F A Q

General questions and answers to the postal vote in the winter semester 2020/21.

- With regard to dates and deadlines only the election announcements are binding -

 

Frequently Asked Questions (pdf)

Because of the Covid-19 pandemic the election committee and the rectorate decided to hold the elections to the Senate, the Faculty Committees, the Equal Opportunity Officer and her Deputies as well as the Representatives of Student Assistants as a postal vote only. Due to the uncertain development of the pandemic during the winter semester, a postal vote is the most secure option for all parties involved.

All members of staff and students shall be informed about the postal vote proceedings via e-mail and be requested to inform themselves about their right to vote and to apply online for the postal vote documents (the right to vote is explained in par. 3 and 4). Furthermore, all election announcements shall be published online on the election portal and by putting up a notice within the university.

For the elections to the faculty committee of the Medical School all members of the faculty being fulltime staff (i.e. with an average minimum of 19,5 h per week) on the deadline (14 January 2021) and not being on leave for more than six months, are entitled to vote. For the repeat elections in the group of students the deadline for the right to vote remains on 1 October 2020. Entitled to vote are those students who were properly enrolled and not on leave for more than six months on this date.

Members of Bielefeld University are only entitled to vote and stand as a candidate if they are listed up in the electoral register.

Questions related to the electoral register or the right to vote will be answered by the electoral office (for communication see par. 16).

For the repeat election in the group of students the electoral register from the regular elections remains valid. The register is not put on display again for the repeat elections.

For the elections to the faculty committee of the Medical School the register is put on display from 15 February until 19 February 2021 (from 9 am to 3 pm) in the electoral office (V7-116). Information about the entry into the electoral register and the assignment to the status groups can be gathered in person, by phone or e-mail (for communication see par. 16).

Completed list proposals are to be submitted until 2 February 2021 at 12 noon for the repeat elections in the group of students and until 3 March 2021 at 12 noon for the elections to the faculty committee of the Medical School. You can hand in the documents personally in the election office (V7-114/116) or by the speaker of the respective list sending an e-mail to zentraleswahlamt@uni-bielefeld.de or sending them by post (for communication see par. 16) To make the procedure of handing in list proposals easier, it shall be sufficient that the completed list proposals including all relevant data and signatures, is handed in electronically at the election office. In case of electronic transmission this has to happen through the speaker of the list. On request the speaker of the list has to be able to present everything in its original version.

If there are any difficulties herewith or questions to the procedure or any of the options mentioned above is possible, do not hesitate to contact the electoral office.

In case the list proposal cannot be signed by own hand on the original, a copy of the original shall be signed. To make the proceedings of handing in easier, the speaker of the list may send the signature in an electronic format (e. g. scan, photography, fax etc.) or with a declaration of consent. The declaration of consent for application or support is retrievable either via the election portal (see forms for list proposals and the respective election for the corresponding office/body) or from the election office. Both have to be signed by own hand but can be transferred to the speaker of the list in an electronic format as well.

All members of Bielefeld University being entitled to vote do have the option to put in a request for postal vote using a form online. The link to this form can be seen on the front page of the election portal. The request must show: name, surname, matriculation number (in case of being a student) or Uni-ID (in case of being a non-student member of Bielefeld University). If the postal vote documents should be sent to another address than the one mentioned in “Prisma”, you may give another address (in case of not mentioning another address, the address will be taken that is mentioned in the system on the date relevant for the right to vote).

Each applicant who is entitled to vote will receive all relevant postal vote papers alongside with the postal vote documents.

In the frame of the repeat elections the students’ submitted request for postal vote from the original elections remains valid (with the respective address that was used for these elections).

If there occur any technical difficulties (e. g. with screen readers) with filling in the request for postal vote, do not hesitate to contact the staff of the election office via e-mail or telephone (for communication see par. 16). The same applies for problems concerning legibility of any other document published on the election portal.

The Uni ID is being administered in the BITS’s Identity Management System “Prisma” and makes a clear identification possible without requesting any other data. Uni-ID and matriculation number (as it can be seen on your student card) is identical. The Uni-ID of staff members can be found on the Uni-Card. If you have no Uni-Card or you do not know your Uni-ID, you can find it out via the Identity Management System “Prisma” under section “Meine Daten” or on your BITS account.

In case it does not work either way, please contact the election office. For verification purposes your full name and your date of birth is needed. (For communication see par. 16)

You can obtain more information at the BIS Wiki.

The registration number or Uni-ID is asked for a clear assignment and verification in the electoral register. This way it can be guaranteed that a person can only ask for the postal vote documents once and they will only be sent to that specific person. Each member of staff has an individual and unique Uni-ID.

For the repeat elections in the group of students postal vote documents can be applied for since December 14 2020. The deadline for the application is on 19 February 2021 at 12 noon.

For the elections to the faculty committee of the Medical School you can apply for postal vote from 14 January 2021 until 19 March 2021 at 12 noon.

In calendar week 8 the dispatch of the postal vote documents for the repeat elections in the group of students will start. In case you did not receive the respective documents by the end of the 9. calendar week (5 March 2021), please ask the election office via e-mail or telephone (for communication see par. 16).

In calendar week 12 the dispatch of the postal vote documents for the elections to the faculty committee of the Medical School will start. In case you did not receive the respective documents by the end of the 13. calendar week (1 April 2021), please ask the election office via e-mail or telephone (for communication see par. 16).

Generally, the dispatch is made to the address mentioned in the Identity Management System “Prisma” (if you are student only to the address mentioned under Korrespondenz Studium), which is the address the university uses in order to correspond with you. Please check your information there.

If you can foresee that you will not be available at your address mentioned in the Identity Management System “Prisma”, you can fill in the application form with another address. To this address the postal vote documents will be sent. Please do inform us in any case about an alternative address via the application form – a modification of the address in the system is not sufficient !

This gives no reason whatsoever that your main address will be changed in our systems. The other address will be used only for the purpose of dispatching postal vote documents and will afterwards be deleted. Because you gave in your matriculation number or Uni-ID, it is ensured that a person can only state an alternative address and receive the postal vote documents for oneself.

The postal vote documents have to be received at the election office by 16 March 2021 at 3 pm in case of the repeat elections in the group of students and by 13 April 2021 at 3 pm in case of the elections of the faculty committee of the Medial School. The return can be made by post or the internal post service. The documents may also be handed at the election office (V7-114/V7-116) in person.

No, there will not be any costs for voters. The return of the postal vote documents is for the voters free of charge.

Personal communication with the election office e. g. in case of questions concerning the right to vote, the change of address, difficulties with the request for postal vote or with handing in list proposals and so on only takes place via telephone or personal e-mail addresses ending on “@uni-bielefeld.de” or similar (in case of certain faculties or institutes incl. their respective abbreviation, e.g. @techfak.uni-bielefeld.de or @cebitec.uni-bielefeld.de).

For verification purposes the date of birth of the voter will be asked for. Communication via functional e-mail addresses is impossible, because more than one person could have access on it.

No, it is impossible to get postal vote documents in English. Even if there are translations of the election portal or the application form, we cannot offer any official documents as e. g. the postal vote documents or the election announcements in English. In case of problems of comprehension get in contact with the election office.

Your personal data which is collected during this year’s elections will only be kept for purposes of the election of the Senate, the Faculty Committees, the Representatives of student assistants, the Equal Opportunity Officer and her Deputies as well as the BiSEd Conference. Transmission to third parties does not take place. Further information can be found in the data protection notice.

The current members of the committees and bodies remain in office as long as the newly elected committees and bodies are convene for the first-time. Until then, current members in office can resign only for substantial reason. There will not be a shift or extension of the new tenure, it will end regularly by the end of the summer semester 2021 (for the students) and 2022 for the other status groups.

The tenures can be found in the first election announcements published on 1 September 2020.

For the faculty committee of the Medical School the tenure will start with the first constituent meeting.

The counting for the repeat elections shall be on 17 March 2020. The counting for the elections to the faculty committee of the Medical School shall be on April 2121; time and place of the public counting can be found in the first election announcements of 14 December 2020 for the repeat elections and of 14 January 2021 for the elections to the faculty committee of the Medical School. As soon as possible the results of the elections shall be displayed in the third election announcements on the election portal.

People who are physically disabled and not able to fill in the documents by themselves may have help by another person. The helping person has to be 16 years old or older. The helping person has to sign the affirmation in lieu of an oath on the ballot paper. The helping person is committed to secrecy upon the respective information.

In the winter semester business in presence at the University will remain limited. Therefore every list proposal will have the opportunity to hand in a Pdf-document in order to present itself online. The publication of all documents shall not be earlier than the second election announcement (approximately 15 February 2021 for the repeat elections on the group of students and 15 March 2021 for the elections to the faculty committee of the Medical School) via the election portal.

The document shall make clear who the editor is, the name of the list, which body it runs for and that the editor alone is responsible for the content. The election office checks the document only with regard to the requirements mentioned above and whether it contains content relevant to criminal law. Please hand in the Pdf-documents electronically at the election office (zentraleswahlamt@uni-bielefeld.de).