Electoral
Rules for
(Adopted
March 1993, revised February 1994, 1995, 1996, 1997, 2001, 2002, February 2003)
I.01
Spring Elections shall be
organized by the Chief Returning Officer (CRO) and Deputy Returning Officer
(DRO), who are elected in the usual manner by the Joint College Meeting (JCM).
The CRO and DRO shall receive an honorarium for their services.
I.02
Trinity College Literary
Institute (TCLI) and Trinity College Dramatic Society (TCDS) elections are run
under the auspices of the TCLI and TCDS executives, but are included in the
Spring Elections for convenience.
I.03
First Year Elections for students
shall be carried out in the week following Orientation, and are to be organized
by the Heads of College. The Head of Divinity shall organize Divinity
Elections. Neither the First Year nor Divinity Elections are under the
jurisdiction of the CRO and DRO.
2.01
Notice for an election
must be made at least one week before an election is held. Nominations must be open
for at least five days.
2.02
Notices of elections
must be posted outside Strachan Hall, Melinda Seaman, the
Buttery and around the College.
2.03
It is a tradition that
an uplifting phrase be put on all notices of elections and election results.
The uplifting phrase is to be determined at the discretion of the CRO and DRO.
2.04
The CRO shall post the
Electoral Rules for
3.01
Nomination forms shall
be readily available at the Portress’ Lodge, the Porter’s Lodge and at the NRAC
office.
3.02
The CRO and DRO shall
designate one official drop-off point for nomination forms. This shall be under
the door of a resident CRO/DRO’s room or the Porter’s/Portress’ Lodge. On the
day that nominations close the CRO or the DRO must be present at the drop-off
point to ensure that nominations are received prior to
3.03
Once nominations have
been received for a position, the CRO/DRO must with expedience personally
confirm the nominee’s desire to run, and then post a list of nominees for each
position outside Strachan Hall, Melinda Seaman, and the Buttery within 24
hours. These notices must bear the date and the time of their posting.
3.04
If no nominations are
received for a particular position, election of this office will be carried
over to the next week of elections. Any position remaining unfilled following
the final week of elections shall be elected by the appropriate College Meeting.
3.05
Nomination forms must
include the following information:
a.
nominator’s name and
signature
b.
seconder’s name and
signature
c.
the candidate’s name
(as it will appear on the ballot) and signature
d.
the title of the
position sought
e.
acceptance by the
candidate that he or she will abide by the rules and customs of the College
with respect to elections
f.
the date
g.
a phone number where
the candidate can be reached
h.
e-mail address (if
applicable)
3.06
The nominator,
seconder and nominee must be eligible to vote for the position on the
nomination, except as promulgated in Article 7.03.
3.07
Except where
promulgated in Article 3.08, nominations shall not be submitted over the phone.
A nomination for signed by the candidate must be submitted in order for that
student’s candidacy to be considered valid.
3.08
Potential candidates
who are unable to visit
3.09
The Speaker of the
TCLI must advise the CRO/DRO if candidates for TCLI positions are eligible to
run.
4.01
Elections are to take
place after Reading Week during the Winter Session at dates to be decided by
the CRO and the Heads of College. Elections shall take place over four
consecutive weeks.
4.02
The following
elections shall take place during week one:
a.
Head of College
(Trinity)
b.
Head of College (St.
Hilda’s)
4.03
The following
elections shall take place during week two:
a.
Head of Arts (Trinity)
b.
Head of Arts (St.
Hilda’s)
c.
Head of NRAC (Trinity)
d.
Head of NRAC (St.
Hilda’s)
4.04
The Following
elections shall take place during week three:
a.
TCLI Speaker, Deputy
Speaker, Treasurer, Clerk
b.
TCAA President
c.
SHAA President
d.
TCDS Co-President
(Trinity)
e.
TCDS Co-President (St.
Hilda’s)
f.
Senate Rep (Science)
g.
Senate Rep (Social
Science)
h.
Senate Rep
(Humanities)
i.
House Committee
(Trinity)
j.
House Committee (St.
Hilda’s)
k.
Food Committee (Trinity)
l.
Food Committee (St.
Hilda’s)
m.
Ashley Award
Nominations
4.05
The following
elections shall take place during week four:
a.
JBS Members-at-Large
(Res) (2)
b.
JBS Members-at-Large
(Non-Res) (2)
c.
TCLI Prime Minister,
House Leader, Mace Keepers (2)
d.
TCAA Vice-Presidents
(2), Treasurer, Secretary
e.
SHAA Vice-Presidents
(2), Treasurer, Secretary
f.
TCDS Members-at-Large
(2), Treasurer, Secretary
g.
Yearbook Editor,
Treasurer
h.
Salterrae Editor,
Associate Editors (2), Production Editor (as a ticket)
i.
Trinity Review Editor,
Associate Editor (as a ticket)
j.
Heads of Year (four
positions for second, third and fourth year: each year elects resident and
non-resident for both Trinity and St. Hilda’s)
k.
Senate Community
Affairs Sub-Committee (2) (open only to first years)
l.
Ashley Award
4.06
Residents and
non-residents vote for Heads of College, but only men vote for Trinity Head of
College and women for St. Hilda’s Head. This gender division also exists for
Heads of Arts and NRAC Heads, Year Heads, House and Food Committees, TCDS
Co-Presidents and the Athletic Associations.
4.07
Only science students
shall vote for Senate Rep (Science), humanities students for the Senate Rep
(Humanities), and social science students for the Senate Rep (Social Sciences).
4.08
TCLI and TCDS
elections shall be counted by their respective officers (Article I.02).
4.09
TCLI Speaker and
Deputy Speaker are elected separately. In all other TCLI races (excluding
Treasurer and the Clerk) the person finishing second for each position forms
the official opposition. Therefore, the candidate who finishes in second place
for Prime Minister becomes Leader of the Opposition, second for Government
House Leader becomes Opposition House Leader, and the pair of candidates who
come in second for Mace Keepers become Mace Seekers. Candidates for TCLI positions
must have attended at least two debates and either debated or made at least one
floor speech in the past year.
4.10
Candidates for the
position of TCDS Co-President, Trinity and St. Hilda’s, must have served on the
TCDS executive for at least one year, first year students excluded. If no
nominations are received for the second week of elections, the election will be
carried over to the third week with no restrictions on candidacy.
4.11
Only resident students
shall vote for the House and Food Committees.
4.12
Only students in their
first year may run for the positions of the Senate’s Community Affairs
Committee, but voting shall be open to all students.
4.13
First, second, and
third year students vote for heads of second, third, and fourth year,
respectively.
4.14
Fourth year students
vote the Ashley Award. The Ashley award is presented to a graduating student
who, in the opinion of his or her peers, has made a substantial and ongoing
contribution to the life of the College over the previous four years and has
not already been recognised for their commitment by election to a major
political post. Nominations for the Ashley Award shall be solicited via
write-in ballot during the third week’s election. The top five eligible
nominees will then be placed alphabetically on a ballot and voted on in fourth
week. The results of the election for the Ashley Award are not posted but are
given to the Fourth Year Heads. Students who have been Head of College, Head of
Arts, or Head of NRAC shall be ineligible for the Ashley Award.
4.15
All elections shall be
conducted using a preferential ballot system. The CRO will ensure that an
explanation of this system is posted prominently around the voting areas on
Election Day.
4.16
Students elected to a
residence position who fail to live in residence the following year shall have
the results of their election annulled, requiring a new election. The same
shall be true for students who change their residence status during the year of
their candidacy.
5.01
Candidates for Head of
College, Head of Arts and Head of NRAC must submit a position paper to the CRO
24 hours after nominations have closed. The position paper must be no larger
than a legal-sized sheet. There are no restrictions on content. The CRO is
responsible for posting all position papers outside of Strachan Hall, Melinda
Seaman and the Buttery at least two days before respective forums. The CRO is
also responsible for making copies of the position papers and distributing them
in the dining halls and the Buttery.
5.02
Forums must be held for
the positions of Head of College, Head of Arts and Head of NRAC. Forums are to
be organized by the outgoing heads.
5.03
For the Salterrae
ticket position it is encouraged that candidates be allowed to publish a
statement of intent in the issue of Salterrae that comes out prior to the
election for this position. The CRO is
also responsible for posting as well as making copies and distributing the
statements of intent outside of Strachan Hall, Melinda Seaman and the Buttery.
5.04
Aside from the
aforementioned forms of campaigning, no other forms of formal campaigning, such
as putting up posters or making speeches, are allowed.
5.05
The CRO shall post the
statement “Absolutely No Campaigning” on all signs relating to the elections.
6.01
Polling booths shall
be open continuously from
6.02
One polling booth
shall be maintained: inside the Buttery.
6.03
The ballot boxes shall
be under the constant supervision of the CRO/DRO. No form of campaigning shall
take place in the proximity of the ballot box. At least one of the CRO or DRO
and one of the Heads of College shall each have a different key to one of two
padlocks that shall be attached to the ballot box, both of which shall be
signed out from the porter’s lodge on the day of elections.
6.04
A valid student card
shall be required in order to vote. No student shall be permitted to vote
without presenting their student card.
6.05
All the University of
Trinity College elections that are run under the auspices of the CRO/DRO and
according to the Electoral Rules for Trinity College that include more
then one position for the students to vote for in a given week shall be done on
a “meta-ballot”. A “meta-ballot” refers to a single piece of paper issued to
each student participating in the electoral process at the polling booth and
shall include all elections for that week, for which the student is eligible to
participate.
6.06
Proxy voting of any
kind is strictly prohibited. The CRO shall, however, conduct advance polling in
the days leading up to the vote. This will normally, but not always consist of
a signed declaration by the voter stating a need for advance polling,
personally delivered to the CRO/DRO. The CRO/DRO will then mark the voter’s
student card and give him or her the appropriate
ballot. Advance polling shall be conducted in such a manner that neither
contravenes the spirit of these Electoral Rules nor jeopardises the integrity
of the democratic process.
6.07
Each candidate is
permitted one scrutineer to be present for the ballot count. Candidates may not
be present. The list of those students who participated in that day’s elections
shall be made available to the srcutineers in order that they may compare the
number of those students who have voted to the number of votes in the ballot
box, as well as confirm with those on the list as to whether or not they
actually voted. Scrutineers should not reveal the standings that candidates
achieve in elections, nor should the CRO and his or her assistants, except to
say who won, who came in second for TCLI Government elections and the standings
of the Head of Second Year, Trinity Resident (as the second place candidate is
named Deputy).
6.08
A re-election must be
called if the difference between those who voted and the actual ballots counted
is less than or equal to the negative value of the margin of victory.
7.01
All undergraduate
students enrolled in the Faculty of Arts and Science at
7.02
Students who live in
residence at Trinity or St. Hilda’s Colleges and do not meet the above criteria
are eligible to vote, provided they have paid incidental fees.
7.03
Students shall vote
based on their current residence status. However, a candidate may run for a
position based on their status in the year of their candidacy. Therefore, a
first year resident that plans to move out the following year must still vote
for a Head of Second Year Resident. However, a third year non-resident student
planning to move into residence the following year may run for Head of Fourth
Year Resident (even though they cannot vote for the position they are running
for).
8.01
A copy of these
Electoral Rules and results from the previous year (so that interested
candidates can contact current position holders) shall be available from the
Trinity Library on short-term loan.
8.02
The Constitutions of
the Joint College Meeting (JCM), St. Hilda’s College Meeting (SHCM), Trinity
College Meeting (TCM), Trinity College Literary Institute (TCLI) and Trinity
College Dramatic Society (TCDS) shall at all times
take precedence over these Electoral Rules.
These Constitutions shall be consulted annually to determine whether any
modifications to electoral procedures or inconsistencies with the Electoral
Rules have taken effect.
8.03
These rules may be
amended at any time by simple majority of the Joint College Meeting (JCM).
8.04
The CRO and DRO should
prepare a report for the JCM with suggestions as to how to improve the election
procedures, including any recommended changes to this document, the Electoral
Rules for Trinity College, at the last JCM of the academic year.