51±¾É«

This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: University Secretariat

Original Approval Date: February 23, 2022

Date of Most Recent Review/Revision: November 22, 2024

Administrative Responsibility: University Secretariat

Parent Policy: Policy on the Election of Administrative Staff to the Board of Governors (14.3)

1.0 Definition

1.1 Run-Off Election: a second vote run in order to determine a winner, in the case of a tie in the initial vote. 

1.2 By-Election: An election held to fill a Board seat that has become vacant prior to the next scheduled election.

2.0 General

2.1 As per Policy 14.3, the University Secretariat Office will run elections as needed for Administrative Staff Representatives to the 51±¾É« Board of Governors

3.0 Nominations

3.1 The University Secretariat Office will release a Call for Nominations online and via email to all Administrative Staff, at least one week in advance of the nominations closing.

3.1.1. The University Secretariat Office will specify in the Call for Nominations the Employee Group/Executive Leadership Team member’s portfolio from which Administrative Staff members are ineligible to run based on Policy 14.3.  

3.2 Interested candidates, or those interested in nominating a candidate, are to fill out the nominations form issued by the University Secretariat Office.

3.2.1. All candidates must be nominated by two Administrative Staff members other than the candidate themselves.

3.2.2. Nominators are to inform the potential candidate of their nomination to ensure that they are interested in standing for election and serving on the Board of Governors. 

3.2.3. Candidates will be asked to submit a brief statement outlining their interest and qualifications for the position. These statements are provided directly to all eligible voters as election material; therefore, candidates should limit other forms of overt campaigning. Use of 51±¾É« services (email, inter-office mail, etc.) for direct campaigning is prohibited. Posters are not permitted.  

3.3. The University Secretariat Office will provide confirmation that the candidate’s nomination information has been received via email to the nominee and nominators. 

3.4 If only one Administrative Staff member stands for election when nominations close, they will be acclaimed to the position and no election will be required.  

4.0 Election

4.1 Voting will be conducted through an electronic platform, and all Administrative Staff will be eligible to vote. 

4.2 Campaigning by means other than the official candidate statement will not be permitted during the voting period; any candidate(s) shown to be campaigning will be disqualified.  

4.3 Voting will typically remain open for at least a one-week period.

5.0 Election Results

5.1 The University Secretariat Office will notify all candidates of the election results within 2 business days of the vote closing. 

5.2 The University Secretariat Office will notify all Administrative Staff of the election results within one week after the vote closes. 

5.3 In the case of a tie, if both candidates remain interested in serving, a Run-Off Election between the candidates receiving an equal number of votes will be held. 

5.4 Election results will be kept on file by the University Secretariat Office in line with the University retention schedules. 

6.0 Vacancies

6.1 Should an Administrative Staff seat on the Board of Governors be vacated before its term end, the University Secretariat Office in consultation with the Board Chair will decide the manner in which the vacancy is filled from the following options: 

6.1.1. Fill the vacancy for the remainder of that term with the candidate receiving the next highest number of votes from the most recent election (noting the restrictions laid out in Section 4.02 of Policy 14.3 Election of Administrative Staff to the Board of Governors). In the case that second place in the previous election resulted in a tie and both candidates remain interested in serving, a By-Election would be held as per section 7.0. 

6.1.2. If the most recent election was too far in the past or there is no eligible candidate from that election, hold a By-Election to fill the vacancy.

6.1.3. Continue with the vacancy until the next election/term start.

7.0 By-Elections

7.1 A By-Election will be held utilizing the same procedures as a regular election.

7.2 A By-Election will be held as needed to fill an Administrative Staff vacancy on the Board. The successful candidate will carry out the remainder of the term vacated rather than starting a new 3-year term.  

Relevant Legislation

51±¾É« Act, 1973, as amended, specifically sections 2(1)(a.1) and 8.(2).

Related Policies, Procedures, & Documents

Policy 14.3 Election of Administrative Staff to the Board of Governors
Board of Governors By-Law #1
14.2 Conflict of Interest Policy for the Board of Governors