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YUFA Officer Election Balloting Procedures – 15 April 2009

15 Apr 09 - In response to a motion at the 3 March 2009 Special General Meeting, the following election balloting procedures were approved by the YUFA Executive.

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As cited in Article 2 of the YUFA Constitution, definition of membership eligible voters are “full-time members of the academic staff engaged in teaching and/or research, including professional librarians whether on reduced load, or on leave etc.[1]; retired members of the academic staff engaged in teaching in a given year, or retired professional librarians engaged in the fulfillment of professional librarian responsibilities in a given year”, as determined by the YUFA dues list[2], provided by the Employer, or other appropriate confirmation of status. Only dues-paying members are eligible voters. Eligible voters who are not reflected on the dues list, will receive a Secret Ballot Package upon presentation to the Returning Officer of photo identification and a current York University pay slip, or other appropriate confirmation of status.

Each candidate standing for election is entitled to appoint one scrutineer/and an alternate[3]. It is  candidates’ responsibility to notify the Returning Officer of the names and contact information of their appointed scrutineer/and alternate; candidates must do so at or before the time their written statement of interest is due. Each scrutineer or alternate will receive a copy of the eligible voters list.

Eligible voters shall receive, via campus mail, a Secret-Ballot Package, which includes the following:

1. instruction sheet

2. statement from each candidate

3. ballot(s)

4. envelope labeled: “Return to”: YUFA, 261 HNES, including a “Print Name” label and label stating “Seal Flap and Sign Across Sealed Flap”, to be completed by the voter[4]

5. envelope labeled: “<Name of Position> Ballot”

“Return to” envelopes must be returned anytime up to noon (12 pm) on the specified return date by campus mail, deposited directly in the locked mailbox outside the YUFA office, or deposited in the ballot boxes available inside the YUFA office.

Immediately following the specified return time and date, the Returning Officer and the scrutineers (or alternates) shall meet in the YUFA office to tally the ballots. Any eligible voter may attend. The ballot boxes will be opened and all envelopes retrieved, leaving the ballot boxes empty. Each printed name and signature on the “Return to” envelope will be checked off against the eligible voters list. The “Return to” envelope will then be opened and the “<Name of Position> Ballot” envelope will be placed into the empty ballot boxes until all “Return to” envelopes have been opened. The “<Name of Position> Ballot” envelopes will then be opened and the ballots will be counted by the Returning Officer.

“Return to” envelopes will be put into an envelope that will be sealed and signed over the flap by the Returning Officer and each scrutineer (or alternate). “<Name of Position> Ballot” envelopes will be put into an envelope that will be sealed and signed over the flap by the Returning Officer and each scrutineer (or alternate). Ballots will be put into an envelope that will be sealed and signed over the flap by the Returning Officer and each scrutineer (or alternate). Any spoiled ballots will be put into an envelope that will be sealed and signed over the flap by the Returning Officer and each scrutineer (or alternate). If, after 30 days, there has been no challenge to the election results, the YUFA Executive will propose a motion to destroy the ballots by deposit to a Confidential Blue Bin.