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Elections and University Nominations Committee

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(The Elections Committee was combined with the Committee on Committees in May, 2012 to form the Elections & University Nominations Committee)


 

At the first meeting of the academic year, the committee should do the following: (top)

  1. Elect a committee chair/co-chairs and secretary and inform the Faculty Senate Chair and Secretary.
  2. Set monthly meeting day, time, venue for Fall and Spring and inform the Faculty Senate Chair and Secretary for posting to the Faculty Senate webpage.
  3. Review the primary duties of the committee as stated in Faculty Handbook, Section Seven VII E 2 as well as,
    http://facultysenate.eku.edu/internal/elections-committee
    http://facultysenate.eku.edu/internal/all-committees
    http://facultysenate.eku.edu/rules/standing-rules
    http://facultysenate.eku.edu/sites/facultysenate.eku.edu/files/files/committees/CommitteeChecklist_REVISED_02-01-17.pdf 
  4. Work to complete the charges of the committee as received from the Faculty Senate Chair in addition to addressing matters brought to the committee by constituents and other stakeholders regarding faculty elections.
  5. Advise the Chair on appointment of Faculty-at-Large standing committees and conduct nominations/elections for (see detailed descriptions below):
    1. Faculty Senate Membership
    2. Faculty Senate Committees
    3. Adjunct Senator
    4. Faculty Senate Chair/Vice
    5. University Standing Committees (Graduate Council, General Education, Library, Research)
    6. Faculty Regent

Check Faculty Senate Membership (top)

Early in the summer, the Committee Chair, the Senate Chair and the Senate Secretary should work together in compiling a current list of Senate membership for the upcoming year. Circulate a copy to all the academic deans prior to the end of the spring semester with a request that the deans identify any names of people on the roster who will not be available to serve during the Fall/Spring semesters. In each case, it will be necessary to determine if the replacement is to be temporary or permanent. An email must be sent to all the departments who need a replacement for the fall semester reminding them to hold an election as soon as possible. Include the table below in your correspondence. You may have to remind them about two weeks into the semester.
 

Number of Faculty Number of Senators
1-14 1
15-29 2
30-39 3
40-49 4
50-59 5
etc.  

Check Faculty Senate Committees (top)

Review the monthly Faculty Senate agenda to see if there will be any elections at the Senate meeting for vacancies on Senate Committees. Correspond with the Chair of Information Technology Committee (IT) to set up electronic voting for the election. Ensure that all incoming senators have the appropriate devices for voting. Voting is facilitated by the Senate Chair.

Election for the Adjunct Senator (top)

The Elections and University Nominations Committee of the Faculty Senate will oversee the nomination and election of the adjunct faculty representative on Faculty Senate. The adjunct faculty representative shall serve a two-year term that is contingent upon the adjunct representative’s being contracted by the University to teach again.

In February (top), contact chairs of each department (or request that the Faculty Senate Chair initiate contact) requesting names of eligible adjunct faculty to serve as the adjunct faculty representative on Faculty Senate.

In March (top), contact the candidates requesting a short bio that includes their reason for wanting to serve on Faculty Senate.

In April (top), correspond with the Office of Institutional Research for dissemination of an election ballot listing the nominees and their bios. Forward the results to the Faculty Senate chair and Secretary.

Election for Faculty Senate Chair/Vice (top)

The Elections and University Nominations Committee of the Faculty Senate will oversee the annual nomination and election of Faculty Senate Chair and Vice Chair. Nominations are taken at the April Faculty Senate meeting. Elections are held at the organizational meeting of the new senate in May.

Elections for University Standing Committees (top)

University Standing Committees for which the Faculty Senate Elections and University Nominations Committee is responsible for making recommendations to the President include the following: General Education, Graduate Council, Library, and Research Committees. Due to term lengths, not all university committees will require senate nominations every year. Duties for this responsibility resume in the Spring semester.

In January (top), the Faculty Senate Elections and University Nominations Committee should obtain from the Office of the Associate Provost the updated membership list of University Standing Committees. Schedule a meeting with Chairs of General Education, Graduate Council, Library, and Research Committees to review description of committee, vacancies, and any other details that will appear on the election ballot.

In February and March (top), Faculty Senate Elections and University Nominations Committee corresponds with the Office of Institutional Research for dissemination of self-nomination survey for faculty member vacancies on specified committees. It may be decided that regardless of vacancies, a nomination is made for all committees in case an unexpected vacancy occurs. Results of self-nominations are verified by the Faculty Senate Elections and University Nominations Committee and relevant committee chairs.

Membership on University Standing Committees: (top) Faculty are limited to serving on a maximum of two University standing committees during the academic year. The Elections and University Nominations Committee is responsible for determining whether a faculty member is likely to be chosen to serve on more than two such committees and take appropriate action, such as noting this on the nomination list.

Thereafter, a ballot that includes all eligible self-nominees and their brief statements of interest and qualifications is disseminated via email to all eligible voters by the Office of Institutional Research. Each eligible voter may vote for one nominee to fill each of the vacant seats on the committee; i.e., if there are two faculty member vacancies within a college, two nominees may be elected from that college.

In April (top), results of the elections are verified by the Faculty Senate Elections and University Nominations Committee and relevant committee chairs. Those faculty with the most votes for each committee vacancy will be forwarded to the Associate Provost for recommendation to the President for approval of appointment. The remaining names are filed in case there is an opening during the upcoming year. You may be asked for nominees for replacements for any of these committees by either the President or the Chair of the Senate. Some of the Standing University Committees have appointed chairs, co-chairs and/or "continuing members." There is no recommendation from the Elections Committees for these people, but only for the persons serving rotating three year terms.

Eligibility to vote: (top) Any faculty member with the rank of instructor or above is eligible to vote. This includes librarians holding faculty rank, visiting faculty who hold “rank” at EKU, and faculty holding academic rank above that of an instructor regardless if instruction, research, or administration is the primary responsibility (e.g., a dean holding academic rank is eligible).

Unexpected Vacancies on University Committees and Policy Drafting Team: (top) Throughout the year, it is possible that the Senate Chair or the Chief of Staff will ask the Committee for nominations of faculty to serve on University Committees or on policy drafting teams. In such an event, the following steps should be followed until the Committee finds a willing and qualified candidate. First, ask the Chief of Staff to check the previous year's survey to see if anyone self-nominated for this or a related committee and was unable to serve at that time. If there is such a candidate, contact him/her to determine if he/she is interested in this opening. If that process yields no one, then ask the Associate Provost and the Senate Chair for recommendations. If that too yields no one, advertise the opening on EKU Today. For vacancies designated for representatives of specific colleges, the Committee ought to ask the dean of the college or the chair of the given committee for nominations. For certain committees, membership is identified in accordance with a specific policy provision.
 

Election for Faculty Regent (top)

(Visit facultysenate.eku.edu/internal/faculty-regent for Information on the Election for Faculty Regent.)
 

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