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1. Purpose and Objectives

These procedures prescribe certain detail associated with the conduct of Senate and Academic Board elections.

2. Definitions, Terms, Acronyms

Nominated candidates means a candidate nominated under section 5.5 of the policy.

Policy means the University Elections Policy.

Returning Officer means the person appointed by the Chief Operating Officer under section 5.1 of the policy.

Review Committee means a committee established under section 6.3 of the policy.

3. Procedures Scope/Coverage

These procedures apply to staff, students, nominated candidates for election and all other persons who are eligible to participate in an election.

4. Electoral Rolls

Electoral Rolls maintained under section 5.2 of the policy may contain the following particulars:

  • full name;
  • qualification for inclusion on the roll (if relevant);
  • an electronic address for service of notices, which in the case of a member of staff, is the staff member’s email account;
  • other particulars prescribed by the Returning Officer.

5. Electoral Code

The Returning Officer may publish, and amend from time to time, an Electoral Code pursuant to section 5.1 of the policy.

6. Counting Votes

Votes are to be counted by a system of optional preferential voting as set out in these procedures.

The Returning Officer may reject a vote or ballot form if satisfied that it was submitted by a person not eligible to vote.

6.1 Counting votes – one elected member

For elections where one candidate is to be elected as a member of Senate or the Academic Board, votes are counted as follows:

(a) Each vote is of equal value.

(b) If there are two candidates, the one with the most first preferences is elected.

(c) If there are more than two candidates, the Returning Officer must exclude the candidate with the least number of first preferences and distribute each of their votes to the candidate who:

  • is not yet eliminated; and
  • has been accorded the next highest preference.

(d) If there are two or more candidates with the same least number of first preference votes under paragraph (c), the Returning Officer must exclude those candidates and distribute each of their votes to the candidate who:

  • is not yet eliminated; and
  • has been accorded the next highest preference.

(e) The Returning Officer must eliminate votes that cannot be distributed under paragraph (c).

(f) When a vote is distributed, the Returning Officer must treat it as a first preference.

(g) The Returning Officer must repeat the process under paragraphs (c), (d) and (e) until all but two candidates remain. The candidate with the most first preferences is elected.

6.2 Counting votes – more than one elected member

For elections where more than one candidate is to be elected as a member of Senate or the Academic Board in a specific category, votes are counted as follows:

(a) Each vote is of equal value.

(b) If there are more candidates than the number of positions to be filled, the Returning Officer must exclude the one with the least number of first preferences and distribute their vote to the candidate who:

  • is not yet eliminated; and
  • has been accorded the next highest preference.

(c) If there are two or more candidates with the same least number of first preference votes under paragraph (b), the Returning Officer must exclude those candidates and distribute each of their votes to the candidate who:

  • is not yet eliminated; and
  • has been accorded the next highest preference.

(d) The Returning Officer must eliminate votes that cannot be distributed under paragraph (b).

(e) When a vote is distributed, the Returning Officer must treat it as a first preference.

(f) The Returning Officer must repeat the process under paragraph (b), (c), and (d) until all but the number of candidates equals the number of positions to be filled.  Each candidate remaining under this paragraph is elected.

7. Complaints

7.1 Complaint to Returning Officer

A person may lodge a complaint with the Returning Officer about the way an election has been conducted or about the behaviour of individuals (including a candidate) during an election. Complaints must be made by an individual and cannot be made on behalf of a group of individuals. All complaints must be made in writing to the Returning Officer at uqelections@uq.edu.au.

The Returning Officer will acknowledge the complaint, investigate and reach a decision as soon as practicable.

7.2 Internal Review

A person may apply to a Review Committee for a review of the outcome of their complaint decided by the Returning Officer under section 7.1. An application for review must be made in writing to the Chief Operating Officer at coo@uq.edu.au.

The Chief Operating Officer will acknowledge the review on behalf of the Review Committee. The Review Committee must undertake a review of the Returning Officer’s decision as soon as practicable. The Review Committee’s decision with respect to the outcome of a review of a complaint is final.

Custodians
Chief Operating Officer Mr Greg Pringle