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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Board of Governors

Original Approval Date: June 20, 2013

Date of Most Recent Review/Revision: June 2, 2014

Administrative Responsibility: University Secretariat Office

Parent Policy: Policy on the Election of Administrative Staff to the Board of Governors (14.3)

Background

As per Policy 14.3, the University Secretariat office or its designate will run elections for Administrative Staff Representatives to the Laurier Board of Governors.

To achieve the aim that members of all employee groups have a fair opportunity to be elected to these two staff positions, and that the two positions will not be filled at the same time by members of one employee group, the Secretariat shall follow the election procedures outlined in this document.

Employee Groups

Administrative staff comprises the following eligible employee groups:

  • WLUSA/OSSTF
  • CUPE
  • UFCW
  • IATSE
  • Management Group
  • Special Constable Services
  • Confidential Professional Administrative Group
  • Professional Administrative Group
  • Facilities and Operations Group

Election Procedures Related to Employee Groups

If two staff positions are vacant at the same time, nominations will be accepted for members of all employee groups. If an election is necessary, all eligible candidates will be posted on a ballot; and each administrative staff member will be entitled to cast votes for two candidates. The ballot will note the prohibition on both positions being filled by members of the same employee group.

The successful candidates will be the two nominees receiving the highest number of votes, who are also from different employee groups. The following example provides a sample result:

If the outcome of voting is:

  • Suni from Employee Group A receives 250 votes.
  • Joe from Employee Group A receives 200 votes.
  • Pat from Employee Group B receives 190 votes.
  • Giselle from Employee Group C receives 160 votes.

The result is:

  • Suni from Group A and Pat from Group B are elected.

Ties shall be broken by a run-off vote between the candidates receiving an equal number of votes.

If only one staff position on the Board is vacant, then nominations will not be accepted from members of the same employee group to which the current Board representative belongs. This will be outlined in the call for nominations and a notice posted to the Secretariat’s Elections page on the web site.

In accordance with the Act, if an event occurs which would make a staff member ineligible to be a member of the Board, (i.e. a staff member changes employee groups during his/her term, and is now a member of the same employee group as the other staff representative), then their membership is considered vacated. S/he shall not be entitled to complete the remainder of that term and an election will be held according to the policy.

Questions regarding Policy 13.3 or Appendix A: Procedures can be addressed to the University Secretariat Office, R242, 202 Regina, Waterloo Campus, Wilfrid Laurier University.

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