Delta Zeta Sorority
Nominations and Elections
Process
Virtual Seminar
Wednesday, October 29, 2008
8:00-9:00 p.m., Eastern Standard Time
Delta Zeta Sorority
Thank you to the Delta Zeta Foundation for
making this webinar possible.
After this training you will be able
to:
• Understand and explain the Delta Zeta Nominations and
Election process
• Recognize how the Delta Zeta Nominations and Election
process should be implemented within your chapter
• Assist your chapter in executing the Nominations and Election
process
• Use the Nominations and Elections Manual as a valuable
resource
The Nominations and Elections Manual
• The Delta Zeta Nominations and Elections Manual can be found on
DZLink under “Manuals” section.
• Chapters should have a hard copy of this manual printed from DZLink or
ordered from National Headquarters.
Qualifications for Office
• All officers elected or appointed shall meet the requirements of
good standing as outlined in the Constitution.
• The President must be an initiated member for at least one
year, unless special permission has been granted by the CCD.
Qualifications for Office
• Members must meet the minimum GPA requirement for Delta Zeta.
(If a member is running for a position and does not meet the minimum
GPA requirement during elections, but she will once she takes office,
she must have approval of the CCD and RCC to pursue that position.
If she fails to meet the requirement she must be replaced before she
takes office.)
Officer Term
• Officers serve a 12 month term or until their successors are
elected and installed. Some appointed positions may be
semester-long terms.
• Delta Zeta encourages chapters to adopt the calendar year
(January-December) as their officer term.
Chapter Officers
Executive Board (Elected):
President, Vice President of Membership, Vice President of New Member
Education, Vice President of Programs, Secretary and Treasurer.
Chapter Officers (Elected):
Academics, Risk Management, Historian/Chaplain, Panhellenic Delegate,
Philanthropy, House Manager (if applicable).
Chapter Officers
Chapter Officers (Appointed):
Two Guards and Parliamentarian are appointed by the new
President and are approved by the newly elected Executive
Board and the CCD.
Chapter Officers (Other):
Other officers may be elected or appointed according to chapter
need and campus tradition. Appointments are done by the
newly elected President with the approval of the new
Executive Board and CCD.
The Nominating Committee
• Nominating Committee is selected at least two
weeks before elections. (Constitution, Article XII, Section 5)
• The Nominating Committee Chairman is
ELECTED by the chapter as a whole.
• Current Chapter President DOES NOT serve
on the Nominating Committee.
The Class Caucus
Each undergraduate class ELECTS one member from its class to
be a representative on the committee:
Freshman, Sophomore, Junior, Senior
5th Year Seniors should go with seniors as they are not their own
class. If there are no freshmen/new members, select a second
member at large.
The Class Caucus
New members are entitled to caucus although they are not initiated. They should
present their recommendations to the committee unless otherwise determined by the
CCD and RCC.
If a member wishes to run for a position she may serve on the Nominating Committee
as a class representative. Consideration should be given as to whether it is in her best
interest to serve on the committee if she is seeking an elected position.
(A good rule of thumb is that when candidates interview for the position the committee
member is interviewing for, that the committee member not participate in any
interviews or discussion for that position.)
The Class Caucus
• The class representative meets with her class to make
recommendations to the committee for the ELECTED
Executive Board Officers and Chairmen.
The Class Caucus
During the caucus the class rep should:
Explain the qualifications of each office
Take Nominations
Discuss Nominations
Vote
Each class prepares a slate recommending at least one candidate per office.
The slate is given to the Nominating Committee for consideration.
The Class Caucus
When discussing nominations:
Nominees should be asked to leave during discussion.
The person running may give reasons on why she is interested in running for a
position.
Those nominating individuals should give reasons for their nomination.
The Nominating Committee rep may write down positive and negative
comments made during discussion. These can be used during discussion when
the Nominating Committee prepares the slate.
The Nominating Committee
• The Nominating Committee meets to review class slates
and comments.
• A Candidate Information Form (located in the manual) is
given to each candidate who is recommended or who
wishes to run for a position. These must be completed and
returned prior to the interview.
• Interviews are scheduled and announced.
The Nominating Committee - Interviews
• Candidates who wish to be on the Executive Board and the Elected Chapter
Officers (per the Code of Regulations and/or chapter bylaws) are the
officers who go through the interview process.
• The Candidates are interviewed ONLY by the Nominating Committee.
• It is not necessary to interview non-Executive Board positions or nonElected positions. The committee will use the Candidate Information Forms
to gather information. Each chapter’s nominating committee may
determine to interview other positions as necessary. Having the
nominating committee interview all candidates for non-elected positions
can be an ineffective use of time and chapter resources.
The Nominating Committee - The Slate
• After all interviews have been conducted, the Nominating
Committee prepares the slate. One candidate is named for
each position.
• The Nominating Committee selects the most qualified
candidate based on the following criteria:
Qualifications of the office, Class Caucus Nominations,
Candidate Information Form, Interview
The Nominating Committee - The Slate
• The committee may determine that a member other than those
nominated by the class caucus may better fit the office
qualifications.
• For example. . .If a member is nominated for her class as
President, the committee may feel that she may best fit into the
Treasurer role. The Nominating Committee may make this
determination within reason.
• The candidates must sign a Nomination Agreement (located in
the manual) consenting to appear on the slate.
The Nominating Committee - The Slate
• The names of the proposed candidates should be
approved by the CCD or RCC or other national
representative before the women are notified of the
nomination.
• Any discussion within the Nominating Committee is
to be kept CONFIDENTIAL.
The Nominating Committee - The Slate
• The Nominating Committee Chairman reads the proposed slate
at a formal chapter meeting, at least ONE WEEK prior to the
election. She also announces the procedure for receiving
further nominations.
• The chairman also announces where the slate will be posted
for the chapter to review or what alternative arrangements
have been made in the event it can not be posted (i.e. sent to
all chapter members via e-mail, posted in the chapter room for
an hour after meeting, etc.)
The Nominating Committee - Additional
Nominations
Additional nominations may be accepted if:
The candidates give their written consent AND
have the necessary qualifications
Have gone through the interview process
(a member who has not gone through the interview process for
ANY position is ineligible to run for ANY elected position)
Have the approval of the Nominating
Committee AND the CCD
The Nominating Committee - Additional
Nominations
It is not necessary to re-interview candidates that have
already gone through the interview process, unless the
Nominating Committee believes there is a need for
further information.
The Nominating Committee - The Slate
•
The Candidate Information Forms should be available for members to review prior
to the election. The chairman lets the chapter know where the binder with this
information will be. If done electronically, these can be e-mailed out via the
chapter list serve.
•
The original slate should be given to the Secretary for the chapter’s files. Copies are
kept for the Nominating Committee and the CCD.
The Nominating Committee - The Election
• Election is by written ballot and the President may vote.
• Quorum must be present and is defined as the majority of
members in good standing.
• A candidate must receive a majority, at least half plus one, of
the quorum to be elected.
• Before the vote, the Secretary reads the names of the women
not in good standing, and therefore ineligible to vote.
The Nominating Committee - The Election
• All members in good standing have the responsibility and
obligation to their chapter to vote.
• Nominations, candidate speeches and
discussion are not permitted during voting.
• The President announces the results.
The Nominating Committee - Balloting
• A ballot is prepared listing the slated candidates and additional
nominations.
• Balloting is in sequential order starting with the President through
Philanthropy Chairman.
• There is a separate ballot for each office.
• Ballots should match the number of women in good standing.
• Members may write “abstain” on the ballot if they wish not to vote.
• Balloting is confidential.
The Nominating Committee - Balloting
• The Guards distribute and collect the ballots.
• Votes are counted by the CCD, Nominating
Committee Chairman and Secretary
The Nominating Committee - Absentee Ballot
• A member who is absent from the election may vote
by giving a sealed envelope containing her ballot to
the Nominating Committee Chairman.
• At the time of the election the sealed envelope is
opened by those counting the votes and is included in
the final total. Absentee ballots count towards
quorum.
The Nominating Committee - Additional
Information
• Election results are final.
• All ballots, notes or any other sensitive material are to be
destroyed by the Nominating Committee Chairman or CCD.
• Campaigning with flyers, buttons, etc. is inappropriate and not
acceptable.
The Nominating Committee - Additional
Information
• Prior to the election it is recommended that the Nominating
Committee prepare a list of suggested candidates from the
interviews and Information Forms to be considered for
appointed officers and committees by the newly elected
Executive Board.
• The Nominating Committee Chairman should return the
Nominations & Elections Manual and all related materials to
the CCD or President following
officer elections.
The Nominating Committee - Officer
Installation
• Officer Installation is held at the first regular
chapter meeting following officer training.
• The outgoing President arranges for the
installation of the newly elected officers and
chairmen.
The Nominating Committee - FAQs
Q: What if there is a tie?
A: The chapter shall vote no more than two additional times
(for a total of three times) to determine whether a candidate
can be elected. If a candidate is not elected on the third or final
vote, the office is declared vacant. Nominations and a vote will
be taken at the next regular chapter meeting.
The Nominating Committee - FAQs
Q: Why isn’t the President a member of the Nominating
Committee?
A: The President is an ex-officio member of all committees,
except the Nominating Committee. She votes with the chapter
and announces the results of the election.
The Nominating Committee - FAQs
Q: Can a new member be on the nominating committee?
A: Yes. She can represent her class on the Nominating
Committee.
Questions?
Anne Marie Jones Gavin, National Constitution Chairman
(856) 692-8159
AMGDZ1@aol.com
Thank YOU for all that you are doing to
support and encourage the collegiate
chapters in
Delta Zeta!