If you're looking for more details about how UWSA elections work, you've come to the right place. This page summarizes our detailed election policy and procedures.
Running for election
UWSA members can run for President or the Board of Directors. The call for nominations is typically issued in September and includes information about the roles, eligibility requirements, key dates, and the nomination process. Information sessions are also offered for members interested in running.
The process
To become a candidate, you must:
- Meet the eligibility requirements for the position.
- Complete the candidate nomination form.
- Receive nominations from three Members in Good Standing.
- Submit your nomination before the deadline.
Eligibility
The Governance and Nominations Committee reviews nominations and confirms that candidates meet the eligibility requirements and have submitted all required materials.
- Directors must be Members in Good Standing and must not be disqualified from serving as a director under the Ontario Not-for-Profit Corporations Act (ONCA).
- Presidents must be Members in Good Standing and regular full-time staff members as defined by UW Policy 54 – Definition of Staff, and must also meet the qualifications for serving as a director under ONCA. While not a director, the president is held to the same standards for legal liability purposes.
Learning about the candidates
Before voting opens, the UWSA publishes:
- A list of candidates.
- Candidate statements submitted by each candidate. Candidate profiles are published as submitted and are only edited to correct obvious typos.
- A recorded Meet the Candidates session, where candidates answer questions about their experience, priorities, and interest in serving.
Candidate profiles are also linked directly from the online ballot.
Voting
Who can vote
The Board of Directors sets a record date each year that determines who is eligible to vote in the election. Members must be Members in Good Standing on that date to vote. Being a Member in Good Standing means you're a voting member and have paid your most recent dues. For the standard fall elections, this means you paid dues on your September paycheque. If you have $0 dues in September because you are on leave and not being paid your regular salary, your dues are considered paid.
How voting works
Every position goes to a vote, even if only one candidate is running. In that case, members vote to confirm whether they support the candidate. A majority of voters must support the candidate for them to take office.
Voting takes place online using the University's secure voting system, Simply Voting:
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Candidate order on the ballot is randomized so that no candidate consistently appears first.
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Elections use a ranked ballot. You can rank as many or as few candidates as you wish in order of preference.
Members will receive voting instructions, links to candidate information, and reminder emails during the voting period.
Election oversight, questions, and concerns
The Chief Returning Officer (CRO) oversees the voting process, administers the ballot, and certifies the election results. Questions about election procedures should be directed to the CRO.
The Governance and Nominations Committee (GNC) oversees the nominations process. The committee leads candidate recruitment and outreach, verifies candidate eligibility, reviews and approves nominations, determines candidate profile and Meet the Candidates questions, and addresses concerns about candidate eligibility or conduct. Concerns should be submitted to the GNC as soon as possible.
Verifying and reporting election results
The Elections Working Group, a group of three UWSA members who are not candidates and have no conflicts of interest, reviews and verifies the election results before they are certified by the CRO and reported at the Annual Meeting. Election results are not official until they are declared at the Annual Meeting.