Telephone or Email Votes on Routine Business

COMMITTEES & STRATEGIES

Telephone or Email Votes on Routine Business
(Senate Bylaw 3, 1.1.12 and 1.1.13)

List of University of Windsor Senate Bylaws

For matters that do not require secret ballots:

  • Where the agenda contains only of a few non-controversial matters, business may be conducted by telephone or e-vote, provided that there is no objection by any member as to the procedure or the proposed motions. Telephone or e-votes are also permitted on matters that were thoroughly discussed at a meeting but were not disposed of (often because of lack or loss of quorum).

  • You need to provide at least five days for voting, which also serves as the five-day notice requirement. Members who object to the process or the proposed motions, must lodge their objections with the Chair within 48 hours of the issuance of the notice to conduct business by telephone or e-vote. A rationale is not required for the objection. Where an objection is lodged, the relevant matter(s) will be removed from the telephone or e-vote and placed on the next in-person meeting agenda.

  • A simple majority is required to pass the motions.

  • The results of the telephone or e-vote are to be recorded in the minutes of the next regularly scheduled meeting.

  • A notice to conduct an electronic vote for the approval of sessional instructor appointments is also permitted. However, such votes must ensure anonymity and so cannot be conducted via email.

In-person Council meetings are required for procedures relating to appointments (with the exception of sessional instructor appointments) or renewal, tenure and promotion. If quorum is not reached at the meeting at which Council is voting on the recommended candidate, Bylaw 20 then allows for the Office of the Dean to conduct a secret ballot vote.

If you have any questions regarding this topic or a related matter, your first point of contact is Renée Wintermute, the University Secretary.

 

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