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New Mexico State University

Library Faculty - General Election Procedures

Policy No: 006
Approval Date: 12/01/04, Revised 3/1/06
Historical Notes:


Policy:

    Voting Eligibility
    All library faculty with full-time regular faculty appointments are eligible to vote except for the Dean of the Library, the Associate Dean of the Library, library faculty officially on sabbatical leave at the time of voting, and emeritus library faculty.

    Call for a General Election

    1. Any member of the library faculty may initiate a request to call for an election.
    2. All requests for a call for an election should be forwarded in writing to the person responsible for conducting elections. The request should specifically contain the recommended ballot language.

    Responsibility for Conducting General Elections

    1. The elected library representative to the Faculty Senate is responsible for conducting all library faculty elections. In the case where the Faculty Senate's library senator is unable to conduct an election, the Dean of the Library will appoint a member of the library faculty to conduct the election.
    2. The faculty member responsible for conducting an election may not conduct an election if their name is on the ballot.

Procedures:

    Announcement of an Election

    1. An e-mail announcement of the election to be held will be sent to all library faculty. This announcement will contain the name of the position (if applicable); a statement of the issue (if applicable); the date nominations are closed; the dates for the distribution, close of voting, and counting of ballots; and the deadline for contesting an election.

    Nominations

    1. All nominations should be sent via email to the individual responsible for conducting the election and be cc'd to all library faculty.
    2. At least two working days prior to the date for closing of nominations, an e-mail reminder will be sent out to all library faculty of the deadline date for submissions. A list of all those who have been nominated up to that time will also be included in the e-mail.

    Balloting

    1. All those eligible to vote will receive written ballots.
    2. Names listed on the ballot will be done in alphabetical order by last name
    3. All ballots will have a place for write-in candidates. Consequently, no election will be done by acclamation in the case where there is only one candidate. The election process will be followed.
    4. Prior to the distribution of ballots, an email will be sent out by the individual conducting the election and include the following:
      1. A list of nominees that have confirmed their willingness to be placed on the ballot.
      2. The locations of ballot boxes and the date and time the boxes will be picked up and names of the two tellers who will count the ballots. Tellers will be selected by the individual conducting the election.
    5. Ballot boxes will be picked up by the individual conducting the election. The tellers will count the ballots and then seal them in an envelope. Tellers will forward the ballots in a sealed envelope and report the tallied results to the individual conducting the election. The teller's report will include the following:
      1. Total number of ballots counted.
      2. The number of votes broken down by the voting choices on the ballot.
    6. A simple plurality of those voting is required for an individual to be elected or a measure to pass.
    7. The individual conducting the election is required to hold the sealed ballots until one working day after the deadline for contesting an election. After this date, the sealed ballots are destroyed by the individual conducting the election.

    Announcement of Election Results

    1. The individual responsible for conducting the election will send an e-mail to all library faculty reporting the results of the election. Included in the announcement will be the following:
      1. The name(s) of those elected (if applicable).
      2. Whether or not an issue was passed or failed (if applicable).
      3. In the case of a tie, information on the schedule for a runoff election.

    Request for a Recount

    1. To initiate a request for a recount, a library faculty member must request a recount in writing within two business days of the formal announcement of election results. Requests for a recount are sent to the Associate Dean of the Library.
    2. The Associate Dean of the Library will be responsible for informing the library faculty of requests for a recount and take custody of the sealed ballots and election teller's report.
    3. The Associate Dean of the Library and the individual responsible for conducting the election will together do a recount of the ballots. The results of the recount will be announced to the library faculty.

    Contesting an Election

    1. To contest an election, a library faculty member must state in writing within two business days of the formal announcement of election results that they are contesting the election and describe the alleged election violations. This statement must be directed to the Associate Dean of the Library. The Associate Dean of the Library in consultation with the Dean of the Library will consider the request and recommend actions (if any) to be taken.

    In the Event of a Tie
    In the event of a tie, a candidate may concede, providing a written concession statement to the faculty member conducting the election. In the absence of a concession, a run-off election will be held.

    Proxy Balloting
    Proxy balloting is not permitted.


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