I. Election of Representatives & Alternates: Guidelines for Eligibility
To Nominate, Vote and Serve:
- All persons holding full-time, part-time, sessional or limited term positions, with the exception of:
Members of Libraries and Cultural Resources Academic Council
Management and Professional Staff
Are eligible to vote in a Support Staff Council Election. LCRA administration can confirm a staff members’ status.
- Part-time employees shall be represented by fellow part-time employees only. They may not vote for the representative in their area.
- The Vice Provost will appoint a temporary or casual employee to represent their group. Anyone interested in representing this group will be invited to apply to the Secretary. They may not vote for the representative in their area.
II. Duties of Electoral Officer
Prepare a copy of voters’ list for the Secretary according to the Guidelines for Eligibility outlined below. If Electoral Officers are uncertain as to whom in their area is eligible to vote, they are to contact the Recording Secretary, who will work with LCR Administration and the Officer to produce an accurate voting list.
- Be available to answer questions regarding policies and proceduresor direct questions to the Council Chair or Recording Secretary.
- Call and conduct a meeting to discuss nominations if requested.
- Encourage the membership to exercise their franchise.
- Act as poll clerk during the vote. Provide each voting member with a ballot and ensure that the voting procedure is conducted properly. Check voter’s name off the voters’ list.
- Return the sealed ballot box to the secretary. Jointly count ballots with the Secretary when requested.
- Announce the election results to the voting unit as soon as they become available.
III. Guidelines for Selection of Electoral Officer
- The Secretary shall appoint sufficient Electoral Officers to conduct the elections according to the procedures.
- Normally Electoral Officers will have previously served on Support Staff Council as a representative or alternate.
- An Electoral Officer may not be a candidate in the election at hand. If an Electoral Officer decides to enter their area’s election at any point in the proceedings, the Recording Secretary needs to be notified immediately; the secretary will then take over running the election in that area.
IV. Policies & Procedures for Elections of Area Representative/Alternates
Each constituency shall hold elections every two years for Support Staff Council, normally in June.
- Each constituency shall elect one representative and one alternate, except in the case of an area where the number of voting members exceeds 20. In this case two representatives and two alternates may be elected.
- Term of office shall be from August 1 election year to July 31 two years later.
- Support Staff Council members shall serve no more than two consecutive two-year terms as either a representative or an alternate, according to election procedures.
- The Secretary shall normally be responsible for conducting the elections and notifying staff of the election dates.
- Elections shall be announced to each Assistant Director and Branch Head, and to each constituency by the Secretary (in print or e-mail format). The announcement shall include a call for nominations. A deadline for nominations of not less than seven days prior to the election date shall be listed.
- The Secretary shall be responsible for appointing Electoral Officers.
- The Secretary shall advise all Support Staff in writing of the names of the nominees not less than five days before the election. Ballots listing the nominees shall be delivered to the Electoral Officer along with a ballot box.
- Each area shall have the option of having the appropriate Electoral Officer call a meeting before the election to discuss nominations.
- The Electoral Officer shall provide each voting member with a ballot and ensure that the voting procedure is conducted properly.
- The election shall be conducted over a period of three days. Accommodation can be made if you are away from work those three days. Completed ballots shall be deposited in the ballot box and the voter’s name checked off the voters’ list by the Electoral Officer. The ballot box must be returned to the Secretary by the end of the third day, but may be returned earlier if every eligible member has voted.
- The election shall be by preferential ballot. Voters will be asked to list the nominees in order of preference. Points will be assigned by the vote-counters, with first choice receiving 3 points, the second 2 points and the third 1 point, or accordingly in each case with different numbers of nominees. The person receiving the highest total points is the representative, the second highest, the alternate. In the case of a tie, a decision will be made by the drawing of lots.
- The Secretary shall be responsible for arranging for the counting of the ballots.
- If only one candidate is nominated for the office of representative or alternate, an election by ballot need not be held. Instead, the Secretary shall advise in writing, all staff concerned of the situation, after which the Area may decide on alternatives.
- The Secretary shall announce the results of the election to the candidates and the Electoral Officers first. The Electoral Officers shall announce the election results to their constituency including Assistant Directors and Branch Heads.
- If a constituency fails to nominate a person for any vacancy, the staff in the area shall be so notified, after which the constituency may choose to re-open nominations or to forgo filling the vacancy.
- The election of a representative for part-time employees will be held by mail ballot.
- A representative appointed by the Vice Provost will represent temporary and casual employees
V. Policies & Procedures for Mid-term Elections of Area Representative/AlternatesAlternates shall fill mid-term vacancies of representatives. The resulting vacancy or any vacancy in the alternate position shall be filled by election if the vacancy occurs prior to four months before the end of the two-year term. If both the representative and the alternate positions become vacant within four months of the end of the two-year term, the Secretary will call for a volunteer from the area to be appointed by the Vice Provost to fill in for the balance of the term. Election to a mid-term vacancy does not constitute a full-term of service.
- The terminating representative or alternate shall normally be responsible for notifying the Secretary.
- All other elements of these policies and procedures shall apply.
VI. Policies & Procedures for Election of Chair
Support Staff Council shall elect a Chair for a two-year term, normally in January.
- Term of office shall be from February 1 to January 31.
- The secretary shall normally be responsible for conducting the election and notifying representatives and alternates of the election date.
- The notification shall include a call for nominations with a deadline for nominations of not less than seven days prior to the election date.
- The Secretary shall be responsible for appointing an Electoral Officer, normally the outgoing Chair.
- Current elected Support Staff Council representatives and alternates are eligible (to be elected for a two year period). Representatives in their first or second term of office may stand for election.
- The Secretary shall advise all representative and alternates in writing of the names of the nominees not less than five days before the election. A mail ballot listing the nominees shall be delivered to the representative and alternates.
- The Electoral Officer shall prepare a list of eligible voters.
- The Electoral officer shall provide each voting member with a mail ballot and ensure that the voting procedure is conducted properly.
- The election shall be by preferential ballot. Voters will be asked to list the nominees in order of preference. Points will be assigned by the vote-counters, with first choice receiving 3 points, the second 2 points and the third one Point, or accordingly in each case with different numbers of nominees. The person receiving the highest total points is the Chair, the second highest, the Vice-Chair. In the case of a tie, the drawing of lots will make a decision.
- The Secretary shall be responsible for arranging for the counting the ballots.
- The Secretary shall announce the results of the election to the candidates by telephone. The Secretary shall inform the Library.
- If only one candidate is nominated for the office an election by ballot need not be held. Instead, the secretary shall advise by e-mail that the Chair has been acclaimed.
- The Vice-Chair shall fill a mid-term vacancy of the Chair. The resulting vacancy of the Vice-Chair shall be filled by election if the need arises. Election to a mid-term vacancy does not constitute a full-term of service.