you must import a list of valid electors. This can be done by asking a member of the executive of the CSSS to login to SFU Groups and get a list of members from csss-honorary and csss-members in the following groups & their computing id (only members who are currently students are allowed to vote). Next, you'll need to use the python script below to convert this info into a csv file which can be uploaded by simply voting as per their documentation.
Once you have the .csv file with all the elector information, Press the "Import Electors" button. This will bring you to a page with two columns: Computing_ID and SFU_Email. For the dropdown under Computing_ID, select "Elector ID". For the dropdown under SFU_Email, select "Email Address". Press Import, then wait 1-3 minutes.
Please note that, the "Elector ID" must be the student's computing id ("abc12" for example), otherwise they will not be allowed to vote. Using the elector's email address ("[email protected]") will not work.
header_row = "Computing_ID,SFU_Email"
members = """
[email protected]
[email protected]
[email protected]
...
"""
formatted_list = "\n".join([
f"{email.split('@')[0]},{email}" for email in members.split()
])
print(header_row + "\n" + formatted_list)The details are mostly self-explanatory here, EXCEPT, you add options by clicking on the "options" link from the center of the row detailing question info. You can't add an option by editing a question.
Email blasts seem like a convenient way to get electors to vote~! Seems pretty self explanatory, just make sure you get all your dates right.
I would probably recommend sending emails directly through official sfu maillists (or sfu groups), as simplyvoting doesn't have an sfu domain and may seem like a scam. Emails to 4000+ students may take several minutes to process, so maybe start your election 5-10 minutes earlier than expected!
Ask a member of the executive to add you to the [email protected] maillist (or SFU Group in the future), which will allow you to send emails to [email protected] which will send to all members of the csss, including honorary ones.
You'll have to make sure you proof view your election & double check everything looks good! Once you've done this, you can click to finalize the election, which will ensure it starts at the date you last selected.
Be creative! Make it interesting to people in computing science! Make it... controversial? Maybe not too controversial please.
Students who have been enrolled into the election will go to https://sfu.simplyvoting.com/, login using sfu authentication, then it will say they are registered in a ballot. They can then make their choices.
You'll probably want to announce the results at BGN first, then online second. It's fun to announce results in person!