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Regulation 9: Election of members to the Senate

9.1 Election of staff members

(a) For the purpose of the election of members to the Senate under the provisions of Statute 12, separate electoral rolls shall be kept by the Registrar and Secretary of those entitled to vote for the categories of staff described in Statutes 12.1.h, 12.1.i and 12.1.j respectively, and, subject to (c) below, shall be conclusive evidence that any person whose name appears therein at the time of claiming to vote or of being elected is entitled to vote or be elected and that any person whose name does not appear therein is not so entitled.

(b) During each January notices of the dates of election under Statutes 12.1.h, 12.1.i and 12.1.j, which shall be in the following month of February, shall be circulated by the Registrar and Secretary to all those entitled to vote in the respective elections. However, if there is no vacancy for a member under Statute 12.1 j, and the term of the member elected under that provision is not to expire in the current academic year, and that member has not given notice of resignation from the Senate or from the office of Head of College to take effect in that academic year, then the Registrar and Secretary shall not at that time give notice of any date for an election under Statute 12.1.j.

(c) In the election of staff of the category described in Statute 12.1.h, the roll referred to in (a) above, after the deletion of the names of the members of the Senate whose terms do not expire in the current calendar year, shall constitute a provisional list of candidates for election to the Senate, and shall be made available by the Registrar and Secretary to all persons whose names appear thereon not less than four weeks before the date of the election; persons who do not wish to stand for election may withdraw their names from the list of candidates. A voting paper, listing the names of all those eligible for election to the Senate who have not withdrawn their names and identifying those who are ex officio members of the Senate and those who will be on leave of absence from the University for two terms or more in the next academic year, shall be circulated by the Registrar and Secretary to all those entitled to vote not less than two weeks before the date of the election. Each elector may cast one vote for each of not more than that number of members which the Registrar and Secretary specifies on the voting paper as the number of vacancies.

(d) In the election of staff of the category described in Statute 12.1.i, the Registrar and Secretary, not less than four weeks before the date of the election, shall write inviting all those entitled to vote in the election to nominate candidates for election to the Senate. Candidates shall be members of the category of staff described in Statute 12.1.i. A nomination form, obtainable from the Registrar's Department, shall in each case be signed by the nominee and by not fewer than six persons entitled to vote in the election, and shall be returned to the officer designated by the Registrar and Secretary not less than eighteen days before the date of the election. Subject to the final sentence of this sub-paragraph, a voting paper, listing all those nominated and those who have nominated them, shall be circulated by the Registrar and Secretary to all those entitled to vote not less than two weeks before the date of the election. Each elector may cast one vote for each of not more than that number of members which the Registrar and Secretary specifies on the voting paper as the number of vacancies. If, however, the number of those nominated does not exceed the number of vacancies, then no election shall be held and those nominated shall be declared elected unopposed.

(e) In the election of staff of the category described in Statute 12.1.j, the roll referred to in (a) above shall constitute a provisional list of candidates for election to the Senate, and shall be circulated in any year when notice of an election has been given by the Registrar and Secretary to all persons whose names appear thereon not less that four weeks before the date of the election; persons who do not wish to stand for election may withdraw their names from the list of candidates. A voting paper, listing the names of all those eligible for election to the Senate who have not withdrawn their names, shall be circulated by the Registrar and Secretary to all those entitled to vote not less than two weeks before the date of the election. Each elector may vote for one candidate.

(f) Not later than the day of the election electors shall return their completed voting papers to the member of the administrative staff designated for the purpose on the voting paper. The candidates among the relevant category for whom the greatest number of votes have been cast shall then in turn be declared elected to serve from 1 August following the election up to the number required to fill the vacancies for that category which will have arisen by that date. If there is an equality of votes between any two or more candidates, the Vice-Chancellor shall give such casting votes as may be necessary to decide who shall become a member of the Senate and for what term.

(g) Any casual vacancy occurring during the academic year shall automatically be filled by the person with the next highest number of votes after the members elected at the previous annual election and after any persons who have since become members by virtue of this paragraph; except that, in the case of a vacancy arising on a date less than three months before the next annual election, the vacancy shall be filled at that election by the person with the next highest number of votes after the members elected to fill the normal vacancies. In all cases, the persons elected shall hold office for the unexpired portion of the period of office of their predecessors on the basis that, where relevant, the person with the highest number of votes shall replace the member with the longest period still to serve. Where this paragraph requires a choice to be made between two or more persons who received an equality of votes, the Vice-Chancellor shall decide which of them shall become a member of the Senate.

9.2 Election of undergraduate student members

(a) It will be the responsibility of the Students’ Union to ensure that one student from each faculty is fairly and promptly elected each academic year. These faculty representatives will be elected by and from the students within each faculty. The President (or nominated sabbatical officer, or Students’ Union staff member) will inform the Registrar and Secretary on each occasion the elected student membership of Senate changes.

(b) To ensure the ongoing suitability of the elected student faculty representatives on Senate and to identify and provide additional training and support, the President of the Students’ Union will nominate a professional staff member to accompany the student delegation as an observer.”

9.3 Election of graduate students

It will be the responsibility of the Graduate Students’ Association to ensure one postgraduate student is fairly and promptly elected each academic year. This graduate representative will be elected by and from the elected members of the Council of the Graduate Students’ Association.”

Regulations