Faculty Senate

2003 Elections

DATE:	November 1, 2003
TO:	Heads of Apportionment Units
FROM:	Executive Committee of the Faculty Senate Bruce Sorte, President, Faculty Senate
RE:	Faculty Senate Elections, Fall 2003

Please commence procedures for the nomination and election of new Faculty Senate Senators to represent the unit for which you are responsible. Your process should be completed no later than December 12. Your unit is to elect Senate representatives at this time whose terms will end in 2006. Faculty Senate Bylaws specify that approximately one-third of elected Senators are to retire each year. The number of Senators elected is based on total eligible apportionment within the voting unit, not within individual departments.

Enclosed please find: (1) a roster of current Faculty Senate membership (terms expire for all those appearing in the column headed '2003' - those with asterisks preceding their name in the first column on the membership roster are ineligible for Senate re-election this year since they have already served two consecutive terms); (2) a table depicting Faculty Senate apportionment by unit; (3) a print-out of individuals eligible to vote and be elected in your unit; (4) and two sets of mailing labels for your use.

All faculty with the rank of Faculty Research Assistant or higher, including Professional Faculty, who were included in the figures used for apportionment (only those who appear on the enclosed print-out), shall be eligible to vote in the nomination and election of Senators and are eligible for election, regardless of rank, FTE or department. Please keep in mind that faculty are elected to represent the entire voting unit, not individual departments. Faculty who are on sabbatical or away from campus and whose names appear on the print-out of eligible voters, are to receive ballots (LWOP, sick leave and emeriti status are excluded). Faculty are no longer required to be in Oregon either at the time of the election to vote or be elected. Ballots shall be sent to sabbatic faculty so they may participate in the balloting.

According to the Faculty Senate Bylaws, the nomination and election process for Senators shall be conducted by the head of the apportionment unit (or someone appointed by that officer) together with incumbent Senators of the group. A faculty member whose name appears on the final ballot SHALL NOT be involved in the counting the final ballot.

NOTE: Neither the nomination nor election ballot shall be conducted via e-mail.

Nomination Process: The nomination process determines the election ballot. In accordance with the Bylaws, the nomination process is to be conducted by written, secret ballot and shall be conducted through the mail or in a meeting of the group about to elect a member of the Faculty Senate as follows:

1. Distribute the list of faculty members eligible for election to all faculty eligible to vote (they are one and the same and included on the enclosed print-out);
   
2. Request that each faculty member vote for as many faculty as there are vacant positions;
   
3. Count the ballots; those with the highest number of votes shall be the nominees for the election.
   
   

Your unit shall provide an opportunity for all faculty to decline to have their name appear on the final ballot; this opportunity shall be in writing, in a prominent location, on the nomination ballot.

Election Process: The Bylaws state that there be at least two nominees for each position being filled, so the election ballot determined from the nomination process should have at least twice as many candidates as there are vacant positions. In accordance with the Bylaws, the election process is to be conducted by written, secret ballot and shall be conducted through the mail (not e-mail) or in a meeting of the group about to elect a member of the Faculty Senate as follows:

1. Distribute the list of candidates to all faculty eligible to vote;
   
2. Request that each faculty member vote for as many faculty as there are vacant positions;
   
3. Count the ballots.
   
   

Those with the highest number of votes shall be the elected representatives; in the event of ties, a run-off election should be held. It is the responsibility of the apportionment unit to notify all faculty of the election results.

The names, departments, and e-mail addresses of those elected are to be forwarded to the Faculty Senate Office no later than December 12. Prospective Senators should be informed that the Senate meets from 3:00-5:00 PM, typically, on the first Thursday of each month, October through June, and they are responsible for either attending each meeting or arranging for an eligible faculty member to represent them.

Since results of the most recent election will be used to determine replacements as vacancies occur during the year, it is imperative that the results be maintained through the next election.

If you have any questions about materials or procedure, contact Vickie Nunnemaker at (541) 737-4344. Thank you very much for your cooperation and assistance.