Source: https://policy.vu.edu.au/document/view.php?id=150&version=5
Timestamp: 2020-01-21 16:30:58
Document Index: 434856562

Matched Legal Cases: ['art 1', 'art 2', 'art 3', 'art 4', 'art 5', 'art 5', 'art 5', 'art 5', 'art 6', 'art 7', 'art 1', 'art 5', 'art 5', 'art 5', 'art 5']

Elections Regulations 2016 / Document / Victoria University Policy Library
Victoria University Policy Library > Document > Elections Regulations 2016
Elections Regulations 2016
Part 1A - Prescribed University Bodies
4. Elected staff and student members of the Council
Part 2 - Administration of Elections
Division 1 - Functions of returning officer
Division 2 - Voters roll
6. Returning officer to keep voters' roll
7. Information to be recorded on voters' roll
8. Voters' roll to be accessible to voters
9. Application to be included on the voters' roll
Division 3 - Retention of documents
10. Returning officer to retain documents
Part 3 - Entitlement to Participate in Elections
11. Entitlement to vote
12. Entitlement to be nominated for election
Part 4 - Term of Elected Members of University Bodies
13. Term of elected members of the Council
Part 5 - Conduct of Elections
Division 1 - Nomination of candidates
14. Nomination of candidates
Division 2 - Authorisation of election material
15. Authorisation of material
Division 3 - Procedure where there is no contest
16. Unopposed candidates
17. Insufficient candidates
Division 4 - Procedure where there is a contest
18. Election if more candidates than vacancies
19. Notice of ballot
20. Voting procedure
Division 5 - Counting Ballots
21. Counting votes
22. Votes received late not to be counted
23. Scrutineers
24. Invalid votes
25. Determining the validity of votes
Part 5A - Determining the Results of an Optional Preferential Election
26. Tally of results
27. Validity of preferences
28. Equality of votes
29. Where one person is to be elected
30. Where more than one person is to be elected
Part 5B - Determining the Results of a First Past the Post Election
31. Tally of results
32. Where one person is to be elected
33. Where two or more candidates to be elected
Part 5C - Vacancies of Elected Members within a Period of an Election
34. Vacancy within period after election
Part 6 - Casual Vacancies
35. Filling vacancies
Part 7 - Specified Elections
Division 1 - Bodies to which this Regulation applies
Division 1 - Offence
Division 2 - Validity of elections
38. Validity of election
The objective of these Regulations is to make provision for elections conducted by or on behalf of the University in accordance with the Governance, Academic and Student Affairs Statute 2013.
"absolute majority" means fifty percent of votes plus one vote.
"ballot pack" means a set of ballot papers prepared for an election.
"ballot period" means the period during which persons may vote at an election.
"University body" means a body of the University which is comprised of some or all elected members and which is specified in Part 1A of these Regulations.
"returning officer" has the same meaning as in section 15 of the Governance, Academic and Student Affairs Statute 2013.
Section 15(2) of the Governance, Academic and Student Affairs Statute 2013 provides that, in that section, the returning officer means the person appointed by the Vice-Chancellor to be returning officer.
The Council is a University body for the purposes of section 14(b) of the Governance, Academic and Student Affairs Statute 2013 with respect to the election of the "elected members" specified in section 11 (4A) of the Victoria University Act 2010.
In addition to powers conferred on the returning officer under the Governance, Academic and Student Affairs Statute 2013 the returning officer has power, in accordance with these Regulations, to-
determine the form of ballot papers;
determine the nomination period and process;
determine voting methods (which may include electronic voting);
determine vote counting methods;
refuse to allow a person who has inadequate identification to vote;
determine the validity of votes;
determine the outcome of an election.
(1) The returning officer must compile voters' rolls for the purposes of elections conducted under these Regulations.
(2) Voters' rolls may categorise voters according to voter eligibility requirements of elections to be conducted under these Regulations.
(3) If the returning officer is satisfied that a person is not entitled to be included on the voters' roll, the returning officer must not enter that person's name on or, alternatively, must remove it from the voters' roll.
A voters' roll must contain, in respect of each person entitled to be on that roll-
the categories in which the person is entitled to vote; and
any further information about the person which the returning officer considers to be appropriate to identify the person or to determine the person's eligibility to vote or nominate in an election.
The returning officer must ensure that persons who are entitled to be on the voters' roll and who wish to review their inclusion on the voters' roll, are provided access to a copy of that voters' roll in a manner and at a time that the returning officer considers reasonable to allow them to achieve that purpose.
(1) A person may apply to the returning officer to be included on a voters' roll if-
his or her name is not on the voters' roll; and
the person believes that he or she is entitled to be included on the voters' roll.
(2) If the returning officer is satisfied that the person is entitled to be included on the voters' roll, the returning officer must enter the person's name on the voters' roll.
(1) In this Regulation “election documents” means completed nomination forms, ballot documents, entries or data, voters rolls and other records relating to an election, in hard copy or electronic format.
(2) The returning officer must retain election documents in accordance with any applicable retention period applying to public records under the Public Records Act 1973.
(3) The returning officer must ensure that election documents are destroyed at the end of any retention period.
(1) A person is entitled to vote at an election if the person's name is on the relevant voters' roll.
(2) Where there are separate voters' rolls for different categories of nominees in an election, a person is entitled to vote in all categories in respect of which their name is on the relevant voters' roll.
(1) Unless specified otherwise in this Regulation, a person is entitled to be nominated for election if the person's name is validly or entitled to be validly on the voters' roll on the date on which nominations close.
(2) A person is entitled to be nominated for election as a staff member of the Council if the person:
is validly or entitled to be validly on the voters' roll on the date on which nominations close; and
is a member of staff of the University who is currently employed at a minimum of 0.5 fraction of full time employment and is based at a Victorian campus of the University; and
has not been or, by the end of the nominated term of the elected position, would not have been a member of the Council for 12 years, whether consecutive or not.
(3) A person is entitled to be nominated for election as a student member of the Council if the person:
is resident in Victoria and is enrolled in a minimum of a 0.5 fraction of the full time study load applicable to an award course at a Victorian campus of the University; and
A student who is not enrolled in an award course at the University (as opposed to a non-award course) is neither eligible to be on the voters' roll, nor eligible to be nominated for election as a student member of the Council.
(4) A person is entitled to be nominated for election as a staff member of the Academic Board if the person:
is validly or entitled to be validly on the voters’ roll on the date on which nominations close; and
is a member of staff of the University who is currently employed at a time fraction of 0.5 full time equivalent and is based at a Victorian Campus.
(5) A person is entitled to be nominated for election as a student member of Academic Board if the person:
is validly or entitled to be validly on the voters’ role on the date on which nominations close; and
is resident in Australia and is enrolled in a minimum of 0.5 fraction of the full time study load and meets one of the category requirements withing (6)(e) of the Academic Board Regulations 2017.
(1) Subject to Regulation 13(3), the term of the elected staff member of the Council is two (2) years.
(2) Subject to Regulation 13(3), the term of the elected student member of the Council is two (2) years.
(3) An elected member will immediately cease to be a member of the Council if, at any time during their term, they cease to meet the criteria which entitled them to be nominated for election in accordance with Regulation 12.
(1) The returning officer must call for nominations of candidates from the relevant electorate not less than ten days before the first day of a ballot period.
(2) A call for nominations must-
specify a date, being not less than five days before the first day of the ballot period, by which nominations are to be delivered to the returning officer.
(3) In determining the method of calling for nominations the returning officer must take into consideration the objective of ensuring that the call comes to the attention of the relevant electorate.
(4) Following the close of nominations the returning officer must ensure that a provisional list of candidates is publicly displayed.
(5) After University records have been checked the returning officer must ensure that, within two days after the close of nominations, a final list of candidates is publicly displayed.
(6) In determining the method of publicly displaying the provisional and final lists of candidates, the returning officer must take into consideration the objective of ensuring that publication comes to the attention of the relevant electorate.
(7) A candidate may withdraw his or her nomination within three days after the nomination period has closed.
(1) Only election material which canvasses votes for one or more candidate in an election may be displayed or distributed if it has been authorised in accordance with this Regulation.
(2) Election material issued by, on behalf of, or in support of a candidate must bear the authorisation of that candidate.
(3) All election material distributed or displayed must be authorised by the returning officer.
(4) Any material distributed or displayed and not bearing the requisite authorisations may be removed by any person eligible to vote.
(5) The returning officer must not authorise material which is-
clearly untrue;
misleading or deceptive, or is likely to be so; or
unlawful or otherwise offensively discriminatory, racist, sexist or homophobic.
If the number of candidates nominated for election to a body in a particular category does not exceed the number of vacancies in that category, the returning officer shall declare those candidates duly elected.
(1) Unless specified otherwise in this Regulation, this Regulation applies-
to all of the vacancies if-
to the number of vacancies which are not filled if-
a candidate nominated for election to a vacancy withdraws before being elected, resulting in the number of remaining candidates being less than the number of vacancies; or
an elected candidate withdraws before the commencement of their term, resulting in the number of remaining candidates being less than the number of candidates; or
a person appointed under regulation 35(1) resigns.
(2) Where this Regulation applies, the returning officer must notify the relevant member of University staff responsible for the area which oversees the body of the vacancy and of the requirements of this Regulation.
(3) A member of University staff who has received a notification under this Regulation must, after consultation with the Chair of the body, appoint suitable persons to fill the vacancies.
(4) A person appointed under sub regulation (3) must have the like qualifications (if any) that would have made the person eligible to nominate in the election.
(5) A person appointed under sub regulation (3) will hold that position as if they had been elected to that position.
(6) Notwithstanding sub regulation (3), it is not obligatory to appoint a person to fill a vacancy if there is no suitable person willing or available to be appointed to fill the vacancy.
(7) Notwithstanding sub regulation (3), if the appointment is to fill a position on the Academic Board, no appointment can be made unless the Academic Board has passed a motion approving the appointment of the nominated individual to the position.
(8) With respect to the Council, Regulation 17 does not apply.
With respect to the Council, insufficient candidates are considered casual vacancies and must be filled in accordance with clauses 7 and 8 of Schedule 1 of the Act.
(1) The returning officer must publish a notice of ballot not less than five days before the first day of the ballot period.
(2) In determining the method of notification the returning officer must take into consideration the objective of ensuring that the notice comes to the attention of the relevant electorate.
(3) A notice of ballot must specify the opening and closing times of the ballot period.
(2) The manner for conducting elections under this Regulation must be included in the notice of ballot under Regulation 19.
(3) With respect to the Academic Board and the Council, elections will be determined by optional preferential voting in accordance with Part 5A of these Regulations.
(4) With respect to all other bodies, elections will be determined by plurality voting known as "first past the post", in accordance with Part 5B of these Regulations.
After the ballot closing time, the returning officer or the returning officer's nominee must-
(1) Except as provided in this Regulation, votes received after the ballot period has closed must not be counted.
(2) If the Vice-Chancellor and the returning officer are of the opinion that voting has been affected by an Act of God or industrial action, they may direct that votes received after a time specified by them, being not later than 5.00 pm five days after the last day of the ballot period, be examined and counted.
(3) If sub regulation (2) is invoked, then for the purpose of this Regulation the end of the ballot period will be deemed to be 5.00pm five days after the last day of the original ballot period.
A vote is invalid if-
the person who voted is not eligible to vote at the election or in a category at the election in which that person voted; or
a person voted more than once in a category (in which case only the first vote cast by that person in that category shall be valid).
(1) Notwithstanding Regulation 24, the returning officer may determine a vote is valid if in the opinion of the returning officer it is fair and reasonable to do so.
(2) The returning officer's decision that a vote is invalid is final.
(1) The returning officer must keep a tally of the votes cast for each candidate in each category of an election.
(2) The returning officer must retain the document containing the tally until the later of-
Where on any voting paper there is any repetition of a figure or any break in the sequence of figures indicating a voter's preferences, only the preference or preferences preceding the repetition or break shall be distributed among the candidates.
(1) If two or more candidates receive an equal number of votes and are tied on the least number of votes at a stage where one candidate must be declared a defeated candidate (such that the preferences cast on ballots can be distributed to continuing candidates), then the returning officer must draw lots in the presence of at least two (2) witnesses and the candidate whose name is drawn is declared the continuing candidate.
(2) If two or more candidates receive an equal number of votes once all of the preferences have been distributed, then the returning officer must draw lots in the presence of at least two (2) witnesses and the candidate whose name is drawn is declared elected.
(1) At an election where one person is to be elected and there are only two candidates, the returning officer shall upon the close of the poll, count the valid first preference votes and declare the candidate who has received the greater number of such votes to be elected.
(2) At an election where one person is to be elected and there are three or more candidates, the returning officer shall upon the close of the poll count the first preference votes for each candidate and declare the candidate (if any) who has received an absolute majority of such votes to be elected.
(3) If no candidate has an absolute majority of votes then the returning officer shall -
declare the candidate who has received the fewest first preference votes a defeated candidate;
distribute the voting papers cast for such defeated candidate amongst the continuing candidates in order of the voters' preference; and
after such distribution again ascertain the total number of votes given to each continuing candidate -
and the candidate who has then received the greatest number of votes, if such number constitutes an absolute majority of votes, shall be declared elected.
(4) If no candidate has an absolute majority of votes, the process in Regulation 29(3) shall be repeated and the votes shall be recounted after every such redistribution until one candidate has received an absolute majority of votes and such candidate shall be declared elected.
(1) At any election where two or more persons are to be elected the first vacancy shall be filled in the manner provided in Regulation 29 for the election of a person where only one person is to be elected and there are three or more candidates.
(2) At any election where two or more persons are to be elected the second vacancy shall be filled as follows -
The returning officer shall rearrange all the valid voting papers under the names of the candidates in accordance with the first preferences indicated, except for the voting papers on which the first preference is shown for the elected candidate which shall be placed in the parcels of the continuing candidates in order of the voters' next preference, and if any candidate has then received an absolute majority of votes then that candidate shall be declared elected.
If no candidate has an absolute majority of votes the returning officer shall declare the candidate who has received the fewest votes a defeated candidate and distribute the voting papers counted to such defeated candidates amongst the continuing candidates in order of the voters' next preference and after such distribution again ascertain the number of votes given to each candidate and if any candidate has then received an absolute majority of votes then that candidate shall be declared elected.
If no candidate then has an absolute majority of votes the process of declaring the candidate who has the fewest votes a defeated candidate and distributing the voting papers counted to such defeated candidate amongst the continuing candidates in order of the voters' next preference shall be repeated and the votes shall be recounted after every such redistribution until one candidate has received an absolute majority of votes and such candidate shall be declared elected.
(3) At an election where three or more persons are to be elected the third and subsequent vacancies shall be filled in the manner provided in Regulation 28(2) for filling the second vacancy except that where the first preference on a voting paper is shown for any elected candidate that voting paper shall be placed in the parcel of the continuing candidate in order of the voter's next preference.
(2) The returning officer must retain the document containing the tally in accordance with retention period applying to public records under the Public Records Act 1973.
(1) If only one person is to be elected then the candidate with the most votes shall be declared elected.
(2) If two or more candidates receive the equal highest number of votes, the returning officer must draw lots in the presence of at least two (2) witnesses and the candidate whose name is drawn is declared elected.
(1) Where two or more candidates are to be elected-
the first vacancy must be filled in accordance with the procedure applying to the filling of one vacancy in accordance with Regulation 30;
The candidate with the second highest number of votes is elected to the second position.
If a person is elected but withdraws, resigns, ceases to be a member of the Council by virtue of Regulation 13(3), or is otherwise removed from their office at any time up to three months after the date of the election, then:
in the case of an optional preferential election in accordance with Part 5A of these Regulations, the votes cast will be counted in accordance with Regulation 30, and the candidate with the most votes (having declared the previous member ineligible to be elected for the purpose of the vote count) shall be declared elected for the remainder of the term of the member whose office the new member fills; and
in the case of a first past the post election in accordance with Part 5B of these Regulations, the candidate with the next highest number of votes at the election shall be declared elected for the remainder of the term of the member whose office the new member fills.
(1) Positions filled by election or appointment in accordance with Regulation 18 that become vacant before the end of a term of office must be filled as follows-
if the position was contested and a ballot was conducted under Regulation 18 and the position becomes vacant after the person has been declared elected but before the term of office begins, then the candidate with the next highest number of votes must be declared elected;
if the position was contested and a ballot was conducted under Regulation 18 and the position becomes available after the term of office begins, then Regulation 17 (2) to (7) applies;
if the position was uncontested and the candidate was elected unopposed under Regulation 16, then Regulation 17 (2) to (7) applies;
if holder of the position was appointed in accordance with Regulation 18 and that position becomes vacant after the person holds office, then Regulation 17 (2) to (7) applies.
Casual vacancies for the Council must be filled in accordance with clauses 7 and 8 of Schedule 1 of the Act.
(2) A person elected or appointed under sub regulation (1) is entitled to hold office during the remainder of the term.
(3) It is not obligatory to fill a casual vacancy if-
This Regulation applies to elections for bodies in addition to the Academic Board and the Council (as expressly provided by these regulations) which form part of the University's governance structure.
(1) A person must not, in connection with a University election -
vote more than once in an election;
record a vote to which he or she is not entitled;
without authority, remove a ballot paper from the polling place;
be involved in electioneering activity within a marked 2 meters radius of the polling place;
interfere with a ballot box, ballot paper pack, electoral roll, nomination form or any other thing relating to the election;
engage in dishonest practice;
impede the fair conduct of the election.
(2) It is general misconduct for the purposes of the section 37 of the Governance, Academic and Student Affairs Statute 2013 if a person records a vote which he or she is not entitled to record.