June 2007


UNIVERSITY OF GEORGIA LIBRARIES' FACULTY
COMMITTEE ON NOMINATIONS AND ELECTIONS

PROCEDURES


I. CHARGE

The Libraries' Faculty Committee on Nominations and Elections is charged with carrying out all aspects of elections for the Libraries' Faculty, which includes elections to committees, approval of documents and processes, and special elections. In fulfilling its assigned duty, the Committee uses the University of Georgia Libraries Faculty Bylaws and internal documentation as guidelines, and past elections as precedent. The following sections give further guidance in committee procedures.


II. CHAIR OF THE COMMITTEE

Due to the complexities sometimes encountered in the election process, the Chair of the Committee on Nominations and Elections should be either a second-year Committee member or an individual who has served on the Committee in a previous two-year term.


III. TYPES OF ELECTIONS.

  1. University Council Election--held January (see Section VI)
  2. Spring Election--held each February/March (see Section VII)
  3. Committee on Promotion Election--held after promotions for the year are announced, generally in late April or early May (see Section IX)
  4. Committee Vacancy Election--held any time (see Section X)
  5. Special Election--held any time (see Section XI)

IV. SEQUENCE OF ELECTIONS AND TIMETABLE

The election of University Council representatives, election of Committee chairs and FAB members, recruitment of committee volunteers and the election of Committee on Promotion members take place in succession in the winter and spring of each year. Because newly elected individuals take office on July 1, each election must take place promptly. A suggested timetable follows:

V. GENERAL PROCEDURES

The following procedures apply to all elections. Instructions for specific elections follow in Sections VI-XI. The Committee on Nominations and Elections will hereafter be referred to as the CNE.

Elections usually consist of three stages: the call for nominations, the posting of nominations, and the election itself. Each stage consists of a specified number of working days. Weekly (Monday through Friday) intervals of WDs are the easiest to keep track of. For most elections, nominations are accepted for ten WDs; nominations are posted for five WDs; and the election takes ten WDs. See sections Sections VI and XI for exceptions to this general rule.

The call for nominations, posting of nominations, and announcement of election results are made via e-mail. The Chair should create and maintain an email distribution list. The Senior Administrative Assistant [ Margaret Hale ] will provide the list of Libraries' Faculty to the Chair. Librarians at the research stations are included in the list. This list will also be used to designate eligible voters in the WebCT module (see appendix for more details).

Examples of the call for nominations and posting of nominations are provided at the end of this document (see examples 1 and 2).

Any CNE committee member who receives a nomination should forward it to the Chair as soon as possible in order to keep track of how the process is progressing.

If nominations are not forthcoming, the CNE must actively solicit them. At least one nomination per vacancy must be secured, and the CNE should make every effort to encourage competition.

During the nominations process, members of the CNE may be asked questions about the number or identity of candidates who have been nominated. Knowing the number of candidates already nominated for a given slot is helpful information for those who might be considering making a nomination, so this information may be freely shared. Information about who is running is kept confidential until the nominations are posted.

Voting is done via WebCT's survey module, which is accessible to all Libraries' Faculty.

Information about WebCT is available

Using WebCT, the Chair develops a list of eligible voters, using the email list discussed above. Voters' UGAMail login names are used. This information is publicly available and does not constitute a privacy violation

The CNE should allow at least a week for ballot creation; this can be done during the same week the nominations are posted. Ballot questions must allow for selection of nominated candidates as well as providing the option of write-in votes. For the suggested forms of ballot questions, see examples 3A, 3B, and appendix.

A tutorial on the use of WebCT will be available for Libraries' Faculty assistance in using e-voting. The opening screen of the ballot will also provide guidelines for voters and instructions on using WebCT (see example 4 and Appendix, Section II).

At the beginning of the voting period and as the closing date approaches, the Chair will send email reminders to all Libraries' Faculty, encouraging them to vote.

The CNE meets promptly after the end of the election to view results, which are automatically totaled by WebCT. At least three members of the Committee must be present. Results should not released prior to the CNE's meeting. The CNE should meet in a room with internet access and a monitor that all the members can easily view. It is possible to view the list of Libraries' Faculty who have voted, but names and votes are not linked.

The CNE prints the complete election results. These pages are then signed by the CNE members who are present. The signed pages are retained and included as part of the annual report submitted to the Committee on Faculty Organization and Governance at the end of the fiscal year. The results are also saved to the G drive (ugalibs/faccom/nom&ele/ year/document name (see example 5 and also Section VI of the Appendix).

Winners are determined by a plurality of ballots cast. In the case of a tie, a runoff election will be held. Should the candidates tie again, the CNE will determine the winner through a random drawing.

Election results are announced via e-mail. The announcement should list only the names of the elected candidates, and provide the name of the file on the G drive where the full results may be viewed. If a runoff election is necessary, the runoff candidates and dates for the election may be included in the same announcement as the initial election results (see example 6).

The CNE works with the Libraries Human Resources Department to ensure that the Libraries Faculty Advisory Board & Standing Committee Membership List is updated when elected candidates take office. CNE provides names, office, and term expiration dates to the Libraries Human Resources Department to update the page.

Candidates elected to office begin and end their terms on July 1, which coincides with the beginning of the fiscal year.

At the end of the fiscal year (June 30), the Chair prepares an annual report that lists the members of the committee, the committee's accomplishments over the past year, and the signed election results for all elections conducted during the year. At that time the Chair is also responsible for reviewing all computer files associated with the CNE and deleting any that will not be needed in the future. The Chairperson should also make sure that the CNE procedures website is current.

VI. UNIVERSITY COUNCIL ELECTION

Members of the Libraries' Faculty, along with a group of administrative positions outside the Libraries, belong to a group designated as "personnel from the corps of instruction who do not hold academic rank" under the auspices of the Senior Vice President for Academic Affairs and Provost. This group is represented by two delegates to the University Council, who each serve three-year terms (see Bylaws of The University Council of The University of Georgia, Part V General Procedures Section III D) . Elections must be completed by February 15. The CNE conducts elections for University Council representatives, but is not responsible for soliciting nominations.

Nominations for University Council representatives are made at the Libraries' Faculty meeting in January in years when a representative's term is due to expire the following August. Non-Libraries personnel represented by the University Council delegates are invited to the Faculty meeting so that they may participate in the nomination process, which should be the first item of business on the agenda. Candidates nominated at the Faculty meeting will be placed on the ballot; there is no other call for nominations or posting of nominations. Although the CNE is not responsible for conducting the nomination process, it may need to remind the University Librarian or the Faculty Advisory Board when a University Council Election is due to be held. A list of current University Council members and their terms can be found on the Libraries Faculty Advisory Board & Standing Committee Membership List . Contact the Administrative Associate in the Registrar's office [ Doris Lord ] to double check the upcoming term expiration of the current University Council representative before starting the election process.

WebCT is also used for this election. The names of eligible non-Libraries' faculty are added to the WebCT list of voters in the same fashion as for Libraries-only elections (see Appendix, Section III).

The election runs for ten WDs. Write-in votes are allowed as described in Section V.

Results are viewed and recorded as described in Section V. The University Council Election is decided by a majority vote with runoff elections determined by a plurality vote.

The CNE does not announce results for this election unless authorized to do so. Instead, results are sent to the Vice Provost for Academic Affairs,and the CNE asks if the Vice Provost's Office will announce the election results or if the CNE is authorized to make the announcement on the Vice Provost's behalf. The CNE also notifies the Registrar [ Dr. Rebecca Macon ] of the results for the University Council records.

VII. SPRING ELECTION

The following vacancies are filled in the Spring Election:

1. Vice Chair of Faculty
2. Chair, Committee on Faculty Organization and Governance
3. Chair, Committee on Nominations and Elections
4. Chair, Committee on Professional Development and Research
5. General Member, Faculty Advisory Board (there are two general members on FAB, but because they serve staggered terms, only one should be elected each year)

Committee chairs serve a one-year term. The Vice Chair of the Faculty serves a second year as Chair of the Faculty. General Members of the Faculty Advisory Board serve staggered two-year terms.

The Spring Election and the selection of committee volunteers (see Section VIII) require six to eight weeks to complete. Nominations are accepted for ten WDs; nominations are posted for five WDs; and the election runs for ten WDs, followed by one runoff election, if necessary. The nominations process should start in mid-February in order to allow for the completion of the entire election cycle by July 1.

The CNE sends an e-mail memo to the Libraries' Faculty listing the vacancies and calling for nominations (see example 1). The CNE prepares electronic ballots as described in Section V (see example 3A and Appendix Section I). A plurality of votes cast is required for election to any office.

VIII. SELECTION OF COMMITTEE MEMBERS:

Committee members serve on a volunteer basis (with the exception of the Committee on Promotion; see Section IX) for staggered two-year terms. There is no limit to the number of terms an individual can serve on a committee. Each committee should have four to seven members including the chair.

Following the election of committee chairs and FAB members, the CNE sends a call for volunteers to serve as committee members via e-mail, giving Libraries' Faculty members ten WD to submit their names. Because these are not elected positions, there is no posting of names or voting.

If not enough people volunteer to fill the vacancies, the CNE will work with the committee chair to seek volunteers more actively. If more people volunteer than are needed to fill the vacancies, the CNE will determine committee membership by the following steps:

1. The CNE will give preference to a new committee member over one who wishes to serve another consecutive term on the same committee (this “old member” rule applies only to individuals who have served on the committee during the past year and whose terms are about to expire; the CNE does not delve into the past to determine who might have served on a committee in earlier years).

2. If any individual has volunteered to serve on more than one committee simultaneously, and has already secured a seat on a committee where there is not an excess of volunteers, the CNE will remove that individual's name from consideration for the committee where the excess exists.

3. If there are still too many volunteers after steps 1 and 2 have been applied, the CNE will conduct a random drawing to determine committee membership.

Committee chairs serve for one year only. If outgoing chairs wish to serve a second year, they must run for the position of chair again or put their names forward as volunteers.

IX. COMMITTEE ON PROMOTION ELECTION

The Committee on Promotion is composed of seven members, two from each rank of Librarian/Archivist II through IV and one at-large member from any rank of Librarian/Archivist II through IV. Any Libraries' Faculty member with a rank of Librarian/Archivist II or higher who has been on the University of Georgia Libraries ' Faculty at least two years as of July 1 following the election is eligible to serve on the Committee. Individuals newly promoted to the ranks of Librarian/Archivist II-IV are eligible to serve on the Committee in their new ranks. Persons serving on the Committee may not be considered for promotion during their tenure on the Committee.

As soon as promotions for the year are announced the CNE should begin the nominations process for the Committee on Promotion in order to complete the process by July 1.

Nominations are accepted for ten WDs; nominations are posted for five WDs; and the election runs for ten WDs, followed by one runoff election in the event of a tie.

The CNE sends an e-mail to the Libraries' Faculty soliciting nominations. Included in the e-mail is a list of Librarians/Archivists II, III, and IV who are eligible to run for the Committee on Promotion. The list may be obtained from the Libraries Human Resources Department.

The CNE prepares electronic ballots as described in Section V and Appendix Section I (see also example 3B). A plurality of votes cast is required for election to the Committee on Promotion.

In alternate years, an at-large member of the Committee on Promotion must also be elected. Refer to the Libraries Faculty Advisory Board & Standing Committee Membership List to see when this election should be held. The at-large election is conducted as follows:

•  After the election of members by rank has been completed, the candidates who were not elected are placed together on a ballot for the at-large position.

•  No new candidates are sought, so there is no call for nominations.

•  The names of those who will appear on the ballot for the at-large position are posted for five WDs and the election runs for ten WDs. Write-in votes are accepted.

The first meeting of the new Committee on Promotion should occur the first week of July. Therefore the target date for completion of the entire election process is June 30.

X. COMMITTEE VACANCY ELECTION

When a Libraries' Faculty member tenders a letter of resignation, s/he will notify the Chair of the CNE of the committees on which s/he served. If the vacancy is for a committee chair, Committee on Promotion member, general FAB member or Vice Chair position (if the Faculty Chair resigns, the current Vice Chair will assume the position of Chair), the CNE will hold an election to fill the vacancy created by the resignation. The election is conducted in the same manner as the Spring Election in Section VII above.

If the vacancy is for a committee member , the Chair of the committee affected by the resignation will determine whether it is necessary to fill the vacant position before the next election cycle and, if needed, the CNE will put out a call for volunteers via e-mail and hold a random drawing if more than one person volunteers.

XI. SPECIAL ELECTIONS: ADOPTION OF NEW DOCUMENTS; REVISION OF EXISTING DOCUMENTS

The adoption of new documents or alteration of existing documents, including The University of Georgia Libraries Faculty Bylaws, usually begins with discussion at one or more Libraries' Faculty meetings. If a motion is passed to hold an election to approve or reject the adoption/revision, the CNE conducts the election.

Because there are no candidates in this type of election, there is no call for or posting of nominations.

An election announcement is sent via e-mail. Instructions for viewing the revised or new document are included in the announcement. For changes to existing documents, both the original and revised versions are made available for viewing. An e-mail attachment should be sent to any Libraries' Faculty member who does not have online access to the document(s).

WebCT is also used for this type of election. The ballot gives a yes/no choice for the adoption of the proposal (see example 7).

The election is held for ten WDs.

For additions or changes to the Bylaws, a two-thirds majority of votes cast is required for adoption of the proposal. A simple majority is required for the adoption or revision of all other documents.

XI. ABSENTEE VOTING IN LIBRARIES' FACULTY ELECTIONS

If a member of the Libraries' Faculty plans to be absent from the Libraries during the entire voting period of an announced election, s/he should make a written (or e-mail) request for an absentee ballot to the Chair of the Committee on Nominations and Elections. The Chairperson will alter the available dates in the WebCT module, granting the faculty member access at a time other than the scheduled election dates. See the Appendix VII for further information.

EXAMPLE 1: CALL FOR NOMINATIONS E-MAIL (Spring Election)

To the Libraries' Faculty:

Nominations will be accepted for the Spring Election March 14-25, 2005 for the following vacancies:

Faculty Vice Chair: 1 vacancy (to serve second year as Chair)

Faculty Advisory Board: 1 vacancy for General Member (to serve two-year term)

Committee on Nominations and Elections: 1 vacancy for chair

Committee on Professional Development and Research: 1 vacancy for chair

Committee on Faculty Organization and Governance: 1 vacancy for chair

Please consider running as a candidate yourself or nominating others; your participation in the election process and on Faculty committees is important.

Any Libraries' Faculty may nominate a candidate. You may nominate yourself. Please obtain the permission of the person you wish to nominate before submitting a nomination. Nominations should be submitted in writing (campus mail or e-mail) to any member of the Committee on Nominations and Elections: [list committee members]

The election will be held [starting date – ending date]. If you will require an absentee ballot for this election, please contact [Chairperson's name] by [deadline]. A WebCT ballot will be available on the first day of the election.

NOTE: The first day of balloting, a note should be sent reminding Faculty to vote. This note will contain a link to WebCT.

NOTE: The call for nominations for the Committee on Promotion Election should include a reminder that candidates are elected by rank, list current members of the Committee, and provide a list of eligible Libraries' Faculty organized by rank.
________________________________________________________________

EXAMPLE 2: POSTING OF NOMINATIONS E-MAIL (Committee Vacancy Election)

To the Libraries' Faculty:

The candidates for committee vacancies are as follows:

Chair, Committee on Nominations and Elections:
1 vacancy
Nominees: Charles Evans, Joseph Sabin

Chair, Committee on Professional Development and Research:
1 vacancy
Nominees: Richard R. Bowker, Angus Snead McDonald

The election will be held [starting date – ending date]. A WebCT ballot will be available on the first day of the election.

________________________________________________________________

EXAMPLE 3A: SAMPLE BALLOT (SPRING ELECTION) WITH SUGGESTED WORDING OF QUESTIONS FOR NOMINATED CANDIDATES AND WRITE-IN VOTES

1. Please select from the list below for the person to fill the position of Vice-Chair of FAB OR use the write-in form in the following question if you wish to submit a write-in vote. PLEASE VOTE FOR ONLY ONE CANDIDATE.

a.

Auntie Em (Skip to Question 3)

b.

Dorothy (Skip to Question 3)

c.

Toto (Skip to Question 3)

d.

None of the above/write-in candidate (Go to Question 2)

 

 

2. Please provide the name of a write-in candidate ONLY IF YOU DID NOT MAKE A SELECTION IN THE PREVIOUS QUESTION.

Answer: 

EXAMPLE 3B: SAMPLE BALLOT (COMMITTEE ON PROMOTION ELECTION)

Note: Create questions for nominated candidates and write-in options for each rank: Librarian II/Archivist II; Librarian III/Archivist III; Librarian IV/Archivist IV

1. Please select from the list below for the person to fill the position of Librarian II/Archivist II representative on the Committee on Promotion OR use the write-in form in the following question if you wish to submit a write-in vote. PLEASE VOTE FOR ONLY ONE CANDIDATE.

a.

Charles Cutter (Skip to Question 3)

b.

Minnie Earl Sears (Skip to Question 3)

c.

None of the above/write-in candidate (Go to Question 2)

2. Please provide the name of a write-in candidate ONLY IF YOU DID NOT MAKE A SELECTION IN THE PREVIOUS QUESTION.

Answer: 

_______________________________________________________________

EXAMPLE 4: Guidelines for voting on the opening screen of the ballot

Spring [date] Ballot

Welcome to WebCT and Electronic Voting. Please make your selections by clicking on the button to the left of the option/candidate of your choice. If you wish to make a write-in vote, please click the "none of the above" button in the list of candidates/options and type your write-in vote in the box provided in the following question. Please do not use the write-in box if you have already voted for a specific candidate/option.

Please remember to click "SAVE ANSWER" after each question that you answer.

Questions? Contact any member of the Committee on Nominations and Elections: [list names and email links]

Voting will be open from [starting date] through 5:00 pm [closing date]. Click on the link "Spring [date] Ballot" to begin.

Please review the "E-Voting Tutorial" before submitting your ballot.

Thank you for participating.

________________________________________________________________

EXAMPLE 5: FULL ELECTION RESULTS AS PRINTED AND SIGNED BY MEMBERS OF THE CNE AND AS SAVED TO THE G DRIVE

Note: Each question should be saved along with its results.

Top of Form

At the February Faculty meeting, FAB was asked to propose several possible models for faculty meeting times and scopes. The Faculty Bylaws require business meetings as necessary. "Topical meetings" refer to general, open discussions on topics of professional interest. Please vote for one of the following options, or use the write-in form in the following question.

a.

Quarterly business/topical meetings with called topical meetings in other months at FAB's discretion (4 to 12 meetings per year)--Skip to Question 3

b.

Quarterly business/topical meetings only (4 meetings per year)--Skip to Question 3

c.

Ten business/topical meetings per year (10 meetings per year)--Skip to Question 3

d.

None of the above or I will use the write-in form in the following question. Go to Question 2

 

Response Summary

Answer

Value

Frequency Distribution

-

0%

3

  Frequency  

a

0%

31

  Frequency 31  

b

0%

3

  Frequency 3  

c

0%

6

  Frequency 6  

d

0%

0

    

EXAMPLE 6: EMAIL ANNOUNCEMENT OF ELECTION RESULTS E-MAIL (Committee on Promotion Election)

To the Libraries' Faculty:

Results of the Committee on Promotion Election are as follows:

Librarian/Archivist II
Minnie Earl Sears

Librarian/Archivist III
Ainsworth Rand Spofford

Librarian/Archivist IV
Justin Winsor

Full results can be found on the G drive at: G:\UGALibs\FACCOM\NOM&ELE\[year]\[file name] or by contacting [name of Nominations and Elections Committee Chair, telephone number and e-mail address].

________________________________________________________________

EXAMPLE 7: ADOPTION/REJECTION OF DOCUMENT

Note: Instructions for viewing the revised or new document should be included with the ballot. For changes to existing documents, both the original and revised versions are made available for viewing. An e-mail attachment should be sent to any Libraries' Faculty member who does not have online access to the document(s). Because the ballot gives a yes/no choice for the adoption of the proposal, no write-in option is provided.

At the February Libraries' Faculty meeting, FAB presented a proposed revision to the “Libraries' Faculty Rights to Ice Cream.” The Faculty agreed to hold a ballot election regarding the proposed revision. Please vote below to accept the revision or reject it (and retain the current “Rights to Ice Cream” document)

a.

Accept the proposed revision.

b.

Reject the proposed revision and retain the current document.

APPENDIX: DETAILED INSTRUCTIONS FOR USING WEBCT TO CONDUCT ELECTIONS

These are general WebCT instructions for the creation of electronic ballots. The Chair of CNE should become familiar with these guidelines. In cases where the Chair is not familiar with WebCT or has detailed questions, the Center for Teaching and Learning should be contacted and an appointment scheduled for individual training.

I. BALLOT CREATION

Ballots for all Libraries elections will be created using WebCT. All UGA employees are eligible to use this technology. Users login with their “MyID”.

The Chair of CNE will create a list of eligible voters.

II. ADDING A TEXTBLOCK

In order to provide a welcome statement and instructions, a textblock must be added to the homepage for the “course”. To do this

III. ADDING VOTERS

It is the Chair's responsibility to add the voters in a timely fashion. The Chair should have created an email distribution list and this same list will be used to add the voters. (See Section V in the CNE Procedures) After you have logged in to your WebCT account and selected a ballot (or created a ballot), you will see a link, Control Panel, in the upper left of the screen, under the WebCT logo.

•  Click Control Panel

•  Select Manage Course

•  Under Manage Students, select Add or Import Students

•  Enter each voter's WebCT ID (the same as their My ID)

•  There is also the option to create a text file with this information and import the entire list at one time.

IV. SHARING DESIGNER ACCESS

The Chair, as designer, may choose to add one or more members of the Committee as co-designers.

V. VOTING ACCESS FOR THE DESIGNER

Because the Designer creates the course, as an instructor would do, s/he is not eligible to vote unless an extra step is taken. A test account will allow the designer to vote. To do this

VI. VIEWING AND REPORTING THE RESULTS

In order to determine the winner in an election, the CNE should convene in a room with internet access in order to view the results together. See Section V, General Procedures for further details.

To see the results

•  Click on the link for the ballot you wish to review

•  Submissions will list all the eligible voters and whether or not they have completed the ballot. No votes are linked to this list. This list only indicates participation.

•  Detail will list each individual vote for each question, but the voter's identity will not be revealed.

•  The Summary link will provide the question, the choices and a summary listing the actual number of votes for each choice and a bar graph which indicates the greatest number of votes.

•  Copy and paste each question's results to create one Word file.

•  Save this file to the g drive: ugalibs/faccom/nom&ele/(year)/ results name

•  Post this information to Grapevine EXCEPT FOR UNIVERSITY COUNCIL ELECTIONS. For University Council Elections guidelines and procedures, please see Section VI in the Procedures for Nominations and Elections.

•  Results are reported in the annual report at the end of the fiscal year and given to FOG for archiving.

VII. ABSENTEE VOTING

In cases where an absentee ballot has been requested, the Chair or Designer will grant selected release to voters requiring such a ballot. This will give the voter the opportunity to vote early. To do this:

•  Open WebCT and navigate to the homepage for the ballot

•  Select the radio button next to the ballot you wish to make available

•  From the menu on the right-hand side of the screen, select Specify Selective Release

•  Follow the directions on the resulting page

5/28/2007