Under the College and Institutes Act, a student is defined as:
"a person the Registrar recognizes to be enrolled and in good standing in a course or program of studies at the institution"
Note: Student candidates must be currently enrolled at the college campus they are campaigning to represent.
- Each nominee must complete an official nomination form. Each nomination must be supported by 10 eligible voters within the constituent group.
- Eligibility to be nominated and to cosign a nomination will be validated from an authorized voter list compiled by the Registrar.
- Nominations must be submitted within a specified period of time to be determined and publicized by the Registrar. Nominations received after this deadline will not be considered.
- Nominations and elections of new members will occur in the Winter semester and be completed no later than April 15. New members assume office as of September 1.
- Prospective nominees may not campaign until the Registrar has designated them as an official nominee.
- Nominees may spend no more than $250 in direct campaign expenses. Candidates will be required to provide a written report of campaign expenses with attached receipts.
- Each nominee will provide a 250-word statement of their views to the Registrar. This statement, along with the statements of other candidates, will be posted on the Douglas College Website.
- Nominees must cease campaigning and all campaign materials except the campaign platforms must be removed not less than ten hours prior to the opening of the election. The Registrar will be responsible for monitoring compliance with this regulation.
All students who are registered in one credit course at the time of the election are eligible to vote. For the purpose of nominations, all students who are registered in one credit course at the time of the call for nomination are eligible for nomination. During the term of office, a student member of the College Board must:
- maintain registered status in at least one credit course at the College for at least two semesters of the term of office.
- not withdraw or be required to withdraw from the College.
If either condition mentioned above is not met then the student member must forfeit the seat on the College Board.
- Students will elect two representatives to the Board who will serve for a term of one year and may be elected to further terms.
- The student representatives will be elected from the students at large.
- At the close of nominations, the Registrar will announce candidate names.
- Candidate campaigning and the voting process will occur over a period designated by the Registrar.
- Balloting procedures will ensure that only eligible voters cast a ballot and that anonymity is guaranteed for the voter. Voters must be part of the official voters list to cast a ballot.
- The Registrar will be responsible for the counting of ballots and the Student Union will appoint a scrutineer to validate the election results.
- Candidates may request a recount if the official count indicates that there is a margin of difference between the candidates of 10 votes or less.
- In case of a tie vote, the Registrar, in conjunction with the two candidates, will decide the outcome by a toss of the coin.
- Ballots submitted for the College Board elections should identify two eligible candidates. Those ballots, which identify only one candidate are deemed valid and will be counted.
ANNOUNCEMENT OF RESULTS
- The Registrar will be responsible for informing all candidates of the results.
- The Registrar will announce the name(s) of the successful candidates. Ballot totals will be available to candidates only.
- The candidate or candidates with the highest number of votes, within a constituency group, will be declared as the successful candidate(s).
DISQUALIFICATION OF A CANDIDATE
- The Registrar or designate may disqualify any candidate who does not comply with the campaign guidelines.
- The decision on disqualification is subject to appeal under the election appeals procedure.
- Any candidate is eligible to file a written request for an appeal within 10 working days of the announcement of the election results.
- Appeals must provide specific grounds for the appeal, indicating that due process was not followed, important evidence was missing, or the decision was inconsistent with the principles of natural justice.
- An Elections Appeal Committee for the Board elections consisting of three members will convene a hearing. The Committee will consist of the following:
- the Board Chair,
- the College Chief Executive Officer
- one Board representative
The Registrar will sit ex-officio and will be non-voting. In the event of a conflict of interest, another voting member will be selected in consultation with the appellant. Decisions rendered by the Appeal Committee are final and binding. The appellant will attend the hearing.
- By-elections will be held in the event that a candidate cannot complete a term of office.
- A by-election will not be held if there is three months or less to serve in the term.