POLICY NO: C-30.1
1. This policy prescribes the principles the University uses to conduct its elections.
2. All elections for staff members appointed to Council, its standing committees and committees established by the University, where the terms of reference of the committee specify that one or more positions are to be appointed following an election.
3. This policy applies to elections for other University committees as determined by the Vice Chancellor.
4. The General Counsel and University Secretary is the Returning Officer for all elections to which this policy applies.
5. The Returning Officer may appoint Deputy Returning Officers to assist in carrying out the functions of this policy.
6. For each election the Returning Officer must appoint as scrutineers, two staff members who are not candidates in the election.
7. All elections will be conducted in accordance with the principles of equity, confidentiality, independence, fairness and transparency.
8. All elections will be undertaken by secret ballot.
9. The optional preferential voting system will be used for all elections conducted in accordance with this policy unless determined otherwise by:
a) Council, for elections to Council and its standing committees where the terms of reference of the committee specify that one or more positions are to be appointed following an election, or
b) the Vice Chancellor, for all other University committees.
Terms of office and Vacancies
10. Terms of office for elected positions will be as prescribed in the terms of reference of each committee.
11. If an elected position becomes vacant before the term has expired, a new election will be held unless:
a) the vacancy occurs less than 12 months after the original election for that position, and there is a second ranked candidate in that election who meets all the requirements of the position and who accepts the position, or
b) the term of the vacant position will end in less than 12 months, in which case the committee may choose to appoint a suitable person in accordance with the principles of equity, confidentiality, independence, fairness and transparency to fill the vacancy.
In both cases, the appointment will be for the unexpired balance of the term.
Definitions
Returning Officer: The person with responsibility for conducting each election.
Scrutineer: A staff member appointed to supervise the conduct of an election in accordance with the policy principles.
Optional preferential voting: A valid vote may be cast by:
a) registering a single primary preference for one candidate only; or
b) registering one or more additional preferences among the remaining candidates, using consecutive numbers.
• Associated Documentation
Procedure C-30.1: P1
• Officer Responsible for Update and Review: University Secretary and General Counsel
• Approving Authority: Council
• Commencement Date: 18 May 2021
• Review Date: April 2026
• History: This policy supersedes and replaces: Policy C-30: University Elections