Regulations and Procedures for the Election of Faculty Members and Librarians on Senate

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.

Interpretation

  1. "faculty member" means a full-time member of the teaching staff of the University who holds the rank of lecturer, instructor, senior instructor, senior teaching associate, research associate, senior research associate, assistant professor, associate professor, professor, or nurse clinician on the Fredericton Campus.
  2. "librarian" means a full-time librarian on either campus.
  3.  "member" means an elected member serving on Senate within S. 30(1)(1), 30(1)(p) or 30(2)(j).
  4. "S" stands for Section of the Act. [Sections of the Act are numbered in accordance with proposed 1986 Amendments.]
  5. "Secretary" means the Secretary of Senate or Senate designate.
  6. "Leave" includes all forms of leave granted by the University.

Eligibility

  1. No person is eligible for nomination unless that person is, on the date prescribed for the closing of nominations, a faculty member or librarian; provided that a faculty member or librarian on leave, if otherwise qualified, is eligible for nomination only if the leave will expire before the date prescribed for the commencement of office.
  2. No person is eligible to vote at an election unless that person is, on the date prescribed for the election, a faculty member or librarian.
  3. A faculty member or librarian on leave may vote by the means prescribed by the Secretary as set out in Appendix A, but no special time or communication provision shall be made to accommodate special circumstances.

Faculty and Library Representatives

The procedures for the election of representatives on Senate from the Faculties, Schools, or Colleges and the Library shall be determined by the electing body, and filed with the Secretary of Senate.

Faculty Members-at-Large

    1. The election procedures shall commence within four months prior to the date prescribed for the commencement of the term of office and not later than the first day of May previous to that date, in cases where the term of office commences on the first day of July.
    2. Following the creation of an additional seat under S. 30(1)(p) or S. 30(2)(j), an election under these Regulations shall be held at the earliest date practical.
    3. In the event of a reduction in the total number of all other members designated in S. 30(1)(p) or S. 30(2)(j), a corresponding reduction in the number of additional faculty members shall be made effective on the expiry date of an appropriate term or terms.
    4. The Secretary shall conduct all elections and shall report the results of the election to Senate at the next meeting following the election.
    5. The Secretary shall, in every year in which an election is to take place, provide for an alphabetical list, to be called the "Faculty Election Register," of the names and addresses of the faculty members who are entitled to vote at an election, and the Faculty Election Register shall be open for inspection at all reasonable hours by all faculty members.
    6. The call for nominations to fill a vacancy shall be issued at least two weeks before the closing date for nominations.
    7. Candidates shall be given 48 hours after the closing of nominations to withdraw their names from nomination.
    8. The call for nominations shall be sent by e-mail or campus mail to all faculty members, 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 B).  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.
    9. The nominations shall be in writing, addressed to the Secretary, shall be signed by five or more eligible voters; and shall include the signed consent of the nominee (See Appendix B) 
  • Voting shall be by secret ballot, conducted electronically or by campus mail.
  • 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 have been elected by acclamation.
  • In the event or more candidates being nominated than are required to be elected to Senate, the candidates, to the number of seats to be filled, 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.
  • See Appendix A. for voting procedures.

Term of Office

  1. The term of office of a member elected shall commence on the first day of July or the first day of January, as circumstances warrant,  following the election and shall continue for a period of three (3) years from and inclusive of that date.
  2. 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.
  3. When a member accepts 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.
  4. When a member ceases to be a member of the electing body, the seat shall ipso facto become vacant.
  5. 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, a declaration of the existence of the vacancy, when entered upon the minutes of Senate, shall be conclusive evidence thereof.
  6. When a vacancy on Senate occurs from any cause in respect of an elected faculty member, 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 following the election.