Elections Regulations
Made by the Monash University Council
Version incorporating amendments as at 3 November 2011
1.
Call for nominations
A call for nominations must be –
2.
1.1
in the form in Schedule 1; and
1.2
published on the university elections web site.
Nomination of candidates
The nomination of a candidate must be in the form in Schedule 2 or 3.
2.
Notice of Poll
A notice of poll must be –
4.
3.1
in the form in Schedule 4; and
3.2
published on a university election web site not less than 14 days –
3.2.1
after publication under section 1.2 of the call for nominations; and
3.2.2
before the date of the last voting day, which date must be no more than
35 days after the close of nominations.
Ballot papers
A ballot paper must be in the form in Schedule 5.
5.
Postal voting papers
5.1
The papers that must be sent for the purposes of a postal vote are as follows –
ballot paper
voter declaration of eligibility
candidate statements, if any
instructions for completion and return
Elections Regulations
return envelopes.
5.2
5.3
6.
7.
The papers specified in subsection 5.1 must be sent:
5.2.1
in the case of an election by postal ballot, not more than 21 days after the
closing date for nominations.
5.2.2
in the case of an application under s.11 of Statute 9.1, in sufficient time
for the postal voting papers to be returned before the close of polling.
A postal ballot paper, together with the voter declaration of eligibility, must be
received by the returning officer on or before the date and time specified in the
postal voting papers, which date must be no more than 35 days after the close of
nominations.
Vote counting
6.1
Votes must be counted in accordance with the majority preferential system;
6.2
Where at any stage during or at the end of a count of votes two candidates have
an equal number of votes, the returning officer must decide by lot which
candidate is excluded.
Scrutineers
A scrutineer at the counting of votes must –
7.1 not handle the ballot papers; and
7.2 comply with any direction of the returning officer.
Schedule 1
Election to [position]
Call for Nominations
In accordance with Monash University Statute 9.1, nomination of candidates for the election
to [position] is invited. The retiring member/s is/are [insert name/s]. The member/s elected
will hold office from [date] until [date].
Who may nominate and vote
Candidates must be [insert candidate qualifications].
Voters must be [insert voter qualifications].
How to nominate
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Nominations must be made by [number of] persons eligible to vote on the appropriate
nomination form, available from the [insert details] website at: [insert url]
Candidates may also supply with their nomination a candidate statement of up to 250 words.
Closing date for nominations: 12.00 noon* on [date].
Deadline for withdrawal of nominations: 12.00 noon* on [date].
[name]
Returning Officer
Enquiries to [contact details, including name, telephone number and email address].
* Please note this is local times at all campuses
Schedule 2
Election to [position]
Nomination Form [staff]
We nominate for election to [position] for a term of office from [date] to [date]:
_______________________________________________________________________
[Full name of candidate* in BLOCK LETTERS]
Nominator 1
Name [In BLOCK LETTERS] :
Department:
Faculty:
Position:
Signature:
Date:
Department:
Signature:
Faculty:
Date:
Nominator 2
Name [In BLOCK LETTERS] :
Position:
I accept this nomination and declare that I am eligible to nominate as a candidate for this
election.
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Candidate’s Signature: ____________________________ Date: __________________
Where to lodge this form: In person with the Returning Officer, by post or by facsimile on
[number], with the original to be posted in the university internal mail.
Deadline for nominations and supply of candidate statement: 12.00 noon** on [date].
Deadline for withdrawal of nominations: 12.00 noon** on [date].
* Candidates must be [insert candidate qualifications].
** Local time at all campuses.
Returning Officer
[name and address]
The information on this form and provided in a candidate’s statement is collected for the
primary purpose of nominating a candidate for [insert details]. Other purposes of collection
include confirming eligibility of candidates and nominators, attending to administrative
matters and statistical analyses. Personal information contained in a candidate’s statement
will be disclosed to the electorate. You have a right to access personal information that
Monash University holds about you, subject to any exceptions in relevant legislation. If you
wish to seek access to your personal information, please contact the University Privacy Officer
on 9905 6011.
Schedule 3
Election to [position]
Nomination Form [student]
We nominate for election to [ position ]:
____________________________________________________________________________
[Full name of candidate** in BLOCK LETTERS]
Please print clearly in BLOCK LETTERS
Full Names of Nominators
Student Number
Address
Course Name
1.
2.
3.
4.
5.
6.
7.
8.
9.
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10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Nominee
Please print in BLOCK LETTERS
Full Name:
Student Number:
Course name:
Semester Postal Address:
Phone Numbers
Email Address:
Day:
Evening:
Mobile:
I accept this nomination and declare that I am eligible to nominate as a candidate for this
election**.
Candidate’s Signature: ____________________________________Date: ______________
Where to lodge this form: in person with the Returning Officer, or by facsimile on [number],
with hard copy to be posted to the Returning Officer.
Deadline for nominations and supply of candidate statement: 12.00 noon*** [date].
Deadline for withdrawal of nominations: 12.00 noon*** [date].
* Voters must be [insert voter qualifications).
** A candidate must be a [insert candidate qualifications].
*** Local time at all campuses
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Returning Officer
[name and address]
The information on this form and provided in a candidate’s statement is collected for the
primary purpose of nominating a candidate for [insert details]. Other purposes of collection
include confirming eligibility of candidates and nominators, attending to administrative
matters and statistical analyses . Personal information provided in a candidate’s statement will
be disclosed to the electorate. You have a right to access personal information that Monash
University holds about you, subject to any exceptions in relevant legislation. If you wish to seek
access to your personal information, please contact the University Privacy Officer on 9905
6011.
Schedule 4
Notice of Poll [Attendance Ballot]
[Election/s]
At the close of nominations at 12.00 noon on [date], the following eligible nominations were
received:
Membership position/s
Name/s of candidate/s
Polling booths will be open at [insert details] campus/es during the week of [date].
A person who is qualified to vote but unable to attend and vote in person, may apply in writing
to the returning officer for a postal vote. Such application must be received no later than
[date].
A [global] email will be forwarded to all students advising of dates, times and locations for
voting. In addition, the email will include the website address for students to view candidate
statements.
[name]
Returning Officer
[date]
Schedule 5
Election to [position]
Term of office: ....................................................................
Ballot Paper
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How to vote
Number the boxes from 1 to (2, 3 ... as the case may be) in the order of your choice
. Do not use ticks or crosses.
List of candidates in random order
Candidate name
Candidate name
Candidate name
* Indicates the candidate is standing for re-election
Attendance Voting Instructions
Fold the ballot paper to conceal your vote
Place your folded ballot paper in the ballot box
Postal voting instructions
Complete the Voter’s Declaration, detach and insert it in the envelope addressed to the
Returning Officer.
Place the ballot paper in the envelope marked "Ballot Paper Only". Seal the envelope.
Insert it in the envelope addressed to the Returning Officer. Seal and post or deliver it to
reach the Returning Officer by [time and date].
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