A Procedure for the Conduct of Elections to the Senate and the Board

Approved by Senate: February 14, 2014

These procedures have been developed to meet the requirements for elections as set forth in the University Act of the Legislative Assembly of British Columbia.

1. Definitions

The following definitions have been drawn from the Act and applied to the University of the Fraser Valley (UFV).

  1. "Faculty member" means a person employed by UFV as an instructor, lecturer, assistant professor, associate professor, professor, or in an equivalent position designated by the Senate.
  2. "Support staff" means employees of UFV who are not (a) officers of the university, or (b) faculty members.
  3. "Student" means a person who is presently enrolled at UFV in a credit course or who is designated by resolution of the Senate as a student.
  4. “Officer of the University” is the president, a vice-president, an associate vice-president, a dean, an associate dean, an executive director, an associate director, a director (excluding directors of schools within a faculty who are voting faculty members), the registrar, and deputy registrar.
  5. “Employee of UFV” refers to people who have a permanent or continuing employment contract with UFV.

2. Terms of office

2.1. Positions

2.1.1. The following positions are elected to the Senate:

a. two faculty members for each faculty, elected by faculty members of the faculty;

b. four students elected by students;

c. two support staff elected by the support staff.

2.1.2. The following positions are elected to the Board*:

a. two faculty members elected by the faculty members;

b. two students elected by students who are members of an undergraduate student society or a graduate student society;

c. one person elected by and from the employees of the university who are not faculty members. (Using the definition of support staff.)

*Please refer to Board Bylaw  for a list of those persons not eligible to be members of the Board.

2.2. Terms of Office

The terms of office are three years for faculty and support staff elected to the Senate or the Board, and one year for students elected to the Senate or the Board, and after that until a successor is elected.

Terms begin August first.

2.3. Vacancies

The Secretary of the Senate or the Board must enter a declaration of the vacancy in the minutes of the Senate or the Board as appropriate. This is conclusive evidence of the vacancy. (Attendance requirements for the Senate are specified in the Senate Bylaws. For the Board, unless excused by resolution of the Board, a member who does not attend at least half of the regular meetings of the Board in any year is deemed to have vacated his or her seat.)

The registrar will conduct by-elections in a timely manner. If three or fewer months are remaining in the term of office, the place will remain vacant until the regular annual elections take place.

A person elected to fill a vacancy holds office for the remainder of the term for which the person's predecessor was elected.

3. Election Procedures

The elections will be conducted by the registrar.

3.1. Nominations

1. A notice of the regular annual election and call for nominations shall be made at the Senate or the Board meeting in January. When a vacancy is identified the notice of the by-election and call for nominations shall be made at the same Senate meeting if appropriate.

Nominations will be open for three weeks.

If no candidates are nominated the call for nominations may be extended for two weeks. If no candidates are nominated after the extension, the position shall be filled by an appointment by the Chair of Senate or the Board that is confirmed by the Senate or the Board.

2. Candidates must be nominated to a position by five persons entitled to vote in the election. These nominators must be members of the group associated with the position.

Candidates may not accept a nomination for more than one position.

Candidates must be members of the group which elects them. They must sign the nomination indicating a willingness to stand for the position and agreement to serve the term. Candidates must be in good academic standing as defined by the university continuance policy.

3. The registrar will request each candidate to provide the following information:

a. the candidate's degrees and the dates of them;

b. the candidate's occupation;

c. offices held by the candidate at a university or in any other organization;

d. the candidate's other professional or business interests;

e. the candidate's publications.

Each candidate may also provide a statement of up to 150 words on the candidate's views on matters rightfully falling under the jurisdiction of the Senate.

This information and the statement will be printed with the list of candidates and voting instructions. These will be posted no later than the week following nominations.

3.2. Election Registers or Voters’ Lists

1. Faculty and Staff

The registrar will, upon a call for nominations, prepare an election register or voters’ list, which is an alphabetical list of the names and UFV addresses of the faculty and staff who are entitled to vote at an election.

The election register will be open for inspection at all reasonable hours by all members entitled to vote.

2. Students

The registrar will also keep an alphabetical list of the names of all students, including those who are members of the Student Union Society. This list will be brought up to date at the call for nominations and just before voting begins.

3. Voters for a representative of an area must be members of that area.

4. Only those persons whose names appear in the election registers are entitled to vote at an election.

3.3. Voting

1. The voting will be held at least four weeks after the close of nominations.

2. Candidates may conduct an election campaign until the voting begins and must follow the UFV procedures for posting notices, posters, and signs. The candidates are responsible for removing all posters and campaign material within sight of any designated polling station prior to the start of voting.

3. Balloting will take place over at least a three day, but preferably a four day period. The registrar will determine an appropriate method for voting that maintains the confidentiality of the process, but allows a maximum amount of voter participation.

3.4. Results

1. The registrar must report the results of the election to the Senate or the Board at the first meeting following the election.

2. The candidate with the highest number of votes will be declared the winner.

3. If there is a tie vote between two or more candidates for an office, the Senate must cast the deciding vote.

4. Appeals

  1. Any appeal of the contents or classifications in the voter's lists should be made to the registrar at least two weeks before voting begins.
  1. Any appeal of the conduct of the election shall first be made to the registrar. If the matter is not resolved, then it may be referred to the Senate Elections Appeal Committee.
  1. The Senate Elections Appeal Committee shall consist of four members of the Senate who shall consider any appeals of the conduct of elections. The decision of this committee will be final. The committee may ask the Board to participate in an appeal involving election to the Board.

5. Changes to the Procedures

  1. The registrar will review the procedures after each election and make recommendations for changes to the Senate.
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