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UNIVERSITY SECRETARIAT
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Simon Fraser University
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8888 University Drive
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Burnaby BC VA iS6
Canada
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778.782.3495
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DATE
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778.782.4860
Senate
Alison Watt, Director, University Secretariat
Revisions to the Rules of Senate - NOTICE OF MOTION
19 March 2009
This is a
notice of motion
for the April meeting of Senate. Motions covering these
revisions to the Rules of Senate will be brought forward to the May Senate meeting
for approval.
1.
Change regarding electronic balloting for Senate committee elections.
As a result of the successful piloting of on-line balloting for Senate Committee
positions, the Senate Nominating Committee recommends the changes to the Rules
of Senate outlined on Appendix 1.
2.
Change regarding electronic balloting for Senate and Board of Governor
elections
Changes from ballots to on-line voting for elections also require changes to the Rules
of Senate. These changes which occur in Section J of the Elections section of the
Rules of Senate are outlined in Appendix 2.
3.
Change to the University Act concerning the selection of the Chancellor
The Government of British Columbia amended the University Act through Bill 34-
2008 to provide for the appointment of the Chancellor rather than the election of the
Chancellor. The attached four pages of the existing Rules of Senate are appended,
showing the required changes to the Elections section of the Rules.
SIMON FRASER UNIVERSITY
THINKING OF THE WORLD
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C.
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Election Rules
D. ?
Nominations
J.
General Regulations Covering Nominations and
K.
General Regulations Covering Elections
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Page 2 of 2
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D Nominations
1.
All nominations of candidates for membership on the Senate or on the Board of
Governors as faculty members shall be signed by not less than five members
entitled to vote in the particular election.
2.
All nominations of candidates for membership on the Senate or on the Board of
Governors as students shall be signed by not less than five students entitled to
vote in the particular election.
3.
All nominations of candidates for membership on the Senate who are to be
elected by and from the Convocation shall be signed by not less than five
members entitled to vote in the election. Members of Convocation who are
defined as graduates must hold a degree from Simon Fraser University at the
time of nomination. Faculty members may sign nomination papers, may vote,
but cannot be candidates.
4.
All nominations of candidates for membership on the Board of Governors being
elected by and from employees of the University who are not faculty members
shall be signed by not less than five members entitled to vote in the particular
election.
6.
The nomination paper must be signed by the candidate who shall state that
he/she is eligible to hold office and willing to permit his/her name to stand in
the election, or on written enquiry from the Registrar, the candidate must
indicate he/she is willing to stand.
7.
a) Each candidate for election to the Board of Governors or to the Senate
shall be requested to provide to the Registrar information respecting his/her
degrees, the dates thereof, his/her occupation, offices held by him/her at a
university or in any other organization, his/her other professional or business
interests and his/her publications.
b) Each candidate for election to the Senate is permitted to include along
with or in lieu of a curriculum vitae a statement of interest on the candidate's
views on academic and related matters rightfully falling under the jurisdiction of
Senate as laid down by the University Act. Similarly each candidate for election
to the Board of Governors may include such a statement on related matters
falling under the jurisdiction of the Board.
C) ?
Combined information from Sections (a) and (b) is limited to one page of
single spaced copy. Photos will not be included.
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3
July 2008
to
in
vote
writing
in the
from
election
the Registrar
to the Board
that he/she
of Governors
be permitted
by and
to
from
be a
members
candidate
of
and/orstaff
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40
who are not faculty members. Such request shall be authorized provided service
is continuing and has remained continuous over not less than the three previous
consecutive semesters.
3.
Continuing Part-time
Part-time continuing support staff (CUPE, APSA, Poly-Party, and Excluded)
with appointments of 50% or greater, shall be granted the same rights as full-
time colleagues holding the same type of appointment, to nominate, stand for
election and vote in the following elections: Board of Governors, Senate
committees, search committees for deans, vice-presidents and president.
H. ?
Election of Facult
y members to the Board of Governors or to Senate By and From
Faculties Jointly
1. In the election of faculty members by and from Faculties jointly, candidates
receiving the highest numbers of votes among the candidates shall be declared
elected.
To be eligible as a candidate or to vote the individual must be a faculty member.
I.
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Election of Facult y Members to Senate By and From an Individual Faculty
1.
In the election of faculty members by and from the Faculty of Arts and Social
Sciences to Senate, in order to be declared elected a candidate must receive a
majority of votes (at least 50% plus 1) with use of the alternative vote as defined
in the election regulations of that Faculty as approved by Senate, and winners
will be determined as outlined therein.
2.
In the election of faculty members by and from any other Faculty, the candidates
receiving the highest numbers of votes among the candidates will be declared
elected.
J. General Regulations Covering Nominations and Voting in the Elections to Senate and
the Board of Governors and of the Q&lli and other committees using these election
procedures
1.
The due date for nominations shall be not earlier than ten days and not later than
fifteen days following the date of the call for nominations in the case of elections
by and from the faculty members, by and from the students, and by and from
members of staff who are not faculty members. It shall be not earlier than twenty
days and not later than twenty-eight days in the case of elections by Convocation
to Senate and of the Chanllor.
2.
The 'date of election' shall be interpreted to mean the last date on which valid
ballots are due.
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2008
3.
The period for casting of ballots shall be not less than ten days nor longer than
fifteen days in the case of elections by and from the faculty members and by and
from members of staff who are not faculty members. It shall be not less than
fourteen days nor longer than twenty-eight days in the case of elections by
Convocation to Senate
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It shall be not less than two days
nor longer than five days in the case of elections by and from students.
4.
In the regular elections to the Senate and to the Board of Governors, balloting is
to be completed not later than April 15 in any year.
K.
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General Regulations Covering Elections to Senate, the Board of Governors, and all other.
committees using these election procedures
b) ?
When elections are being held for the Board of Governors and for Senate
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a qualified candidate may accept nomination to run for office in both those
elections. ?
-
. c) Candidates may not run for a seat on Senate from more than one
constituency; similarly candidates may not run for a seat on the Board of
Governors from more than one constituency.
2.
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When elections are being held for the position of Chancellor an
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for
the Boar ?
overnors or for the Senate an individual
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. g a Board of
Governors office
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office whichexten . the new term shall be
required to file with the Registrar
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t to resign from the present seat if
elected in order to be a can
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m the Clan
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lection. Such resignation
may be effective f
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normal date of change-over of o c
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er, but must
be file ?
ter than the last date for receipt of nominations for
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b) When elections are being held for the Board of Governors and/or for the
Senate, an individual holding a Board of Governors office or a Senate office
which extends into the new term shall be required to ifie with the Registrar
his/her intent to resign from the present Board of Governors seat
if
elected in
order to be a candidate in the Board of Governors election or from the present
Senate seat in order to be a candidate in the Senate election. Such resignation
must be effective for the normal date of change-over of office or earlier but must
be filed not later than the last date for receipt of nominations for the new
election.
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JuLy 2008
3.
In the election of students to the Senate, those students with the highest numbers
of votes shall be elected provided there is at least one student from each Faculty
and there is at least one undergraduate and one graduate student.
4.
In the election of students to the Board of Governors, the two students with the
highest numbers of votes shall be elected.
5.
If there is a tied vote between two candidates for one position, the winner shall
be determined by a toss of the corn conducted by the Registrar at a time set by
the Registrar and in the presence of the affected candidates or their
representatives. Where there are more than two candidates tied for one position
there shall be an additional ballot to choose between the persons concerned.
6.
After the ballots have been received by the Registrar, he/she shall, at the place,
day and hour fixed in the notice of election, be responsible for the opening of the
ballots, and in the presence of such of the candidates or their representatives as
officially attend, the counting of the votes for each candidate.
7.
The Secretary shall state the names of the persons elected. Recount may be
requested within ten days of the announcement of the results to the candidates.
The ballots shall be destroyed after ten days following the recount period. All
candidates declared elected are to be recorded in the Minutes of Senate. The
Registrar is to inform
all
candidates of the number of votes cast for each
candidate.
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L.
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Vacancies on Senate; Vacancies on the Board of Governors
Where a vacancy arises in the case of an elected faculty member to Senate or to
the Board of Governors, or an elected student member to Senate or to the Board
of Governors a by-election shall be held under the same principles as pertain to
the regular election provided there is at least four months remaining in the
unexpired term at the time for call for nominations.
2.
Where a vacancy arises in the case of an elected faculty member, or an elected
student member, or an elected employee of the University who is not a faculty
member to the Board of Governors, a by-election will be held under the same
principles as pertain to the regular election provided there is at least four months
remaining in the unexpired term at the time for call for nominations.
3.
Any Senate member who plans to be away for more than one semester shall so
inform the Secretary of Senate in order that a substitute may be elected for the
period of the absence from Senate.
4.
Where a vacancy arises in the case of a member of convocation elected to Senate
the remaining convocation senators shall constitute a nominating committee to
bring forward at least two names for each such vacancy and Senate shall decide
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July 2008 ?
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Appendix 1
A. RULES OF SENATE
V. SENATE MEETINGS
EXISTING LANGUAGE
PROPOSED LANGUAGE
I. ?
General Regulations for Elections
Conducted at Senate.
1. Election voting shall be by ballot
1. ?
Election voting shall be by electronic ballot or
on appropriate forms provided by the
by paper ballots if electronic voting is not available.
Secretary.
Electronic ballots will be set up by the Secretary who
shall notify Senators by email of balloting start and
end time. 48 hours will be allocated
for
balloting.
2. ?
For elections conducted at Senate a
2. ?
A ballot showing more votes than the number
ballot showing more votes than the number
of vacancies to be filled shall be invalid.
of vacancies to be filled shall be invalid.
4. ?
The Secretary shall report the names
4. ?
The Secretary shall report the names of the
of the persons elected in the Minutes. The
persons elected in the Minutes. The ballots or
ballots shall then be destroyed. The
electronic data shall then be destroyed. The Secretary
Secretary is to inform all candidates, by
is to inform all candidates, by letter or e-mail, of the
letter or e-mail, of the number of votes cast
number of votes cast for each candidate.
for each candidate.
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Appendix 2
C. ELECTION RULES
Change regarding electronic balloting for Senate and Board of Governor elections
S
EXISTING LANGUAGE
PROPOSED LANGUAGE
J. ?
General Regulations Covering
The same heading
Nominations and Voting in Elections to
Senate and the Board of Governors and
other committees using these election
procedures
3. ?
The period for casting of
3. The period for casting printed ballots shall be not
ballots shall be not less than ten days nor
less than ten days nor longer than fifteen days in
longer than fifteen days in the case of
the case of elections by and from the faculty
not
elections
and
than
faculty
by
fourteen
and
by
members.
from
and
days
from
members
nor
It
the
longer
shall
faculty
of
be
staff
than
not
memberswho
twenty-lessare
ballots
members
not faculty
shall
or
members.
by
be not
and
less
from
The
than
members
period
two
for
days
of
casting
staff
nor longer
who
on-line
are
eight days in the case of elections by
than four days in the case of elections by and from
Convocation to Senate. It shall be not less
faculty members and by and from members of staff
than two days nor longer than five days in
who are not faculty members The period of casting
the case of elections by and from students.
printed ballots shall be not less than fourteen days
nor longer than twenty-eight days in the case of
elections by Convocation to Senate. The period for
casting on-line ballots shall be not less than five
days nor longer than ten days in the case of
elections by Convocation to Senate. It shall be not
less than two days nor longer than five days in the
case of elections by-and from students.
K.
General Regulations Covering
The same heading
Elections to Senate, the Board of
Governors, and
all
other committees using
these election procedures
6 ?
After the ballots have been
6.
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After the ballots have been received by the
received by the Registrar, he/she shall, at
Registrar, he/she shall,
at
the place, day and hour fixed
the place, day and hourfixed in the notice
in the notice
of
election, be responsible for the opening
of election, be responsible for the opening
of the ballots, and in the presence of such of the
of the ballots, and
in
the presence ofsuch
candidates or their representatives as officially attend,
of the candidates or their representatives
the counting of the votes for each candidate.
as officially attend, the counting of the
votes for each candidate.
7. ?
The Secretary shall state the
7.
The Secretary shall state the name of the persons
names of the persons elected. Recount may
elected. Recount of printed ballots or complaints
be requested within ten days
of the
concerning electronic ballot tabulation may be
announcement
of the results to the
requested/submitted within ten days of the
candidates. The ballots shall be destroyed
announcement of the results to the candidates. The
after ten days following the recount
ballots/electronic data shall be destroyed after ten days
period. All candidates declared elected
following the recount period. All candidates declared
are to be recorded in the Minutes
of
elected are to be recorded in the Minutes of Senate.
Senate. The Registrar is to inform all
The Registrar is to inform all candidates of the number
candidates
of the number
of votes cast for
of votes cast for each candidate.
each candidate.
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