Electoral Office

The Executive University Board of Universität Hamburg and the Election Committee agreed to the following on 27 May / 8 June 2005:

According to Section 36 of the Academic Senate and Faculty Council Election Rules, candidates may receive a reimbursement of costs against receipts up to the following amounts:

Elections to the faculty councils:

• EUR 10 per candidate (primary member), but the number of candidates who may make a claim for expenses is limited to the number of open positions for primary members indicated in each list.
• With respect to the student group, the number of candidates (primary members) who may make a claim for expenses is limited to 5 times the number of open positions (primary members) indicated in each list.

Elections to the Academic Senate:

• EUR 20 per candidate (primary member), but the number of candidates who may make a claim for expenses is limited to the number of open positions for primary members indicated in each list.
• With respect to the student group, the number of candidates (primary members) who may make a claim for expenses is limited to 5 times the number of open positions (primary members) indicated in each list.

Pursuant to Sections 85 and 91 of the Hamburg Higher Education Act (HmbHG), students are entitled to receive financial compensation for participating in Universität Hamburg committees.

I.

Students participating in the committees set forth in Section II below shall receive financial compensation within the scope of existing funding resources and in accordance with the following provisions for additional expenditures associated with voluntary activities (compensation allowance). No legal right shall vest to allow enforcement of any claim to such compensation.

II.

Students shall receive compensation in the amount of EUR 10 for each meeting attended for the following specified committees. Any compensation shall be limited to the following specified number of meetings:

1. Members of the Academic Senate

6 meetings per semester

2. Members assigned to the following committees by the Academic Senate

1. Budget and Planning Committee
2. Committee for Teaching and Studies
3. Committee for Research and Young Researchers
4. Equal Opportunity Committee
5. Committee for Building Planning

6 meetings per semester

3. Members of the faculty councils

6 meetings per semester

A different allocation is not permissible and individual activities may not be reimbursed or compensated.

III.

Members shall receive compensation. Substitutes shall only receive compensation when standing in for the member. Compensation for a meeting shall be paid to a member or his or her substitute on condition that he or she attends the meeting for more than half of the time the meeting is held. The number of meetings subject to compensation must be confirmed by the responsible administrative office using the appropriate Attendance Confirmation Sheet (PDF, in German only), which must be signed, stamped and dated.

IV.

A claim for compensation in accordance with this directive must be made no later than one month after the end of each semester. Claims must be received by the respective responsible office within the aforementioned period in order to be considered seasonable. Compensation claims that are not seasonably received will be disregarded.

Claims for compensation allowances associated with the Academic Senate and its committees must submitted to the Academic Senate administration; the respective faculty council administration is responsible for the payment of compensation allowances to student representatives sitting on the respective faculty councils.

V.

This directive shall become effective on 1 October 2010 and replace the directive dated 1 January 2006.

Prof. Dr. Dieter Lenzen

Elections to the Academic Senate, the faculty councils, and the institute committees

Information pursuant to Article 13 of the General Data Protection Regulation (GDPR)

1.          Personal and contact information

a.          The Controller as per the GDPR

The Controller as per the General Data Protection Regulation is the University of Hamburg, a corporation under German public law. 

Contact details:

University of Hamburg

represented by the President,

Mittelweg 177

20148 Hamburg

praesident@uni-hamburg.de

b.          Contact person for questions about data processing

Questions about the data processing described below can be directed to the Electoral Office.

c.          Data Protection Officer

You can contact the data protection officer at:

Data Protection Officer of the University of Hamburg

Mittelweg 177

20148 Hamburg

datenschutz@uni-hamburg.de

2.         Purpose(s)

The personal data will be processed for the following purpose(s):

Organization and implementation of elections to the Academic Senate, the faculty councils, and the institute committees, including succession in the event of resignation.

This includes retrieval and maintenance of electoral lists, sending of email announcements, checking and publication of election proposals, production and dispatch of election documents, determination and publication of election results, coordination and reimbursement regarding election advertising, and clarification of succession in the event of resignation.

3.         Legal basis

Data processing is lawful based on:

Article 6 paragraph 1 sentence 1 letter e and Article 3 GDPR in conjunction with Section 3 subsection 5 sentences 4 and 8, subsections 1, 10, and 85, subsections 3 and 91, subsections 1 and 92, subsections 4 sentence 1 and 96, subsections 1, 2, and 99 HmbHG; Sections 2, 4 subsections 2 and 4, 13 subsections 1 of the University of Hamburg Statutes; and the election regulations for the Academic Senate, the faculty councils, and the institute committees.

Article 9 paragraph 2 letter e GDPR with regard to political opinions (possibly contained in list names or attributes or election advertising of candidates)

4.         Categories of personal data

The following categories of personal data will be processed:

      address data

      communication data

      identification data

      membership and function data

      election data and

      if applicable, special categories (political opinions of applicants).

 In online elections, authentication, identification, and protocol data are also processed.

5.·       Recipients / categories of recipients

The personal data will be transmitted to the following recipients / categories of recipients:

When maintaining the electoral registers, including checking the right to vote, personal data are transmitted to the internal offices responsible (Data Warehouse, Department 3, or Department 6) or external offices (University Medical Center Hamburg-Eppendorf or Hamburg University of Applied Sciences).

Postal votes: The election documents are printed by Dataport.

Online elections: We use POLYAS voting software.

The approved nominations are made available to eligible voters, differentiated by electoral district and group.

When the University publicly announces the approved election proposals or the preliminary election results, personal data of the candidates or elected members and their deputies are published on the Electoral Office’s website for the duration of the objection period. The information can then be accessed worldwide, and general deletion from the internet cannot be guaranteed—as third parties may have copied the information, for example.

As part of the publication of election advertising on the Electoral Office’s website, the information is transmitted by the candidates to Department 2 or Lecture2go. Depending on the design, this content may also contain personal data. The design of the content is the responsibility of the lists. The previous notes on publication on the internet apply.

In the event of objections, the personal data of the persons concerned are transmitted to the election committee or election review committee.

The final election results and information on resignations and successors will be communicated to the respective committees.

Information on the reimbursement of election costs is transmitted to Department 7.

6.         Communication of personal data to a third country

We do not plan to communicate your personal data to a third country / international organization.

7.         Period of storage

Personal data will be stored for the following period:

The ballot papers and (postal) ballot documents will be kept until the beginning of the term of office of the committee concerned; this does not apply in the case of objection proceedings (Section 24 of the election regulations for the Academic Senate, the faculty councils, and the institute committees). .

In the case of online elections, the election project (voter ID, passwords, anonymous voter vote, and ballot paper) remains in place at least until the final election result has been determined, and at the latest until the start of the term of office of the committee in question (with the exception of objection proceedings).

The electoral roll is deleted after the term of office of the committee concerned has expired, as it is necessary to refer back to the respective electoral roll in the event of by-elections.

Otherwise, the retention period is 10 years after the respective file is closed in Eldorado; in particular, candidate data (election proposals), elected persons’ data (election results), and objections are documented.

Personal data will be subsequently deleted or anonymized so that it can no longer be linked to you.

8.         Your rights

You have the following rights:

a.         Right to withdraw consent

If the processing of your data is based on your consent, you may withdraw your consent at any time with future effect and without observing any formal requirements. Upon receipt of withdrawal of your consent, your data may no longer continue to be processed and must be deleted immediately if there is no other legal basis for their processing. This does not affect any previous processing of data and information.

b.         Right to information

You have a right to information from the Controller pursuant to Article 15 GDPR.

c.         Right to rectification

You may request that the Controller rectify any inaccurate data pursuant to Article 16 GDPR.

d.         Right to erasure (“right to be forgotten”)

You have the right to have your personal data and information deleted by the Controller—that is, “the right to be forgotten” pursuant to Article 17 GDPR.

e.         Right to restriction of processing

You have the right to restrict the processing of your personal data pursuant to Article 18 GDPR.

f.     Right to data portability

If you have granted your consent to the processing of your data or an application for

data processing has been made and the processing is conducted using automated

means, you have a right to data portability

(Article 20 GDPR).

g.     Right to object

If the processing of your data is based on Article 6 paragraph 1 letters e or f GDPR, you have a right to object to this processing to the Controller pursuant to Article 21 GDPR.

h.     Right to lodge a complaint

You have the right to lodge a complaint with the Hamburg Commissioner for Data Protection and Information (HmbBfDI) against the processing of your personal data.

General information on these rights:

In some cases, your request cannot or may not be complied with. If there are statutory grounds why your request cannot be complied with, you will be informed of the reason for denial.

9. Provision of personal data

You are not obliged to provide the University of Hamburg with your personal data and information; however, failure to do so may render the University of Hamburg unable to process and handle your matter.