Title: Observations and Analysis of Agricultural and Bioresources Engineering Students

Association (ABESA) Elections

A. INTRODUCTION

As an observer from the Computer Engineering Department, I had the opportunity to closely
observe the elections held by the Agricultural and Bioresources Engineering Students
Association (ABESA). The purpose of my observation was to ensure the integrity, fairness,
and transparency of the election process. While elections are vital for democratic
representation, it is essential to identify and address any flaws or irregularities that may
compromise the legitimacy of the results. This report aims to provide an in-depth analysis of
the observed flaws and their impact on the overall fairness of the ABESA elections.

It is important to note that the observations outlined in this report are based on my personal
experience as an observer and interactions with the stakeholders involved in the election
process. The intention is to highlight the areas that require improvement, provide constructive
feedback, and support the enhancement of future elections.

ABESA plays a crucial role in representing the interests of Agricultural and Bioresources
Engineering students, and conducting elections is a fundamental aspect of ensuring effective
representation and democratic decision-making within the association. The importance of a
transparent, fair, and inclusive election process cannot be overstated. Therefore, it is crucial
to identify and address any flaws or irregularities to uphold the principles of democracy and
maintain the trust of the student body in ABESA’s ability to represent their interests
accurately.

By addressing the identified flaws and implementing appropriate measures, ABESA can work
towards conducting future elections that reflect the will of the student body, encourage active
participation, and foster an environment of inclusivity, transparency, and fairness.

B. EXECUTIVE SUMMARY

This observer report provides an overview of the Agricultural and Bioresources Engineering
Students Association (ABESA) elections, highlighting both areas of success and identified
flaws. ABESA demonstrated success in various pre-election preparations, including the
formation of an Election Committee, clear guidelines and regulations, candidate eligibility
verification, and timely pre-election communication. However, significant flaws were also

1
identified, including a lack of transparency, high number of void votes due to insufficient
disclosure of election rules, inadequate voter verification, and lack of ballot secrecy.

Furthermore, the report addresses the issue of lecturer involvement and threats, noting
instances of improper lecturer involvement and reports of threats and intimidation tactics
employed by certain individuals, potentially including lecturers. These actions undermine the
fairness and impartiality of the elections, creating a hostile environment and discouraging
free expression of choices.

The report concludes with recommendations for ABESA to improve future elections. These
include enhancing transparency by clearly disclosing election rules and procedures,
improving voter verification processes, ensuring ballot secrecy, addressing issues of improper
lecturer involvement and threats, and taking steps to create a safe and unbiased environment
for democratic participation within ABESA.

By implementing these recommendations, ABESA can regain the trust of the student body,
enhance the integrity of the election process, and conduct future elections that accurately
represent the interests and choices of Agricultural and Bioresources Engineering students.

C. AREAS OF SUCCESS
i. Election Committee Formation:

ABESA demonstrated commendable efforts in appointing an Election Committee responsible

for overseeing the election process. The committee was composed of members from ABESA,
ensuring impartiality and fairness throughout the process. Their role included setting up the
polling station, managing the ballot papers, and addressing any technical issues that arose
during the elections. It was however observed that nobody from 400 level was part of the
Committee. This raised concerns as to whether or not students on internship program (IT
year) were to vote, hence, they were neither members of the Electoral Committee nor eligible
to contest for any of the offices.

ii. Clear Guidelines and Regulations:

ABESA provided clear guidelines and regulations governing the election process. These
guidelines outlined the nomination process, campaign rules, voting procedures, and result
announcement protocols. The clarity of these guidelines contributed to a better understanding
among candidates, voters, and election officials, ensuring a smoother election process.

2
 iii. Candidate Eligibility Verification:

The Election Committee diligently verified the eligibility of candidates based on

predetermined criteria. This included checking academic standing, enrollment as Agricultural
and Bioresources Engineering students, and active membership in ABESA. This verification
process ensured that only qualified candidates participated in the elections.

iv. Polling Station Setup:

A designated polling station was set up at the Agricultural Engineering Workshop, providing
convenient access for all eligible voters. The station was equipped with the necessary
materials, to ensure a secure and confidential voting process.

D. FLAWS IDENTIFIED:
1. Lack of Transparency:
a. Insufficient Disclosure of Election Rules:

There were instances of limited access to election rules. Insufficient communication channels
led to a lack of awareness among the student body, hindering their ability to make informed
decisions and actively participate in the elections. ABESA failed to adequately disclose Rule
16 of the Rules and Regulations Guiding ABESA Department Elections, which states:

“All 12 positions on the ballot paper must be ticked, and any ballot paper with incomplete
ticks would be considered void.”

Voters were not adequately pre-informed about this rule, leading to confusion during the
voting process. The lack of transparency in disclosing this rule compromised the fairness of
the elections.

b. High Number of Void Votes:

Due to the lack of pre-information about Rule 16, a significant number of votes were
rendered void. Specifically, 41 void votes were recorded, which accounted for approximately
20% of the total votes cast. This indicates a substantial impact on the election results, as a
significant portion of the student body’s votes were not counted towards the final outcome.

2. Voting Irregularities:

3
Instances of inadequate voter verification, lack of ballot secrecy, and mishandling of ballot
papers were observed. These irregularities raise concerns about the accuracy and integrity of
the final vote count and may impact the legitimacy of the election results.

a. Inadequate Voter Verification:

There were instances where the verification process for voters was insufficient. Failure to
properly verify the identity and enrollment status of voters compromises the integrity of the
election, as it allows for the possibility of ineligible individuals casting votes. Rule number 6,
19 and 22 are clear on the use of the School ID card as the ONLY means of identification
before voting. Course reps were however used to replace the use of ID cards at some point.

b. Lack of Ballot Secrecy:

The voting booths were not adequately maintained, resulting in a lack of ballot secrecy. This
compromises the anonymity of voters and raises concerns about external influence or
intimidation.

c. Attempted Snapping of Votes:

During the voting process, some students were seen attempting to take photos or snap
pictures of their ballots. This behaviour raises concerns of potential external influence or the
possibility of students being influenced on who to vote for. It also suggests a lack of
understanding of the secrecy and independence of the voting process.

3. Lecturer Involvement and Threats:

a. Improper Lecturer Involvement:

There were instances where a certain lecturer exhibited undue influence in the election
process. This involvement, through direct interference and biased support for specific
candidates, undermines the fairness and impartiality of the elections. Lecturers should
maintain a neutral stance and refrain from exerting their influence on the student body’s
choices.

b. Threats and Intimidation:

Reports emerged regarding threats and intimidation tactics employed by certain individuals,
potentially including lecturers, to influence the outcome of the elections. Such actions create
a hostile environment and discourage students from freely expressing their choices,
compromising the democratic nature of the process. ABESA should take immediate steps to

4
address these reports and ensure the safety and well-being of all participants in the election
process.

E. RECOMMENDATIONS:

Based on the observations and identified flaws in the Agricultural and Bioresources
Engineering Students Association (ABESA) elections, the following recommendations are
provided to improve future elections and ensure fairness, transparency, and inclusivity:

i. Enhance Transparency:
a. Improve Disclosure of Election Rules:

ABESA should ensure comprehensive and transparent disclosure of all election rules and
procedures. This includes clearly communicating requirements such as Rule 16 regarding
complete ticking of all 12 positions on the ballot paper to avoid confusion among voters. The
rules should be easily accessible through multiple channels and physical notice boards,
ensuring that all students have access to the information.

b. Transparent Selection of Election Committee:

ABESA should establish a transparent process for selecting members of the Election
Committee. This process should involve openly soliciting nominations, conducting fair
evaluations, and appointing committee members based on their merit, impartiality, and
commitment to upholding the principles of transparency and fairness. The selection criteria
and process should be communicated to the student body to build trust and confidence in the
Election Committee’s integrity.

ii. Strengthen Voter Verification:

a. Robust Verification Procedures:

ABESA should establish rigorous verification procedures to confirm the eligibility of voters.
This can include cross-referencing student class lists, active ABESA membership lists, and
other relevant databases to ensure that only eligible students can cast their votes. The
verification process should be carried out systematically and efficiently, with clear guidelines
provided to election officials.

b. Clear Communication of Voter Requirements:

ABESA should clearly communicate voter requirements and eligibility criteria to all students
well in advance of the elections. This can be done through various communication channels.

5
Providing this information in a timely manner will allow students to verify their eligibility
and rectify any issues well before the voting day.

c. Strict Enforcement of ID Card Requirement:

ABESA should strictly enforce Rule 6, 19, and 22, which state that the school ID card should
be the only means of identification before voting. Election officials should be trained to
diligently verify the identity of voters by checking their school ID cards to ensure that only
eligible students participate in the elections. Clear guidelines should be provided to election
officials on how to carry out the verification process effectively and efficiently.

iii. Ensure Ballot Secrecy and Integrity:

a. Secure Voting Booths:

ABESA should ensure that voting booths are set up in a manner that guarantees the privacy
and secrecy of each voter’s ballot. This includes providing well-maintained booths to prevent
others from observing the voting process. Regular checks should be conducted to ensure the
physical integrity of the booths.

b. Monitoring and Supervision:

ABESA should assign trained personnel to monitor the voting area and ensure that voters are
adhering to the principles of ballot secrecy. These personnel should be responsible for
maintaining order and addressing any issues or violations promptly.

iv. Mitigate Lecturer Involvement and Threats:

a. Establish Clear Guidelines:

ABESA should establish and communicate clear guidelines regarding the role of lecturers
during the election process. These guidelines should explicitly state that lecturers should
maintain neutrality and impartiality, refraining from any involvement that may influence the
outcome of the elections. The guidelines should be widely disseminated among both lecturers
and students to set clear expectations.

b. Address Threats and Intimidation:

ABESA should take immediate and decisive action to address reports of threats and
intimidation tactics. This includes conducting thorough investigations into such incidents,
ensuring the confidentiality and safety of those involved, and implementing appropriate
disciplinary measures against individuals found guilty of engaging in such behaviour. ABESA

6
should foster a safe and respectful environment where students can freely exercise their
voting rights without fear of coercion or intimidation.

v. Enhanced Communication and Engagement:

a. Effective Communication Channels:

ABESA should establish efficient communication channels to disseminate timely updates,

announcements, and important information related to the election process. These channels
can include social media platform and physical notice boards. ABESA should ensure that the
communication channels are accessible to all students and actively monitor them for any
queries or concerns raised by students.

b. Encourage Student Participation:

ABESA should actively encourage and promote student participation in the elections. This
can be achieved through organizing informative sessions, candidate debates, town hall
meetings, or other interactive events where candidates can present their platforms and engage
with the student body. ABESA should collaborate with student organizations, clubs, and
departments to create a culture of active involvement and awareness regarding the elections.

F. CONCLUSION:

The observer report on the Agricultural and Bioresources Engineering Students Association
(ABESA) elections highlights both the areas of success and the flaws identified during the
electoral process. ABESA demonstrated success in various pre-election preparations,
including the formation of an Election Committee, clear guidelines and regulations, candidate
eligibility verification, polling station setup, and timely pre-election communication.
However, significant flaws were also identified, including a lack of transparency, high
number of void votes, inadequate voter verification, lack of ballot secrecy, and incidents of
lecturer involvement and threats.

To address these issues and improve future elections, several recommendations have been put
forward. These include enhancing transparency by clearly disclosing election rules,
improving voter verification procedures, ensuring ballot secrecy through secure voting
booths, mitigating improper lecturer involvement and addressing threats, and enhancing
communication and engagement with students.

7
By implementing these recommendations, ABESA can rebuild trust among students, uphold
the principles of fairness and transparency, and conduct future elections that accurately
represent the interests and choices of Agricultural and Bioresources Engineering students. It
is crucial for ABESA to prioritize these improvements to maintain the integrity and
legitimacy of the electoral process and ensure that all students feel confident and engaged in
the association’s decision-making processes.

Overall, with the implementation of these recommendations, ABESA can work towards
conducting elections that truly reflect the aspirations and voices of the Agricultural and
Bioresources Engineering student community, promoting democratic values, and fostering a
sense of inclusivity and representation within the association.