Regulations and Procedures for the Election of Contract Academic Instructors and Contract Academic Librarians on Fredericton Senate

(Approved Fredericton Senate 14 May 2012; Board 15 May 2012; updated by Fredericton Senate 21 October 2014; Board 23 October 2014)

1.  Authority

Under S. 30(4), 'the respective Senates may prescribe rules and regulations, not inconsistent with this Act, to regulate the time and manner of election, eligibility and terms of office" of faculty members and librarians.

The following resolution has been approved by theFredericton Senate on 16 May 2009 and the Board of Governors on 27 May 2009:

"That Senate recommend an amendment to the University of New Brunswick Act to provide for the election of:  two representatives elected by and from the part-time instructors and librarians on the Fredericton campus to Fredericton Senate; and, pending the amendment to the Act, that the Senate extend the privileges of the floor, including the right to participate in debate, but not the right to vote, to interim representatives of part-time instructors and librarians..."

2.  Interpretation

a)  "contract academic instructor" means a person employed by the university on the Fredericton campus in contractual part-time teaching in a for-credit course and who otherwise, does not hold an academic appointment at the University of New Brunswick at the rank of lecturer, nurse clinician, instructor, senior instructor, senior teaching associate *research associate, senior research associate, assistant professor, associate professor or professor.

b)  "contract academic librarian" means any librarian employed on a part-time basis on the Fredericton campus.

c)  "member" means a member elected to and serving on Senate as a part-time instructor and/or librarian within the meaning of the Act and these regulations.

d)  "S" stands for Section of the Act. [Sections of the Act are numbered in accordance with the 1986 Amendments.]

e)  "Secretary" means the Secretary of Senate or Senate designate on the appropriate campus.

f)  "leave" includes all forms of leave granted by the University, for which contract academic instructors and contract academic librarians are eligible.

*Note:  "Research Associates" does not include Honorary Research Associates.

3.  Eligibility

a)  Those eligible for nomination include a) any contract academic instructor and b) any contract academic librarian.  A contract academic instructor is eligible for nomination providing that person has, within the twelve months preceding the date prescribed for the close of nominations, taught at least once course, and who intends to teach at least one course in the twelve months following the date prescribed for the commencement of office.  A contract academic librarian is eligible for nomination providing that person is employed on a part-time basis on the Fredericton campus.

A contract academic instructor or contract academic librarian on leave is eligible for nomination only if the leave will expire before the date prescribed for the commencement of office.

b)  Those persons eligible to vote in an election include:  a) contract academic instructors who in the twelve months preceding the date of election have taught at least one course on the Fredericton campus; and b) contract academic librarians who are employed on a part-time basis on the Fredericton campus.

c)  A contract academic instructor or contract academic librarian on leave may vote by the means prescribed by the Secretary, but no special time or communication provision shall be made to accommodate special circumstance.

4.  Contract Academic Instructors and Contract Academic Librarians at Large

a)  An election shall be held within four months prior to the normal date for the commencement of the term of office set out elsewhere in these regulations and not later than the fifteenth day of May previous to that date.  Should any seat become vacant prior to the end of the term of office, an election shall be held under these regulations at the earliest date practical.

b)  The Secretary shall conduct all elections and shall report the results of the election to Senate at the next meeting following the election.

c)  The Secretary shall, in every year in which an election is to take place, provide for an alphabetical list, to be called the "Contract Academic Instructor and Contract Academic Librarian Election Register," of the names and departments of the contract academic instructors and contract academic librarians who are entitled to vote at an election, and the Contract Academic Instructor and Contract Academic librarian Election Register shall be open for inspection at all reasonable hours by all contract academic instructors and contract academic librarians.

d)  The call for nominations to fill a vacancy shall be issued at least two weeks before the closing date for nominations.

e)  Candidates shall be given 48 hours after the closing of nominations to withdraw their names from nomination.

f)  The call for nominations shall be sent by e-mail or campus mail to all contract academic instructors and contract academic librarians, and the notice shall include: eligibility for candidates and voters; method of nominations; closing date for nominations; term of office; number of positions vacant; names of continuing members (See Appendix A).  Candidates may submit a brief statement of 200-250 words (approximately one page) accompanying their nomination form explaining their interest and relevant experience for the position.  This statement will be included on a webpage with statements from other candidates for the duration of the voting period.  The link to the URL will be included in the balloting instructions.

g)  The nominations shall be in writing, addressed to the Secretary; shall be signed by five or more eligible voters; and shall include the consent of the nominee (See Appendix A).

h) Voting shall be by secret ballot, conducted electronically or by campus mail.

i)  In the event of only one candidate being nominated, or of only so many candidates being nominated as are required to be elected to Senate, such candidate or candidates shall be deemed to be elected by acclamation.

j)  In the event of more candidates being nominated than are required to be elected to Senate, the candidates, to the number required, receiving the highest number of votes shall be deemed elected and, in the event of an equality of votes between candidates with respect to the last candidate required to be elected, or between candidates when only one is to be elected, Senate shall cast the deciding vote.

k)  See Appendix A for voting procedures.

5.  Term of Office

a)  The term of office of a member elected normally shall commence on the first day of July following the election and shall continue for a period of three years from and inclusive of that date.

b)  A member shall remain in office until a successor is elected, and a member, except as expressly provided by the electing body, if otherwise qualified, is eligible for re-election.

c)  When a member refuses to act, becomes incapable of acting, or fails to attend six consecutive meetings of Senate, the seat on Senate shall ipso facto become vacant.

d)  When a member accepts a leave of absence, the seat on Senate shall ipso facto become vacant on the date fixed for the commencement of the leave if the leave is to extend for a period of over six months, provided that the seat shall not be vacated if the leave is not taken up on that date or on a subsequent date.

e)  When a member ceases to be a member of the electing body, the seat shall ipso facto become vacant.

f)  In the case of a vacancy in Senate caused by death, resignation or any other cause which happens before the term of office for which a member has been elected has expired, there shall be an election as soon as is practical.

g)  When a vacancy on Senate occurs from any cause in respect of an elected contract academic instructor or contract academic librarian, the vacancy shall be filled by election in accordance with these Regulations, within three months of the vacancy occurring and such additional period as may be required to place the election within the regular academic year (i.e. September to May);  the member elected shall assume office from the date of election and shall hold office from that date and for a period of three years from and inclusive of the first day of July closest to the election date.