.
MEMO
I
S F U
UNIVERSITY SECRETARIAT
TO ?
Senate
FROM
?
Alison Watt. Director. Universit
y
Secretariat
RE ?
Revisions to the Rules of Senate
DATE ?
22 April 2009
Simon Fraser University
8888 University Drive
Burnaby BC VA iS6
Canada
tel ?
778.782.3495
fax ?
778.782.4860
S.09-78
At its April meeting, Senate received a notice of motion that a recommendation
would be coming forward for a change to the Rules of Senate and Election Rules.
The changes are now ready for approval and are outlined on the attached pages.
Motion:
That Senate approve the revision of the Rules of Senate and Election
Rules outlined in Appendices 1,2 and 3 (attached).
Summary of Changes:
1. Chan g e re g
ardin
g
electronic ballotin
g
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 in
Appendix 1.
2. Chan ge
re
g ardin g
electronic ballotin
g
for Senate and Board of Governors 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 Rules are
outlined in
Appendix
2.
3.
Chan
g
e to the Universit y Act concernin g
the selection of the Chancellor
The Government of British Columbia amended the University Act through Bill 34 in
2008 to provide for the appointment, rather than the election, of the Chancellor. The
attached four pages of the existing Election Rules are appended as
Appendix 3,
.
?
showing the required changes to the Sections D., J. and K. of the Elections Rules.
SIMON FRASER UNIVERSITY
THINKING OF THE WORLD
Appendix 1
1. Change regarding electronic balloting for Senate Committee elections
A. RULES OF SENATE
V. SENATE MEETINGS
I. ?
General Regulations for Elections Conducted at Senate
EXISTING LANGUAGE
PROPOSED LANGUAGE
1. ?
Election voting shall be by ballot on
1.
?
Election voting shall be by electronic ballot or
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 electronic
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.
3. ?
In elections at Senate
if
there is a
3. ?
No change
tied vote between two candidates
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.
.
2.
Appendix
2
2. ?
Change regarding electronic balloting for Senate and Board elections
C. ELECTION RULES
J. ?
General Regulations Covering Nominations and Voting in Elections to Senate and the Board
of Governors and other committees using these election
EXISTING LANGUAGE
PROPOSED LANGUAGE
3. ?
The period for casting
3. The period for casting printed ballots shall be not less
of ballots shall be not less than
than ten days nor longer than fifteen days in the case of
ten days nor longer than fifteen
elections by and from the faculty members or by and from
days in the case of elections by
members of staff who are not faculty members. The period
and from the faculty members and
for casting on-line ballots shall be not less than two days
by and from members ofstaff who
nor longer than four days in the case of elections by and
are not faculty members. It shall
from faculty members and by and from members of staff
be not less than fourteen days nor
who are not faculty members. The period of casting printed
longer than twenty-eight days in
ballots shall be not less than fourteen days nor longer than
the case of elections by
twenty-eight days in the case of elections by Convocation to
Convocation to Senate. It shall be
Senate. The period for casting on-line ballots shall be not
not less than two days nor longer
less than five days nor longer than ten days in the case of
than five days in the case of
elections by Convocation to Senate. It shall be not less than
elections by and from students.
two days nor longer than five days in the case of elections
by and from students.
C. ELECTION RULES
K. ?
General Regulations Covering Elections to Senate, the Board of Governors, and
all other
committees using these election procedures
6 ?
After the ballots have been
6.
At the end of the balloting period, the Registrar
received by the Registrar, he/she shall, at
shall, at the place, day and hour fixed in the notice
the place, day and hour fixed in the notice
of election, be responsible for opening printed
of election, be responsible for the opening
ballots or for the download of on-line ballot results
of
the ballots, and in the presence
of
such
and in the presence of such of the candidates or
of
the candidates or their representatives
their representatives as officially attend, the
as officially attend, the counting of
the
counting/tabulation of votes for each candidate.
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.
I
S
I
3.
0 ?
C. ?
Election Rules ?
Appendix 3
D.
?
Nominations
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.
5.
All
nominations
of candidates for
Chancdllor
shall be signed by not less than
scvcn persons
cntiticd to vote
in
the election of the
Chancdllor.
5. 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.
6.
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.
/1.
C. ?
Election Rules ?
9
J .
?
General Regulations Covering Nominations and Voting in the Elections to Senate and the Board
?
of Governors and of the ChAncdllor and other committees using these election procedures
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 Chancdllor.
2.
The 'date of election' shall be interpreted to mean the last date on which valid ballots are
due.
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 and of the
Chancdllor. 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.
?
?
General Regulations Covering Elections to Senate. the Board of Governors, and
all other ?
committees using these election procedures
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a)
When elections are being held for the Board of Governors and for Senate
qualified candidate may accept nomination to run for office in both those elections.
b)
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. 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 file 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.
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.
If there is a tied vote between two candidates for one position, the winner shall be
determined by a toss of the coin 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.
is
