The purpose of this elections code is to establish standardized procedures for the
conduct of faculty elections. In matters of discretion or circumstances not covered
by these rules, it is the intent that all election procedures shall be as open, fair,
and democratic as possible.
1. The ACADEMIC SENATE holds ultimate responsibility for the conduct of all elections
involving faculty, including Department Chairs, Senate Executive Committee members,
and other elections as necessary.
2. The ACADEMIC SENATE recognizes that the office of DEPARTMENT CHAIR is an administrative
position and that department chairs are responsible to the SUPERINTENDENT/PRESIDENT
OR DESIGNEE, OF THE COLLEGE in the performance of their administrative duties.
3. The PRESIDENT OF THE SENATE, acting under the authority of the senate, is
responsible for the timely and proper conduct of elections.
4. The SENATE EXECUTIVE COMMITTEE shall appoint two persons to serve as the SENATE
5. The SENATE ELECTIONS COMMITTEE shall conduct the actual elections, as directed
by and under the supervision of the president of the senate.
6. The ADMINISTRATION of the college is requested to include this Elections Code
in the annual edition of the Faculty Resource Guide.
7. Individual senate committees (e.g. AP&P) shall conduct their own elections
for their committee chairperson, as directed by and under the supervision of the president
of the senate. Term of office for senate committees shall be two years unless determined
Eligible voters for campus-wide elections shall be tenure-track faculty (including
Willie Brown, and reduced load). Eligible voters for Department Chair must also be
permanently assigned to the department in which the election is being held. ABSENT
FACULTY MEMBERS: Ballots shall be sent to the campus mail box of instructors on medical,
pregnancy, or sabbatical leave, or administrative leave, or to their home address,
if requested. Such individuals shall have the right to participate in faculty elections.
Department chairs will ensure that such individuals are made known of their right
to participate in elections. Such rights are not extended to persons on full leave
of absence. The chairperson of the Senate Elections Committee shall maintain a current
LIST OF ELIGIBLE VOTERS. The list shall be periodically reviewed and approved by the
president of the senate.
Recording of Election Results
1. The chairperson of the Senate Elections Committee shall maintain a permanent
FACULTY ELECTIONS LOGBOOK. The results of all elections shall be immediately recorded
in the logbook. The logbook shall be retained as a permanent record of election results.
Information to be recorded shall include all of the following, plus any additional
information considered relevant:
Identification of election held
Date of the election
Names of all candidates
Number of votes received by each candidate
Length of term
Person notified of results (i.e., college superintendent/president, senate president)
Signature of the person who conducted the election
2. Information contained in the election logbook shall be open for review and
inspection by any faculty member.
Procedures for Election of Department Chairperson
Each department of the college shall have the choice between electing its department
chair, subject to the approval of the superintendent/president and appointment by
the board of trustees, or requesting that the administration appoint a department
chair, In the event the department is unable to elect a chair, the superintendent/president
will appoint one.
a. All elections for department chairperson shall be conducted by the Senate
Elections Committee and in the presence of a member of the Senate Elections Committee.
No member of the Senate Elections Committee shall conduct an election for his/her
own department. Upon unanimous approval by all department members (using their hancockcollege.edu
email account), when there is only one candidate, an election may be held electronically.
b. A two-thirds quorum of eligible department faculty must be present to hold
a department chair elections. All department chair elections shall be by secret ballot
only. A simple majority of those voting will determine the result. Electronic elections
are to be done using a tool that enable secrecy, and is tied to the voters' hancockcollege.edu
c. All department members shall receive notice of the election at least two
weeks in advance of the election. Notification to the department is the responsibility
of the current department chair. Within the first four weeks of the Fall semester,
the Election Committee will send a campus-wide email indicating which departments
are due for chair elections, and make available the procedure for the holding the
d. No later than the end of finals week of the Fall Semester of the year of expiration
of the term of office of the current department chair, each department should have
completed the following:
i. Choose between election and appointment of department chair.
ii. Determine by majority vote whether the new chair shall serve for two or
iii. Hold an election, if selected.
Regular elections shall not be held before the 9th week of the fall semester.
e. In the event the department chooses appointment, the Senate Elections Committee
chairperson shall immediately notify the college superintendent/president of the selection
of the appointment option and whether the term shall be for two or three years.
f. If the there is only one candidate, then the election shall nevertheless
be conducted, using a YES or NO type response on the ballot. A majority affirmative
vote shall be required to be elected.
g. Signed absentee ballots or proxies will be accepted. Electronic absentee ballots/proxies
sent to the Senate Election Committee from the voter's hancockcollege.edu email address
will also be accepted. A person teaching in more than one department shall vote only
in that department to which the faculty member is permanently assigned.
h. Should a tie vote occur, a second vote shall be taken immediately. If the
second vote also ends in a tie, then another vote shall be taken a week later. If
that vote is still a tie, another vote shall be taken immediately. If a tie vote still
results, then the circumstances shall be communicated to the college superintendent/president
who shall resolve the situation.
i. Should a vacancy occur during the summer, the superintendent/president shall
appoint a department chair to serve during the fall semester. The Senate Elections
Committee shall conduct an election for replacement during the fall semester with
the term to be determined at the time of election. Should a vacancy occur during the
fall or spring semester, the standard election/appointment process will be held as
soon as possible.
Procedures for the Conduct of Faculty-Wide Elections
Nomination forms and ballots shall be distributed to each eligible voter by name via
the campus mail or email system. Contested elections must be done by paper ballot.
Nomination forms and ballots shall instruct eligible voters to return their forms/ballots
to the chairperson of the Senate Elections Committee. Ample time shall be provided
for voters to comply, giving due regard that some voters may be located at the Vandenberg
AFB Center and the Lompoc Valley Center, or mailing ballots from home if on leave.
2. Voting shall be by secret ballot. Ballots shall be returned within an envelope
containing the faculty member's name. Ballots will be removed and the envelopes stored
for future reference. Ballots will then be counted. The ballots should be designed
in such a way that the voters name and their actual vote cannot be seen at the same
time. Electronic balloting should be done in such a way to ensure the secrecy of the
3. Nomination and ballot forms shall provide full and complete information concerning
the office for which the election is to be held, including all of the following:
- office to be elected
- person to be replaced
- continuing members of the committee, if any
- length of the term
4. Candidates may nominate themselves.
5. Nomination forms shall not be accepted by the Senate Elections Committee unless
signed by the nominee, thus signifying acceptance of the nomination.
6. Nominations and acceptances may be made orally to the Senate Elections Committee.
7. If the number of candidates for a committee or position is equal to the number
of openings or positions, then the election shall nevertheless be conducted, using
a YES or NO type response on the ballot. A majority affirmative vote shall be required
to be elected.
8. When several persons have been elected to fill an equal number of committee
positions having unequal lengths of term, then that person receiving the most votes
shall have the first choice of the length of term, and so on.
9. The SENATE ELECTIONS COMMITTEE shall not distribute additional ballots to
any person who claims to have lost, misplaced, or failed to receive their ballot.
Spoiled ballots may be exchanged. If sufficient irregularities are deemed to have
existed, then the SENATE or SENATE EXECUTIVE COMMITTEE may invalidate the election
and direct the SENATE ELECTIONS COMMITTEE to conduct the election again.
10. No information concerning the number of votes cast for various candidates shall
be released to any person, including members of the Senate Executive Committee, until
the election is over and all ballots counted.
11. The chairperson of the SENATE ELECTIONS COMMITTEE shall immediately inform only
the senate president of election results. The senate president will make a general
announcement of the election results.
12. Nominations forms and election materials shall be distributed in such a matter
that the election is completed by March 15 (the end of the 8th week of the spring
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