Full-time faculty and librarians

Regulations and procedures

Election of Faculty Members and Librarians on Saint John Senate

(Approved April 1986; revised 20 September 2006, February 2007, 14 Sept, 2011)


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.


2.    INTERPRETATION

a)    "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 Saint John Campus.

b)    "librarian" means a full-time librarian on Saint John campus.

c)    "member" means an elected member serving on Senate within S.30 (1) (1), 30 (1) (p) or 30 (2) (j).

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

e)    "Secretary" means the Secretary of Senate or Senate designate.

f)    "leave" includes all forms of leave granted by the University.

3.    ELIGIBILITY

a)    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.

b)    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.

c)    A faculty member or 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 circumstances.

4.    FACULTY & LIBRARY REPRESENTATIVES

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

5.    FFACULTY MEMBERS-AT-LARGE

a)    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.

b)    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.

c)    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.

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

e)    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.

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

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

h)    The call for nominations for faculty members-at-large 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; terms of office; number of positions vacant; names of continuing members.  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.  

i)    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.

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

k)    1. Electronic Balloting

In the event the Secretary elects to conduct voting by electronic ballot, the following procedures shall apply:

  •     Balloting will be conducted electronically using access provided through the My UNB e-Services portal.

  •     Electronic balloting will commence on a date determined by the Secretary and communicated by e-mail to eligible voters.  The closing date for electronic balloting shall be a minimum of ten (10) calendar days following the commencement date as determined by the Secretary.

  •     Only eligible voters will be able to access the electronic ballot.  Eligible    voters unable to access the ballot should contact the Saint John Senate Office at sjsenate@unbsj.ca.

  •    In electronic balloting, verification of the voters eligible to cast ballots is part of the process for casting a ballot.  Separate verification is not required.

  •     Candidates will be listed in alphabetical order by surname.

  •     Detailed voting instructions will be provided as part of the electronic ballot.

  •     A voter may select up to the maximum number of candidates allowed, as identified on the electronic ballot.

  •     A voter may change his or her vote at will until the ballot is formally cast.

  •     A Voter may choose not to vote at this point and return to the process at another time.

  •     Once the voter has decided for whom to vote, selecting the Acast ballot@ button will take the voter to a summary screen at which point the voter will be asked to confirm their vote. Once the “confirm” button has been selected, no further changes to the vote can be made, and the ballot will be considered to have been cast.

  •    If the voter chooses not to select any candidate(s) a message will indicate that proceeding without selecting a candidate will result in a spoiled ballot.  A spoiled ballot will then be recorded if the ‘spoil my ballot’ button is selected.  If the voter selects more than the maximum number allowed, a message will indicate that the ballot as marked is invalid and ask the voter to return to the ballot.

  •     Once the ballot has been cast, it will not be possible to discard or change the ballot.

  •     A second ballot will not be available under any circumstances.

  •    Electronic balloting provides for automatic counting of the votes cast for each candidate.  The Senate Secretariat will receive a confidential report of the results which will be shared with the candidates and then, subject to m) below, made public.

         2.   Mail Ballot

  •     The ballots, covering instructions and return envelopes shall be sent by campus mail to all eligible voters at least two weeks before the closing date of the vote, and may be returned by campus or regular mail, or by hand.

  •     The ballots and any covering instructions shall be as outlined.

  •     On an application made by a qualified voter before the close of the vote, the Secretary shall provide a substitute set of the papers to a qualified voter who makes an application on the grounds:

  •     that the ballot papers have not been received;

  •    that ballot papers have been inadvertently lost or destroyed.

  •     The candidate may appoint an eligible voter as a scrutineer at the count and determination of the vote.

  •     The counting of ballots and determination of the vote shall be conducted by the Secretary with the assistance of at least three (3) scrutineers who would normally be eligible voters.

  •     The Secretary, in consultation with the scrutineers, shall reject:

i)    All ballot envelopes:

-    that have not been supplied by the Secretary;

-    that are unsigned;

 -    that have been returned by persons not eligible to vote on the date of the close of the vote or not eligible to vote at the office of the return;

-    that are unsealed.

ii)    All inner ballot envelopes:

-    that bear any writing or mark by which the voter can be identified;

-    that, on being opened, are found to contain two or more ballots.

iii)    All ballots:

-    that have not been marked for any candidate or have been marked for, or bear the name of, a person who is not a duly nominated candidate;

-    that have been marked for more than the designated number of duly nominated candidates;

-    upon which there is any writing or mark by which the voter may be identified.

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

m)    In the event of more candidates being nominated than are required to be elected to Senate, the candidates, up 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.

6.    TERM OF OFFICE

a)    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.

 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 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, a declaration of the existence of the vacancy, when entered upon the minutes of Senate, shall be conclusive evidence thereof.

g)    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 the date and for a period of three (3) years from and inclusive of the first day of July following the election.

h)      A vacancy in the seat of a member of Senate within S.30 (1) (p) or S.30 (2) (j) shall occur ipso facto on election or appointment to a seat on the Board within S.23 (1) (m) on the date prescribed for the commencement of office.