Governance

Election of members of staff to Senate under Section 8.(1)(c) and 8.(1)(j) of the University of Western Australia Act

Further information

Senate

Members of the Senate

The members of the Senate elected under Section 8.(1)(c) and 8.(1)(j) of the University of Western Australia Act must be elected in accordance with the following regulations:

Definitions

In these regulations:

Member of the Academic Staff
A member of the University's staff employed under any of the Agreements applying to academic staff;
Member of the General Staff
A member of the University's staff employed under the Professional and General Staff Agreement;
Registrar
includes a person nominated by the Registrar;
the Act
means the University of Western Australia Act 1911.

Eligibility for election

1. Those eligible for election to Senate must:

  1. (i) for elections under Section 8.(1)(c) of the Act, be members of the academic staff; or
    (ii) for elections under Section 8.(1)(j) of the Act, be members of the professional and general staff; and
  2. (i)) hold ongoing appointments; or
    (ii) hold, or be able to demonstrate that they have a reasonable expectation of holding, a fixed term appointment which will enable them to complete a four year term on Senate.

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Eligibility to vote

2. Those eligible to vote in the election must:

  1. (i) for elections under Section 8.(1)(c) of the Act, be members of the professional and general staff; or
    (ii) for elections under Section 8.(1)(j) of the Act, be members of the academic staff; and
  2. (b) hold ongoing or fixed-term appointments.

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Calling of nominations for vacancies

3. (1) At least three months before the term of office of the current member of staff expires, the Registrar must call for nominations for the forthcoming vacancy, allowing at least 15 University working days for response.

(2) In the event that the current member of staff does not complete his or her term of office for any reason, the Registrar must call for nominations as soon as possible after the office is vacated.

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Election

4. (1) If the number of candidates is equal to the number of vacancies and the vacancies are for the same term, the Registrar must declare the candidate or candidates elected and notify the Chancellor and members of the relevant electorate of the result.

(2) If the number of candidates is equal to the number of vacancies but the vacancies are for different terms, a ballot is not required and the terms to be served by each candidate must be determined by the Registrar by lot.

(3) If there are more candidates than vacancies, the Registrar must organise a ballot immediately following the close of nominations.

5. (1) If there are two nominees for a vacancy, the decision as to who will fill the vacancy must be made by a majority vote.

(2) If there are three or more nominees for a vacancy, the decision as to who will fill the vacancy must be made by an optional preferential vote carried out in the manner prescribed in Regulation 6.

(3) If after the process described in (1) or (2) there is a tie, the election must be determined by lot.

6. (1) Every voting paper must contain the names of all candidates nominated, the order in which the names appear on the voting paper having been determined by the Registrar by lot.

(2) The voter must write the figure '1' opposite the name of the candidate who is first in the voter's order of preference and may also indicate an order of preference for one or more of the remaining candidates by writing the numbers '2', '3', . . . opposite the names of the candidates in the voter's order of preference.

(3) A ballot paper which does not satisfy the above procedure will be accepted if the Registrar is satisfied the voter has unambiguously indicated an order of preference by some other means.

(4) Each completed voting paper must be sent by the voter to the Registrar in a sealed envelope marked 'Senate Voting Paper'.

(5) Each candidate is entitled to nominate one scrutineer to be present at the counting of the votes.

(6) Votes may be counted only after the deadline nominated by the Registrar for receipt of votes has elapsed.

(7) The distribution of votes cast in the ballot must be carried out by the method described in the Appendix to these regulations.

(8) Successful candidates must be elected sequentially.

(9) Where vacancies are for different terms, the candidate elected first must serve the longest term, the candidate elected second must serve the second longest term, and so on.

(10) As soon as possible after the counting of the votes has been completed, the Registrar must declare the result of the election and notify the Chancellor and members of the relevant electorate of the result.

7. The accidental omission to send a call for nominations or voting paper as required by these regulations or the misdirection or non-receipt of such documents does not invalidate any nomination or election.

8. A staff member who commits a fraudulent act in respect of elections governed by these regulations will be subject to disciplinary action by the University in accordance with the University's misconduct policies.

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Electronically conducted elections

9. An election may be conducted using the Internet with such modifications as the Registrar may regard as necessary for the conduct of the election using the Internet.

10. For an electronically conducted election, any reference in these rules to a physical document may be read as a reference to an appropriate electronic document, such as a page on a website or an email.

11. For an electronically conducted election, a person's standard official email address within the University's email system is to be regarded as the person's address.

12. Voting papers for an electronically based election may be provided by email or on the Internet.

13. The Registrar may decide to use a computer program to carry out the steps involved in the recording, scrutiny and counting of votes in an election.

14. The Registrar must be reasonably satisfied that the proper use of the program would produce the same result as manual count.

15. The Registrar must ensure that the ballot is secret and that the identity of each person voting is kept separately from the person's vote.

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Appendix

Distribution of votes

1. Each voting paper is given a value of 1, and is distributed to the candidate who is first in the voter's order of preference.

2. The following procedure is repeated until a candidate has been elected for each vacancy.

(1) The vote for each continuing candidate is determined by adding the values of all the papers allocated to that candidate.

(2) The total residual vote is determined by adding the value of the individual candidates' votes.

(3) The quota is determined by dividing the total residual vote by one more than the number of unfilled vacancies, ignoring the fraction, and adding 1.

(4) If one or more candidates has a vote at least as great as the quota, the one with the highest vote is declared elected and the surplus of the electee's votes over the quota is distributed to the continuing candidates as follows:

  1. The surplus is determined by subtracting the quota from the electee's vote.
  2. The transfer fraction is determined by dividing the surplus by the electee's vote.
  3. The value of each of the electee's papers being transferred is adjusted by multiplying it by the transfer fraction.
  4. Each paper is distributed to the continuing candidate next highest in the voter's order of preference. If no such candidate is specified the paper is set aside as exhausted.

(5) If on the other hand, no candidate has a vote at least as great as the quota, the candidate with the smallest vote is eliminated and each of that candidate's papers is distributed to the continuing candidate next highest in the voter's order of preference. If no such candidate is specified the paper is set aside as exhausted.

3. If, in the application of the above procedure, two or more candidates have the same number of votes then it will be decided by lot which candidate is to be elected or eliminated first.

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