Bylaws and Policies

Bylaw 2100

A Bylaw Respecting the Chief Returning Officer and Elections Staff of the Students’ Union

1 Short Title

  1. This Bylaw may be referred to as the “Chief Returning Officer and Elections Staff Bylaw.”

2 Definitions

  1. In this Bylaw
    1. “member” shall be anyone who is an undergraduate student currently enrolled in at least one course for credit at the University of Alberta;
    2. “D.I.E. Board” shall be the Discipline, Interpretation, and Enforcement Board of the Students’ Union, as set out in Judiciary of the Students Union Bylaw, Bylaw 1500; and
    3. “C.R.O.” shall be the Chief Returning Officer of the Students’ Union;
    4. “D.R.O.(s)” shall be the Deputy Returning Officers of the Students’ Union;
    5. “C.A.C.” Shall be the Council Administration Committee; and
    6. “elections staff” shall refer to the C.R.O. and D.R.O.(s).

3 Mandate

  1. This bylaw shall govern the duties and hiring process of the Students’ Union Elections staff.

4 Elections Staff Composition

  1. The elections staff shall consist of:
    1. the C.R.O.; and
    2. one (1) or more D.R.O.(s), at the discretion of the C.R.O. and as permitted by budgeted availability of funds.

5 Elections Staff Hiring Process

  1. The Chief Returning Officer shall be ratified by Students’ Council after a recommendation is issued by a committee composed of:
    1. the Chief Returning Officer, as chair, voting only in the event of a tie;
      1. If the incumbent C.R.O. seeks an additional term:
        1. The incumbent C.R.O. shall be subject to the same hiring procedures as other candidates; and
        2. The incumbent C.R.O. shall not sit on or chair the committee; and
        3. The D.R.O. shall not sit on or chair the committee; and
        4. The incumbent Speaker of Students’ Council shall serve as chair, voting only in the event of a tie.
    2. two (2) members of the D.I.E. Board
      1. in the event that less than two (2) members of the D.I.E. Board are available to serve on the committee on at least seven (7) days' notice, the Council Administration Committee may appoint an individual who is not a member of Students’ Council for each D.I.E. Board seat on the committee unable to be filled.
    3. the Chair of Council Administration Committee, as a non-voting member;
      1. the Chair of Council Administration Committee shall forward the selection committee’s recommendation to Students’ Council; and
    4. the Manager of Discover Governance, as a non-voting, administrative member.
  2. If the Chief Returning Officer position is vacant after the hiring process in 5(1) has occurred, the Council Administration Committee shall recommend a candidate to be ratified by the Students’ Council.
  3. The Deputy Returning Officer(s) shall be hired by a committee composed of:
    1. the Chief Returning Officer, as chair, voting only in the event of a tie;
    2. two (2) members of the D.I.E. Board
      1. in the event that less than two (2) members of the D.I.E. Board are available to serve on the committee on at least seven (7) days' notice, the Council Administration Committee may appoint an individual who is not a member of Students’ Council for each D.I.E. Board seat on the committee unable to be filled.
    3. the Chair of Council Administration Committee, as a non-voting member;
      1. the Chair of Council Administration Committee shall forward the selection committee’s decision to the Council Administration Committee; and
    4. the Manager of Discover Governance, as a non-voting, administrative member.

6 Elections Staff Eligibility Requirements

  1. The Chief Returning Officer shall not concurrently hold any position of Students’ Council or any of its boards and committees, the D.I.E. Board or the Students’ Union’s paid staff.
  2. The Deputy Returning Officer(s) shall be required to remain members for the Fall and Winter academic terms of their term in office and shall not concurrently hold any position of Students’ Council or any of its boards and committees, the D.I.E. Board, or the Students’ Union’s paid staff.

7 Elections Staff Terms of Office

  1. The Chief Returning Officer shall serve from May 1 to April 30 of the following year.
  2. The Deputy Returning Officer(s) shall serve from October 1 to April 30 of the following year.

8 Duties of the Elections Staff

  1. The duties of the C.R.O. shall include:
    1. overseeing the implementation of the Elections Bylaw, which includes Bylaws 2100, 2200, 2300, 2400, 2500; and
    2. such duties required of the C.R.O. under Bylaw 100 and 8100; and
    3. being the highest responsible manager of the Elections Office and elections staff, particularly when interpreting, enforcing, and delegating authority afforded by the aforementioned Bylaws.
  2. The duties of the Deputy Returning Officer(s) shall include:
    1. such duties as may be required of the D.R.O.(s) under the Elections Bylaws, Bylaws 2100, 2200, 2300, 2400, 2500; and
    2. such assistance as required by the Chief Returning Officer in the discharge of their duties, as set out in Section 8(1).
    3. In the event the C.R.O. is incapacitated and can not complete the duties of the office, C.A.C. shall assign those duties to another member of the elections staff in the interim.
  3. Duties of the elections staff to be found in Bylaw include but are not limited to;
    1. conducting the balloting process; and
    2. conducting the elections; and
    3. the advertisement of elections; and
    4. submitting to the Speaker, as soon as practically possible, a report containing the results of any election of members to Students’ Council; and
    5. determining the allocation of Councillors before the release of every nomination package and forthwith tabling Students’ Council a report detailing the allocation of Councillors and the statistics used to reach that allocation; and
    6. determining the dates for all nomination deadlines, elections cycles, and voting days; and
    7. the validation and posting of all nomination packages, plebiscite and referendum petitions; and
    8. all relevant consultation and committee engagements; and
    9. duties as prescribed in Bylaw 8100 including the running of plebiscites; and
    10. with the assistance of Discover Governance the creation and dissemination of Vacancy Petitions.

9 Elections Staff Reporting and Dismissal

  1. The C.R.O. shall report directly to Students’ Council, and shall be dismissed only by a two thirds (2/3) majority vote of Students’ Council on two consecutive meetings, to be held not less than one (1) week apart.
  2. The Deputy Returning Officer(s) shall report directly to the Chief Returning Officer, and shall be dismissed only by a simply majority vote of the permanent members of the C.A.C.
  3. Elections staff shall make available any documents, where documents do not breach confidentiality of candidates or elections staff, at the request of C.A.C. within (48) hours.
  4. The C.R.O. shall submit to Students’ Council a written report prior to end of contract or April 30, whichever comes first.
    1. Report is to include;
      1. activities of elections staff over the contracted year; and
      2. recommendations for following elections staff and Students’ Council; and
      3. statements, as available, from all elections staff; and
      4. recommended changes to elections Bylaws; and
      5. elections staff budget.
    2. Final installment of remunerations for the C.R.O. shall be made contingent on submission of written report outlined in 4(a).

  1. The elections staff shall develop an advertisement and elections strategy to communicate the release of nomination packages, nomination deadlines, and elections which is to be presented by the C.R.O. to Students’ Council at a minimum of thirty (30) days before the release of Executive Committee nomination packages. This strategy shall include at a minimum:
    1. a plan to advertise in a student publication(s), including availability of nomination packages, nomination deadlines, and dates of elections; and
    2. a plan to communicate the availability of nomination packages, nomination deadlines, and elections with Faculty Associations and Departmental Associations; and
    3. a plan to communicate with University of Alberta staff and administration over the impending elections period; and
    4. a proposed timeline for elections; and
    5. an approximate budget of the advertisement strategy.
  2. The elections staff shall develop a written advertisement strategy to communicate the availability of nomination packages, nomination deadlines, and elections dates for the fall by-elections to be submitted to C.A.C. no later than August 15. This strategy shall include at a minimum:
    1. the number of available seats and;
    2. a plan to communicate the election timeline to relevant Faculty Associations and Departmental Associations.

11 Classroom Talks

  1. The elections staff shall be responsible for communicating to the University of Alberta staff and administration that candidates may be speaking to students in the ten (10) minute period before scheduled class hours begin.
  2. The C.R.O. shall provide candidates with a list of staff, departments, and faculties that have requested that candidates not speak between classes.
  3. The C.R.O. is not responsible for the actions of candidates speaking between classes.
  4. The C.R.O. maintains the right to reprimand candidates who speak during scheduled class time without instructor’s consent.