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Council election 2021: online voting

The election of a member of professional support services staff to be a member of the University Council will be conducted by means of the online voting system.

To be eligible to stand in the election nominees must be members of the professional support services staff and must be seconded by one other support staff member, as set out on the nomination form which can be downloaded from this webpage (see link in the side box).  The final deadline for submission of the self-nomination form (with the completed seconder support and candidate statement) is 12.00 midday on Friday 15 October 2021. Completed nomination forms do not require a signature and should be submitted electronically to governance@york.ac.uk. Receipt will be acknowledged by the team with follow up as required.

While this is a democratic election with the outcome determined by voting in a ‘first past the post’ manner, the Council is particularly keen to strengthen the diversity of its membership and therefore encourages individuals to stand from under-represented groups (which includes women, BAME, disabled, LGBT+ and gender-diverse candidates) and from across the full span of professional support grades and roles.

Timescale

The first email sent from the system announcing the election and inviting nominations will be sent on Friday 17 September 2021.  Once the four-week nomination period has closed at midday on Friday 15 October 2021 eligible staff will then be sent a second email on Friday 22 October 2021 directing them to the online candidate list and inviting them to cast their vote electronically. The final deadline for voting will be Friday 19 November 2021 and the result will be announced in the week commencing Monday 22 November 2021. If no election is required (ie only one nomination is received), the result will be announced during the week beginning 18 October 2021.

Further information

Further information about the role can be found in the Trustee Role Description and the relevant University regulation is Regulation 9. The elected member of professional support services staff whose term on Council has ended  Dr Rachel Curwen (Research and Enterprise) and the current elected member, Mr Andy Durrant (Estates Operations and Maintenance)  are happy to respond to any informal enquiries about the role from colleagues who might be interested in standing for election.

E-voting and confidentiality

Members of staff will require an IT Services username and password to access the online voting system. Staff who do not have an IT Services username at the time of the election and are therefore flagged on the staff database as "non-computer users" will be sent the notice of election and ballot paper in hardcopy (sent to payroll addresses via supervisors/managers).

In order to reassure colleagues about the confidentiality of e-voting, it should be noted that:

  • the online system conducts a data audit which records whether a given username has voted or not (so that an automatically generated reminder email can be sent to those who are yet to vote);
  • the system does NOT capture information regarding the candidate selected by individual voters but it does automatically count the votes submitted for each candidate, ie it is still a secret ballot conducted on a 'first past the post' basis.

Notes:
Two professional support services staff members are elected to Council, in line with the University Statutes. As the governing and trustee body of the University, the Council is responsible for the strategic mission, direction and oversight of the University, has ‘general control’ over its affairs and holds ultimate accountability and stewardship for the University’s reputation and assets. It also provides advice and constructive support to the University Executive Board (UEB) and its membership includes the Vice-Chancellor, Deputy Vice-Chancellor, the Pro-Chancellors and the Treasurer (as ex officio members), representatives of the Senate and professional support staff, co-opted lay (ie external) members and student representatives. There are four formal meetings a year, plus a number of development sessions and other engagements.

DR ADAM DAWKINS

University Secretary (Returning Officer)

September 2021

Timescale: 2021

  • notification of election and request for nominations
    Friday 17 September 2021
  • deadline for nominations
    12 midday
    Friday 15 October 2021
  • election period
    Friday 22 October - Friday 19 November 2021 
  • final deadline for voting
    17.00
    Friday 19 November 2021
  • result announced
    w/c 22 November 2021

Candidates' Statements 2021

Council Election 2021 - Candidates Statements (PDF , 149kb)

Nomination form:

 Council Election Self Nomination Form - September 2021 (MS Word , 22kb)

Contacts:

General Information:
Governance and Assurance Office
governance@york.ac.uk

Election regulations enquiries:
philip.evans@york.ac.uk

IT related enquiries:
ITsupport@york.ac.uk

 

FAQs:

Council Election FAQs (PDF , 127kb)