Student regulations

Elections of student members on the Saint John Senate

(Approved April 1986, Revised May 2003, September 2005)

1.    AUTHORITY

    Pursuant to S.74 of the UNB Act, the Senate makes the following Regulations in exercise of the powers conferred to provide for the election of student members to the Senate.


2.    INTERPRETATION

    a)    "Senate" means the Saint John Campus Senate.

    b)    "eligible student" means an undergraduate student who has completed full-time or part-time registration at UNB on the Saint John Campus in a certificate or degree program.

    c)    "in good academic standing" means having a grade point average of 2.0 or above for the courses attempted within the most recent assessment period preceding the election, and not being placed on academic probation or being required to withdraw from the University subsequently at any time up to the end of the term of office.

    d)    "member" means a student member of  Senate elected under the Regulations.

    e)    "posted" means posted in conspicuous places on bulletin boards near entrances to main academic buildings on the Saint John Campus.

    f)    "published" means printed in newspapers or bulletins on the Saint John Campus.

    g)    "Secretary" means the Secretary of Senate.

    h)    "Council" means the Student Representative Council on the Saint John Campus.

    i)    "year" means the "regular academic year" as defined in the UNB Act, viz:  "the period of time from the date set for the general commencement of lectures in the month of September in an academic year to the date set for the conclusion of Encaenial [Spring Convocation on the Saint John Campus] exercises in that academic year, inclusive".


3.    ELECTIONS

    a)    An election for the return of a member shall be held in accordance with these Regulations whenever the term of a member in office is to expire, has expired or ends by reason of resignation or any other cause.
    b)    Regular elections shall be held after the beginning of classes in the Winter term, on dates determined by the Secretary in consultation with the Chief Returning Officer of the Council.

    c)    Special Elections may be held where a vacancy occurs:

        i)    when the required number of members has not been elected during a regular election;

        ii)    because of resignation, ineligibility or any other cause;

        iii)    when the Secretary determines that a member is no longer eligible under these Regulations.   

    d)    When a election is directed under these Regulations, it may be held in conjunction with a Council election.

    e)    Notice of election pursuant to these Regulations shall be published and/or posted, and shall contain the following particulars:

        i)    the number of candidates to be elected;

        ii)    the term(s) of office(s);

        iii)    the eligibility qualifications to stand for nomination and to vote;

        iv)    the date of the vote.

        v)    the method of balloting, whether by conventional ballot and ballot box or by electronic means.
        vi)    Regardless of the method of balloting, full information needed by voters on where and how to cast their ballots.

    f)    A published or posted notice containing the particulars in (e) above, shall be deemed to be notice to all eligible candidates and voters.

    g)    Elections held under these Regulations shall be subject to the campaign and polling rules approved by the Council; should the Council rules conflict with these Regulations, then these Regulations take precedence.


4.    ELIGIBILITY

    a)    The Secretary shall be responsible for determining whether or not a nominee is eligible.

    b)    A candidate must be an eligible full-time or part-time undergraduate student in good academic standing in the University, as defined in 2 (b) and (c).

    c)    A candidate is not eligible for either a two-year or a one-year term if the length of that term extends beyond the expected date of graduation.

    d)    Appeals against a ruling of ineligibility may be made by the nominee, or by a member ruled ineligible under 6 (f), who may be accompanied by a colleague or counsel, to the Senate Nominating committee, whose findings, which shall be binding and final, shall be reported to the Secretary.

    e)    Any full-time or part-time undergraduate student at the time of the election is eligible to vote.

    f)    No more than one student member of Senate at any one time may be a part-time student.


5.    NOMINATIONS

    a)    Nominations shall be on prescribed forms (see Appendix A), available from the Secretary or the Council.

    b)    For each nomination, there shall be a nominator, a seconder and at least twelve (12) supporting signatures, all of whom must be full-time or part-time students on the Saint John Campus.

    c)    A student must give written consent to being placed in nomination.

    d)    Nominations may be filed either at the office of the Secretary or the Council.

    e)    A candidate may withdraw at any time before the close of nominations, and at any time thereafter up to two business days following the close of nominations, by filing a notice of withdrawal at the office of the Secretary or the Council.

    f)    The Secretary shall set a closing date for the receipt of nominations which shall be at least two weeks prior to the date of the election.

    g)    In the event that when nominations close the number of nominees equals the number of seats vacant, the nominee(s) shall be declared elected by acclamation.

    h)    In the event that there are insufficient nominations to fill the declared vacancies, or where necessary for the efficient and orderly conduct of elections (e.g. to provide consistency with other concurrent elections), the Secretary may extend the closing date, provided at least five days separates that date from the date of the election.

    i)    In the event of 5 (h), all seats vacant will remain open until the revised closing date for nominations, and notice shall be given as provided under 3 (e).

    j)    In the event that there are insufficient nominations, and the final closing date has been reached, those nominated will be acclaimed and the remaining seat(s) will be filled according to the procedure under 6 (f).


6.    MEMBERSHIP AND TERM OF OFFICE

    a)    Two  members shall be elected for  two-year terms, one at each regular election.

    b)    One member shall be elected for a one-year term at each regular election.

    c)     Normally, Terms of Office shall commence on July 1 and end on June 30.

    d)    A member who ceases to be a student in good academic standing, ipso facto ceases to be a member under these Regulations.; however, a student Senator who graduates at Spring Convocation shall continue to be a Senator until 30 June.

    e)    A member elected to fill a vacancy caused by (d) above, death or resignation, shall be elected to complete the term of the former member.

    f)    In the event that a vacancy occurs due to resignation, ineligibility, or any other cause the Council may designate one of its eligible members to serve as an acting member and to attend and vote at meetings of Senate until an election can take place, such election to be held at the earliest possible opportunity.


7.    DUTIES OF THE SECRETARY

    a)    The Secretary, on behalf of Senate, shall have the overall responsibility for the implementation of these Regulations, and shall report to the Senate as required by Senate or when the Secretary deems it necessary.

    b)    The Secretary shall enlist the aid of, and cooperate with, the Chief Returning Officer of the Council, or any other Council official given responsibility with respect to elections.

    c)    Subject to these regulations, elections for student representatives to the Senate would normally be conducted by the Council in conjunction with the Council elections; however, should the Secretary deem it necessary to hold a separate election, it may be held with the consent of Senate or, in the case of time constraints, of the Senate Nominating Committee.

    d)    In the event of a tied vote, the election shall be determined by lot (e.g. toss of a coin), carried out by the Secretary in the presence of the candidates or their scrutineers.

    e)    The Secretary is responsible for ensuring that no member continues in office who is ineligible, and for notifying a member who becomes ineligible.

    f)    Where, in the conducting of an election, a question arises as to procedure that is not covered under these regulations, the Secretary should make a decision in a manner as best reflects the intention of these Regulations, and subsequently report it to the Nominating Committee.