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Faculty Senate » Instructions for Nomination and Election of Faculty Senators - Fall 2005

Instructions for Nomination and Election of Faculty Senators - Fall 2005

DATE: November 15, 2005

TO: Head of apportionment unit (i.e. Dean)

FROM: Executive Committee of the Faculty Senate
Jeffery A. Hale, Faculty Senate President

RE: Faculty Senate Elections, Fall 2005

Please commence procedures for the nomination and election of new Faculty Senate Senators to represent the XX apportionment unit. Your process should be completed no later than December 15. Your unit is to elect a total of XX Senate representatives at this time whose terms will end in 2008. 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.

Attached please find: (1) a roster of current Faculty Senate membership (terms expire in December for all those appearing in the column headed '2005' - 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; and (3) a print-out of individuals eligible to vote and be elected in your unit.

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 report), 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). Ballots shall be sent to sabbatic faculty so they may participate in the balloting.

This year marks the implementation of electronic balloting. The Faculty Senate Office will work with each apportionment unit to determine the nomination and election ballots. Each apportionment unit has already been requested to determine eligible faculty who decline to have their name placed on the nomination ballot. The Senate Office will electronically send ballots to those who are eligible to vote in the elections.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 counting/verifying the final ballot.

The name, department, and e-mail address of those elected are to be forwarded to the Faculty Senate Office no later than December 15. Prospective Senators should be informed that the Senate meets from 3:00-5:00 PM, typically, on the second 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.

Nomination Process: The nomination process determines the election ballot. In accordance with the Bylaws, the nomination process is to be conducted in a manner to be designated by the Executive Committee (EC). The EC has designated that the nomination ballot shall be conducted electronically, in the following manner:

  1. Distribute the list of faculty members eligible for election to all faculty eligible to vote (those included on the enclosed print-out minus those who have declined to have their name on the ballot);
  2. Request that each faculty member vote for at least as many faculty as there are vacant positions;
  3. Count/verify the ballots;
  4. Those with the highest number of votes shall be the nominees for the election.

Election Process: The Bylaws state that there are 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. You may want to consider including a few more than the minimum number of names on the final ballot if your unit came close this year to needing another election to fill mid-year vacancies. In accordance with the Bylaws, the election process is to be conducted in a manner to be designated by the EC. The EC has designated that the nomination ballot shall be conducted electronically, in the following manner:

  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/verify 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.

PLEASE NOTE: 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 vickie.nunnemaker@oregonstate.edu or 541-737-4344. Thank you very much for your cooperation and assistance.