UWSA Nominations and Elections Policy

1. Purpose

The UWSA seeks individuals with a broad range of skills, experience, and perspectives reflecting the diversity of its membership to serve on the Board of Directors.  

The nomination and election process is designed to ensure:

  • Transparent, fair, and equitable elections
  • Compliance with the UWSA By-law and applicable legislation (ONCA)
  • Strong recruitment of qualified candidates
  • Meaningful participation of members in governance

2. Scope

This policy governs:

  • Roles and responsibilities involved in elections
  • The nomination process for Directors and President
  • The conduct of elections

3. Roles and responsibilities

3.1 Involved parties

  • Governance and Nominations Committee (GNC): Oversees the nominations process, candidate recruitment and eligibility, and election governance matters.
  • Chief Returning Officer (CRO): Provides independent oversight of the voting process and certifies the results.
  • Operations Team (Ops): Provides administrative, logistical, communications, and technical support for the election.
  • Board of Directors: Approves related policies, sets key election dates, and supports candidate recruitment.
  • Election Working Group (EWG): Provides independent verification of the ballot results.

Roles and responsibilities are addressed more fully in the Election Procedures Manual.

3.2 Appointment of the CRO

The responsibility and authority for appointing the CRO is delegated to the UWSA Appointments Committee, following its usual processes.

The CRO will be appointed for a two-year term, renewable once at the discretion of the Board.

4. Nomination process

4.1 Call for Nominations

The GNC will issue an annual call for nominations via the UWSA website and other communication channels. The call will include:

  • Roles and expectations
  • Eligibility requirements
  • Key dates and process

4.2 Eligibility

Eligibility requirements for Director are set out in the UWSA By-law.

Eligibility requirements for the President are set out in the UWSA Presidential Terms and Eligibility policy.

4.3 Submission and verification

The nomination process will proceed as follows:

  1. Nominations are submitted through the UWSA website. Nominations must include:
    • A Candidate Form, declaring the candidate’s intent to run, providing equity data (a ‘prefer not to answer’ option is always available), and affirming one’s qualification under the Ontario Not-for-Profit Corporations Act.
    • Three Nominations, submitted by Members in Good Standing.
  2. The Operations Team compiles submissions and provides the information necessary for the GNC to verify eligibility and completeness.
  3. The GNC verifies eligibility and completeness. Nominations will be accepted provided they are complete and meet the eligibility requirements in the UWSA By-law.
  4. Final candidate lists are provided to the CRO.

5. Recruitment

To support strong and diverse candidate pools, the GNC will conduct active outreach to potential candidates. Recruitment efforts should begin well in advance of the nomination period.

Recruitment activities may include:

  • Outreach to Area Representatives and volunteers
  • Engaging underrepresented groups
  • Maintaining a list of prospective candidates Information sessions offered prior to and during the nomination period

6. Publication of candidate information

6.1 Candidate list

A list of candidates will be published on the UWSA website prior to voting.

6.2 Candidate profiles

Candidates will be invited to submit a profile, with prompts set each year by the GNC, to be published on the UWSA website prior to the election and linked directly from the ballot. At the discretion of the Operations Team, candidates may be given until noon the day after nominations close to complete their profile. No profiles will be published or edited after the ballot opens.

7. Voting process

7.1 General

The CRO will oversee voting following the close of nominations.

7.2 Voting requirement

All positions are subject to a vote, including those with a single candidate. Where only one candidate is nominated, the election will proceed as a vote of affirmation.

7.3 Ballot structure

Voting will be conducted electronically using the University’s approved secure voting system, using a preferential (ranked) ballot with a tie-breaking mechanism for ballots with multiple candidates.

There will be separate ballots for the President and Director elections.

7.4 Voting eligibility

Voting eligibility is determined based on a record date set by the Board.

7.5 Communication to members

Candidate information and voting instructions must be provided to members.

Reminder communications should be issued during the voting period.

8. Election integrity and complaints

8.1 Procedural concerns

Questions or concerns related to election procedures should first be directed to the CRO. The GNC is responsible for addressing issues that cannot be easily resolved by the CRO.

8.2 Candidate concerns

Concerns about candidate eligibility or conduct should be submitted in writing to the chair of the GNC.

8.3 Conflict of interest

Any individual involved in administering elections who becomes a candidate must recuse themselves from related decisions.

9. Election results

The CRO will coordinate certification of the ballot results by the EWG after the ballot closes.

The CRO will report the results of the online ballot to the Chair at the Annual Meeting.

The election results are not official until the results are declared at the Annual Meeting.

10. Sample timeline

Activity

Timeline

Responsibility

Appoint CRO
Election planning meeting

May–June

GNC / Appointments Committee

Set AGM and record dates

June–July

Board

Prepare materials and communications

July–August

Operations

Recruitment and outreach

Summer–September

GNC

Call for nominations

Mid-September

GNC / Operations

Nomination period

~2 weeks

GNC

Verify nominations

Late September

GNC

Candidate profiles published

Late September

Operations

Voting

Early–mid October (~2 weeks)

CRO

Results verification

Immediately after close

CRO + working group

Results reported & made official

Annual Meeting (late October)

CRO / Board

Approved (UWSA Board of Directors): July 15, 2026