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Election Procedures - Staff

Under the College and Institutes Act, support staff is defined as:

"the employees of the institution who are not the president, educational administrators or faculty members."

NOMINATIONS

  1. Each nominee must complete an official nomination form. Each nomination must be supported by three eligible voters within the constituent group.
  2. Eligibility to be nominated and to cosign a nomination will be validated from an authorized voter's list compiled by the Department of Employee Relations.
  3. Nominations must be submitted within a specified period of time to be determined and publicized by the Registrar. Nominations received after this deadline will not be considered.
  4. Nominations and elections of new members will occur in the Winter semester and be completed no later than April 15. New members will assume office as of September 1.
  5. Each nominee will provide, if required, a 250-word statement of their views to the Registrar. This statement, along with the statements of other candidates, will be circulated to eligible voters.

REPRESENTATION

For the purposes of nomination and voting, all regular support staff are eligible. Auxiliary support staff who have worked in the six months prior to election and those on the job listing may vote but are not eligible for nomination. Regular or auxiliary support staff (as specified in the Collective Agreement) who are on STIIP more than 60 days, Maternity Leave or Paid or Unpaid Leave of Absence at the time of the election or during the term of office are not eligible for nomination but may vote in the election.

During the term of office for the College Board a support staff member must:

  1. continue to meet the definition of a support staff member as defined in the College and Institutes Act.
  2. continue to be an employee of Douglas College as specified above.

If any of the above-mentioned conditions are not met, the representative must forfeit the seat on the College Board.

Board

  1. Support staff will elect one representative to the Board who will serve for a term of three years and may be elected to further terms.
  2. The support staff representative will be elected from the support staff at large.

ELECTION PROCESS

  1. At the close of nominations, the Registrar will advise via email, of candidate statements on the Douglas College Website to all eligible voters designated on the official voter's list.
  2. Balloting will occur over a period designated by the Registrar.
  3. Balloting procedures will ensure that only eligible voters cast a ballot and that anonymity is guaranteed for the voter. Voters must be part of the official voter's list to cast a ballot.
  4. Balloting will occur through the BANNER system.
  5. The Registrar will be responsible for the counting of ballots and the BCGEU Bargaining Unit Chair will scrutinize or appoint a designate to scrutinize the counting process.
  6. Candidates may request a recount if official count indicates there is a margin of difference between candidates of 10 votes or less.
  7. In the case of a tie vote, the Registrar, in conjunction with the two candidates, will decide the outcome by a toss of a coin.

ANNOUNCEMENT OF RESULTS

  1. The Registrar will be responsible for informing all candidates of the results.
  2. The Registrar will announce the name of the successful candidate(s). Ballot totals will be available to candidates only.
  3. The Candidate or candidates with the highest number of votes, within a voting category, will be declared as the successful candidate(s).

APPEALS

  1. Any candidate is eligible to file a written request for an appeal within 10 working days of the announcement of the election results.
  2. Appeals must provide specific grounds for the appeal, indicating that due process was not followed, important evidence was missing, or the decision was inconsistent with the principles of natural justice.
  3. An Elections Appeal Committee for the Board elections consisting of three voting members will convene a hearing. The Committee will consist of the following:
    1. the Board Chair
    2. the College Chief Executive Officer
    3. one Board representative

The Registrar will sit ex-officio and will be non-voting. In the event of a conflict of interest, another voting member will be selected in consultation with the appellant. Decisions rendered by the Appeal Committee are final and binding. The appellant will attend the hearing.

BY-ELECTIONS

  1. By-elections will be held in the event that a candidate cannot complete a term of office.
  2. A by-election will not be held if there is three months or less to serve in the term.