The nomination and election process as described in Sections III.A and III.B. shall be managed by the Nominations and Elections Committee. Nominations shall be made to the Nominations and Elections Committee no later than April and elections shall be held no later than May except for the initial election.
A. Nomination Procedures
- The University Human Resources will provide the appropriate documents to the Nominations and Elections Committee to determine all eligible staff members, in each job class category and by Institutional Unit Districts. The Office of Human Resources will also provide email addresses necessary to contact eligible voters.
- Staff members employed by April 10 of each year shall be eligible to vote.
- An electronic nomination form will be sent to eligible staff members. All forms shall identify the district, the number of nominations allowed per person and instructions for voting and/or returning the form (manner, date, time, place) to the Nominations and Elections Committee.
- Each eligible staff member within a district may nominate one eligible staff member from the district for each representative position to which that district is entitled.
- After the closing date for nominations, the Nominations and Elections Committee shall tabulate the number of nominations received by each potential candidate.
- Candidates for the Staff Senate shall be determined according to the highest number of nominations received. The number of nominees to appear on the election ballot in each district shall not exceed five times the number of available positions for that district. In case of a tie at the cut-off, an additional nominee(s) will be placed on the ballot. In descending order, the number of nominations received by a potential candidate will determine nominees to appear on the ballot(s) until the required number reached or the nominations list is exhausted.
- Prior to placing a nominee on the ballot, the Nominations Committee will check to see that the potential nominee meets all the qualifications for a Senate Representative as described in Article II. BI of this Constitution.
- The Nominations and Elections Committee shall notify the successful nominees that their names will be placed on the election ballot unless they withdraw by a specified date. If a nominee withdraws, the Nominations and Elections Committee shall select a replacement, e.g., the person who received the next highest number of nominations in the district in which the withdrawal took place. If insufficient nominations for a particular district occur, this matter will be referred to the Senate Executive Committee for a recommendation on additional nominations.
B. Election Procedures
- Voting shall be held on campus for no less than seven consecutive working days.
- Elections shall be by electronic ballot.
- The Nominations and Elections Committee will prepare the ballots for the election. Included on the ballot will be the reference to the Job Class or Institutional Unit District and a listing of the nominees in an order determined by lot. In addition to instructions for voting, the number of candidates to be elected from each district will be specified.
- Ballots will be distributed only once through campus email to all staff employees. Any employee alleging that he or she did not receive an official ballot must submit a request to the Nominations and Elections Committee no later than the election deadline in order to be issued another ballot. Ballots must be submitted by the election deadline via their own email in order for the ballot to be valid. A voting notice will be posted/announced at least one week prior to the first day of voting. Absentee voting may be requested from the Nominations and Elections Committee on a case by case basis, allowing the Committee ample time to verify voter eligibility.
- At the close of the election, the Nominations and Elections Committee will tabulate the votes.
- Candidates receiving the highest number of votes shall be declared Senate representatives and one alternate will be identified (See Sec. II.B.4.). If a tie occurs, a run-off election will be conducted for staff of the district affected.
- Within one work week of the close of the election, the Nominations and Elections Committee shall notify the newly elected representatives. Within one week of such notification to the newly elected representatives, the Committee shall inform the institutional community of the results of the election.
- All records pertaining to the nomination and election process shall be stored in the office of the Secretary of the Senate (or the Senate Office) in compliance with The University of Texas-Pan American Handbook of Operating Procedures Section: Handbook of Operating Procedures (HOP) 4.4.1 Records and Information Management and Retention.