(1) This Policy is effective from 15 November 2022. (2) This Policy explains how the University conducts elections and sets down rules for proper conduct in campaigning. (3) This Policy applies throughout the University to elections among staff and students to University bodies, including but not limited to the University Council, Academic Board, Faculty Boards and the UniSuper Consultative Committee. It does not apply to elections for the Deakin University Student Association (DUSA) which has its own election procedure. (4) The University conducts elections with fairness and integrity and in accordance with the Code for Upholding Freedom of Speech and Academic Freedom and the University’s values of being ethical and inclusive. High levels of participation and good election practices support the University’s inclusive culture and objective for diversity of membership on University bodies. (5) Returning Officers are responsible for the conduct of elections for specified University bodies as follows: (6) The Vice-Chancellor or delegate will appoint Returning Officers to other boards and committees of other University bodies as the University may from time to time establish. (7) Returning Officers may appoint members of staff to act as Deputy Returning Officers. (8) Returning Officers are responsible for: (9) When an election is to be held the Returning Officer must inform the relevant electorate by: (10) The Notice of election referred to at clause 9a must: (11) Elections will be conducted on the basis of candidates nominating themselves except for University Council elections where the Returning Officer may specify that nominations must be endorsed by one or more eligible voters. (12) Nominations which do not conform to the specified format or which are incomplete will not be accepted and the nominee will not be accepted as a candidate in the election. Where practicable the Returning Officer will advise nominees to provide any missing information prior to the close of nominations. (13) If the nominee is an eligible nominee the Returning Officer will advise the person that they are accepted as a candidate in the election as soon as practicable and no later than five working days after the close of nominations. (14) If the nominee is not an eligible nominee the Returning Officer will advise the person in writing of the reason for their ineligibility. Where practicable, the Returning Officer will provide this advice before the close of nominations so that, where there are applicable circumstances, the person has the opportunity to make an eligible nomination. (15) A nominee or candidate may withdraw their nomination up to the declaration of the result of the election. (16) A candidate must provide a statement in support of their candidacy for publication on elections websites consistent with requirements specified in the Notice of election. The Returning Officer may also invite candidates to submit photographs or videos for a specific election provided that the same opportunity to provide photographs or videos is provided to all candidates in the election. (17) Candidates are free to express their views in their statements, whether about the University or other issues. (18) Consistent with the Code for Upholding Freedom of Speech and Academic Freedom, if, in the reasonable opinion of the Returning Officer, a candidate’s statement contains content which is subject to the restraints or burdens set out in clause 15 of the Code for Upholding Freedom of Speech and Academic Freedom, the Returning Officer may: (19) For clarity it is noted that clause 18 will be implemented consistent with the University’s commitments to freedom of speech and to the reasonable and proportionate regulation of conduct to enable the University to fulfil its duty to foster the wellbeing of students and staff. (20) The Returning Officer may request a candidate to amend their statement if inconsistent with requirements, formats, and length specified in the Notice of election and may edit or withhold that content from publication if the candidate does not amend the statement within a timely manner. (21) Within five working days of the end of the nominations period, the Returning Officer must publish a list of eligible nominations on elections websites. (22) Where the number of eligible nominations received is fewer or equal to the number of vacancies the Returning Officer must: (23) Where the number of nominations in any category exceeds the number of vacancies, the election will proceed to poll and the Returning Officer must inform the relevant electorate by: (24) The Declaration of nominations and notice of poll referred to at clause 23a must include: (25) The Returning Officer must publish the eligibility criteria for nomination and voting in the Notice of election. (26) Where no relevant eligibility criteria is set out in any relevant regulation, the following applies along with any criteria set out in the Notice of election: (27) The Returning Officer is responsible for advising the eligibility criteria for an election and requesting the relevant electorate list from Customer Experience for staff elections and Student Services for student elections. (28) Customer Experience and Student Services are responsible for providing to Returning Officers or their nominee complete and accurate electorate lists of staff and students respectively. (29) The Returning Officer will make all candidate statements available to the electorate by: (30) Candidates and their supporters may conduct campaigning activities consistent with the University’s Code for Upholding Freedom of Speech and Academic Freedom. (31) Candidates and their supporters are free to express their opinions and promote their election platforms but must not: (32) Allegations that a candidate or their supporters have engaged in improper campaigning will be investigated in accordance with the complaints process set out at clauses 50 to 56. (33) Voters cast votes through the University’s e-election system using the optional preferential system. (34) An eligible voter may vote once only in any poll and must not vote on behalf of another voter or allow another voter to vote on their behalf or vote after the time fixed for the closing of voting. (35) Voting is conducted confidentially and the identity of individual voters and the casting of their votes will remain confidential. (36) The Returning Officer must oversee the counting of votes, which must occur within five working days of the close of the poll. (37) Votes are counted using University approved vote counting software using the optional preferential system (Scottish Single Transferrable Vote system). (38) If, following the distribution of all preferences, remaining candidates have any equal number of votes, the Returning Officer will determine the winning candidate by a random selection process which favours no particular candidate. (39) The Returning Officer will inform each candidate of the result of the poll. (40) If requested by a candidate the Returning Officer will advise that candidate of: (41) The Returning Officer must publish a declaration of poll stating the name/s of the successful candidates within two working days after the counting of the votes. (42) The Returning Officer may publish statistics relevant to the outcome of the election on election websites, for example number of votes cast, proportion of the electorate who voted, number of votes obtained by high ranked candidates. The publication of election statistics is consistent with Deakin’s commitment to transparency and can be especially useful in elections with large electorates and a large number of candidates. (43) Where there are insufficient candidates to fill the available positions the Returning Officer may extend the nomination period, make a second call for nominations or, where authorised, fill the position by co-option in accordance with clause 45. (44) The University is committed to diversity of membership on University bodies reflecting the diversity of the University community. (45) Consistent with this commitment: (46) A position on a University body will become vacant if: (47) Where a vacancy has a duration of less than 12 months before the expiry of the term, the University body may fill that vacancy by the co-option of a person of as nearly like qualification as practicable. (48) Where a vacancy has a duration of 12 months or more before the expiry of the term, the Returning Officer will conduct a fresh Election, unless the vacancy: (49) A person who fills a vacancy will remain a Member of the University body for the remainder of the term of the Member in respect of whom the vacancy arose. (50) Complaints about breaches of Council Regulations or Academic Board Regulations elections provisions or this Policy should be lodged with the Returning Officer as soon as possible following the event occasioning the complaint. (51) In considering a complaint the Returning Officer must make a decision based on sound reasoning and relevant evidence and within a timeframe that is reasonable in the circumstances. The Returning Officer has the following powers for addressing complaints: (52) Where the Returning Officer disqualifies a candidate or candidates, the Returning Officer must decide whether to: (53) Before reaching a determination in accordance with clause 51d(iv) or clause 52 the Returning Officer must: (54) A declaration to invalidate an election must: (55) A decision of the Returning Officer arising from the investigation of a complaint is final. This does not preclude action under: (56) If a Returning Officer is the subject of a complaint, the complaint will be escalated to the following nominees of the Vice-Chancellor: (57) In the event of a procedural irregularity the Returning Officer must consider whether the result of the election would be affected and either: (58) In the event of a technical failure the Returning Officer may make reasonable adjustments to accommodate the failure, including but not limited to extending the closing time for nominations or voting. The application of reasonable adjustments does not affect the validity of an election. (59) The Returning Officer must ensure that records are made and maintained on: (60) For the purpose of this Policy:Elections policy
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
and cannot be a candidate in the relevant election.Section 5 - Procedure
Returning Officers
Notice of election
Nominations
Candidate statements
Declarations of nominations and Notice of poll
Eligible voters and nominees
Campaigning
Casting of votes
Counting of votes
Declaration of poll
Unfilled positions and co-opted members
Diversity in membership on University bodies
Appointments to fill vacancies
which entitled them to be elected;
Complaints about the conduct of elections
Procedural irregularities and adjustments for technical issues
Record keeping
Top of PageSection 6 - Definitions
View Current
This is not a current document. To view the current version, click the link in the document's navigation bar.
Where applicable, students will be classified as undergraduate, postgraduate coursework or higher degree by research students and students in combined courses will be eligible in each Faculty offering the course.
in which case the Returning Officer can fill the vacancy by offering the position for the balance of the term to the next highest ranked candidate in the Election until a candidate accepts the position.