Policy: C-30.1 P1
This procedure describes the processes by which the University conducts elections.
General Counsel and University Secretary.
All elections are undertaken by secret ballot.
1. The Returning Officer has responsibility for conducting elections that are within the scope of this policy and procedure.
2. The Returning Officer may appoint Deputy Returning Officers to assist in carrying out the functions of this policy.
A. Announcing an election
3. Not less than 21 calendar days before an election, the Returning Officer will notify each person eligible to vote in the election and invite nominations. The Returning Officer will circulate information about the election, the purpose of Council or the committee to which candidates may be elected and the date and time before which nominations will be accepted.
B. Nominating a candidate
4. A person must be nominated in writing by two people eligible to vote in the election and the person nominated must indicate their consent to the nomination. The nomination must be returned to the Returning Officer by the day and time stipulated in the notice of election.
C. Appointing scrutineers
5. The Returning Officer will appoint up to two scrutineers to observe the process of an election.
6. Scrutineers cannot be candidates in an election and should not be appointed as such until this has been established.
7. Wherever practical, scrutineers should not have a close personal association with candidates, or with the Chair of Council or the committee to which the successful candidates may be appointed.
D. Conducting an election
8. The method of voting and counting of ballots in Council elections is, unless Council resolves otherwise, by means of electronic voting software. Electronic voting software will also be used for voting and counting of ballots in all other University elections covered by this policy and procedure, unless the Vice Chancellor resolves otherwise.
9. Unless otherwise approved by Council or the Vice Chancellor (as appropriate) the optional preferential voting system will apply. As such a valid vote does not have to indicate preferences among all the candidates. It can, for example, indicate a first preference with a ‘1’ and leave the rest of the ballot blank.
10. Information about the system of voting and instructions concerning the method of voting will be circulated and each person wishing to record a vote may do so by the date and time appointed by the Returning Officer.
11. The position of each candidate on a ballot will be chosen by random selection.
12. If, at the close of nominations, the number of nominees does not exceed the number of vacancies, the Returning Officer will declare the nominee(s) elected.
13. If, at the close of nominations, the number of nominees exceeds the number of vacancies, the Returning Officer will prepare a ballot and distribute this to all eligible voters.
E. Counting the votes
14. If a candidate receives more than 50 per cent of the first preference votes, they are elected.
15. If no candidate receives more than 50 per cent of the first preference votes, then the least popular candidate is eliminated. Any second preferences of voters who voted for the least popular candidate will be distributed among the remaining candidates.
16. The ballot papers of voters who have indicated only a first preference for the least popular candidate are set aside as ‘exhausted’ and no longer count as part of the total number of votes among which a winning candidate may gain a majority.
17. This process is repeated until one candidate receives more than 50 per cent of the remaining votes.
18. Any further vacancy or vacancies will be filled in the same manner.
19. If, on any count, two or more candidates have an equal number of votes, the Returning Officer will draw lots in the presence of the scrutineers to decide which is to be excluded.
F. Declaring an election
20. Once the result of the election is known, the Returning Officer will declare the result by:
• advising the candidate(s)
• advising the presiding officer of Council or the chair of the relevant committee, and
• making a public statement by such means as the Returning Officer may decide.
University Secretary and General Counsel
• Associated Documentation
Policy C-30.1
• Officer Responsible for Update and Review: University Secretary and General Counsel
• Approving Authority: Council
• Commencement Date: 18 May 2021
• Review Date: April 2024
• History: This procedure supersedes the procedural detail in: Policy C-30: University Elections