Election of Graduate Student Member to the Fredericton Senate Regulations

(As Approved by Fredericton Senate on 20 May 1997, F. Senate 14 September 2010) 

1.  Authority

Pursuant to S. 31(4) of the UNB Act, the Fredericton Senate makes the following Regulations in exercise of the powers conferred to provide for the election of a graduate student member to Senate. 

2.  Interpretation

a.  "Senate" means the Fredericton Campus Senate;

b.  "eligible graduate student" means a full-time or part-time student registered on the Fredericton campus in the School of Graduate Studies;

c.  "member" means a graduate student member of Senate elected under these Regulations;

d.  "posted" means posted in the Grad house on bulletin boards near entrances;

e.  "published" means included in the "In the Knowlan" newsletter;

f.  "Secretary" means the Secretary of Senate;

g.  "Council" means the Graduate Student Association Council on the Fredericton Campus;

h.  "Council member " means a graduate student elected to Council;

i.  "year" means the "regular academic year" as defined in the UNB Act, viz; "the period of time from the date set for the general commencement of lectures in the month of September in an academic year to the date set for the conclusion of Encaenial exercises in that academic year, inclusive."

j.  "CRO" means the Chief Returning Officer appointed by Council to oversee elections.

3.  Elections

a.  An election for the return of a member shall be held in accordance with these Regulations whenever the term of a member in office is to expire, has expired, or ends by reason of resignation,  or any other cause.

b.  A regular election shall be held in the Winter term on a date determined by the Secretary in consultation with the Chief Returning Officer of the Council.

c.  Special Elections may be held where a vacancy occurs:

i.   when a member has not been elected during a regular election;

ii.   because of resignation, ineligibility or any other cause;

iii.  when the Secretary determines that a member is no longer eligible under these Regulations.

d.  When an election is directed under these Regulations, it may be held in conjunction with a Council election.

e.  Notice of election pursuant to these Regulations shall be published and/or posted, and shall contain the following particulars:

i.    the term of office;

ii.   the eligibility qualifications to stand for nomination;

iii.  the place, date and hour for the closing of nominations;

iv.  the place and date of the vote. 

f.  A published or posted notice containing the particulars in (e) above, shall be deemed to be notice to all eligible candidates and voters.

g.  Elections held under these Regulations shall be subject tot he campaign and polling rules approved by the Council; should the Council rules conflict with these Regulations, then these Regulations take precedence.

4.  Eligibility 

a.  The Secretary shall be responsible for determining whether or not a nominee is eligible.

b.  A candidate must be a graduate student as defined in 2 (b) and who is not on academic probation.

c.  A candidate must be enrolled in a program which will require at least one year to complete.

d.  Appeals against a ruling of ineligibility may be made by the nominee, or by a member ruled ineligible under 6(a), who may be accompanied by a colleague or counsel, to the Senate Nominating Committee, whose findings, which shall be binding and final, shall be reported to the Secretary.

e.  Election will be by secret ballot of the Council Members present at a regular meeting of Council.  A quorum of 66% of Council Members must be present for an election.

5.  Nominations

a.  Nominations shall be on a prescribed form available from the Secretary or the Council. (PDF Printable Format)

b.  For each nomination, there shall be a nominator, a seconder and at least ten (10) supporting signatures, all of whom must be eligible graduate students as defined in 2(b).

c.  The nominee must give written consent by signing the nomination for provided in Appendix A. (PDF Printable Format)

d. Nominations may be filed either at the office of the Secretary or the Council.

e.  A candidate may withdraw at any time before the close of nominations, and at any time thereafter up to two business days following the close of nominations, by filing a notice of withdrawal at the office of the Secretary or the Council.

f.  The Chief Returning Officer, in consultation with the Secretary, shall set a closing date for the receipt of nominations which shall be at least two weeks after the notice of election and at least two weeks prior to the date of the election.

g.  In the event that when nominations close, or at the time of the election, there is only one nominee, a Yes/No vote will be held where the candidate must receive 50% +1 votes to be declared elected.

h.  In the event that there are no nominations to fill the declared vacancy, or where necessary for the efficient and orderly conduct of elections (e.g. to provide consistency with other concurrent elections), the Chief Returning Officer, with the concurrence of the Secretary, may extend the closing date, provided at least on week separates that date from the date of the election.

i.  In the event of 5 (h), notice shall be given as provided under 3 (e).

6.  Membership and Terms of Office

a.  The term of office shall commence 1 July and end 30 June.

b.  A member who ceases to be a graduate student, as defined in 2 (b), ipso facto ceases to be a member under these Regulations, however, a graduate student Senator who graduates at Encaenia shall continue to be a Senator until 30 June.

c.  A member elected to fill a vacancy caused by (d) above, resignation, or any other cause, shall be elected to complete the term of the former member.

7.  Duties of Secretary 

a.  The Secretary, on behalf of Senate, shall have the overall responsibility for the implementation of these Regulations, and shall report to Senate as required by Senate or when (s)he deems it necessary.

b.  The Secretary shall enlist the aid of, and cooperate with, the Chief Returning Officer of Council, or any other Association official given responsibility with respect to elections.

c.  Subject to these regulations, an election for student representatives to the Senate would normally be conducted by the Council in conjunction with the Council elections; however, should the Secretary deem it necessary to hold a separate election, (s)he may do so with the consent of Senate or, in the case of time constraints, of the Senate Nominating Committee.

d.  In the event of a tied vote, the election shall be determined by lot (e.g. toss of a coin), carried out by the Secretary in the presence of the candidates or their scrutineers.

e.  The Secretary is responsible for ensuring that no member continues in office who is ineligible, and for notifying a member who becomes ineligible.

Where, in the conducting of an election, a question arises as to procedure that is not covered under these Regulations, the Secretary should make a decision in a manner as best reflects the intentions of these Regulations, and subsequently report it to the Nominating Committee.  This decision, if not supported by the Chief Returning Officer, may be appealed to the Nominating Committee by a written letter to the Chair of the Committee.

The Secretary is responsible for ensuring that no member continues in office who is ineligible, and for notifying a member who becomes ineligible.