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SIOP Elections Committee Administrative Procedures

Prepared by the Elections Committee (Reynolds, Colella, Salas) and
Approved by the Executive Board on 1/21/12, Amended 1/13/13

1. Responsibility:

The Election Committee shall conduct and supervise all elections of the Society.

2. Committee Members

The Election Committee consists of the President-Elect, the President, and the Immediate Past President. The President-Elect serves as chair.

Reference: Bylaws

3. Election Procedure

a) Send Call for Nominations (September 1 for SIOP Officers).  The Election Committee, using the facilities of the Administrative Office, sends by e-mail a call for nominations each year.  The nomination ballot shall allow for at least three nominees to be submitted for each open position.  Nominations are to close 30 days after opening and the results returned to the President-Elect within two days of the close of nominations.  The nominations site should remain open to each member throughout the nomination period; this allows for the addition of nominees throughout the nomination period.

b) Secure nominees for each office. The Election Committee counts the nominating ballots and contacts those with the most votes to ascertain their willingness to run for office. The ballot comprises:

(1) For the office of President-Elect the top five member-nominated candidates will appear on the ballot.

(2) For the offices of Financial Officer/Secretary and the Officers-with-Portfolio positions, the top four member-nominated nominees will appear on the ballot.

(3) For each Division Representative to be elected to the APA Council, the top three member-nominated nominees will appear on the ballot.

The people with the top number of nominations will be on the ballot. In the case of ties, the Elections Committee will chose among the tied candidates randomly.  In each case, the top nominees must receive at least two nominations to be considered to fill the targeted number of slots.  If there are not a sufficient number of nominees to be considered to fill the targeted slots, the ballot may be finalized with the available number of nominees as long as this number meets or exceeds the minimum number of candidates required per the bylaws.  If the required number of ballot slots is not filled, then candidates receiving only single nominations may be considered (using a random process to choose among them) until the required minimum is met.

c) Submit names of nominees. The Election Committee certifies to the Executive Director a list of nominees for each office. The Executive Director verifies that each nominee is eligible for office and that the procedures for placing nominees on the ballot were followed.  For APA Council Representative nominees, the list of nominees is sent to APA before the APA deadline.

d) Obtain nominee agreement.  Once verified by the Executive Director, the Chair of the Election Committee contacts proposed nominees to gain agreement to appear on the ballot and serve a three-year term if elected.  Should a nominee decline, an alternate should be contacted to fill the open slot on the ballot.  Nominees should be informed at the time of their consent that the vote count will be publicized per section 4b. After the slate of nominees has been finalized, the entire slate will be made available on the SIOP website. Nominees are not informed in advance of the names of other nominees.

e) Prepare ballot. The Administrative Office prepares a ballot for all offices except APA Council Representative.  Ballots are made available to the membership for 30 days.  Votes for SIOP president-elect and officer positions shall be recorded using the Ware single transferable vote method (voting is done by ranking candidates and an automatic runoff is calculated, per the procedures used for APA’s presidential election1) for each position on the ballot.  Voting for APA Council Representative is handled according to APA procedures for these roles.  Candidate biographical information (and goals statements for candidates for president) should be available at all times during the voting period on both the SIOP website and on the ballot site.

f) Notify winners and losers (prior to the winter Board meeting).  The Society election data are provided by the Executive Director to the President-Elect who confirms the results and notifies the Election Committee and the Executive Director of the outcome.  In the case of the APA Council Representatives, APA notifies the President-Elect (Chair) of the results (usually by mid-July), the Chair notifies the Election Committee of the outcome.

g) Report election results. The Election Committee announces the winners of the election on the official website and by reporting to the Members at the next scheduled business meeting of the Society. Written confirmation of the election results from APA is retained in the Financial Officer/Secretary’s files.

4.  Communication of Results

a) Nominations count.  Individual nominees may be informed of the number of nominations she or he received upon request to the Chair of the Elections Committee. 

b) Interim results.  While an election is in process, the Executive Director may share the total number of votes received with the elections chair.  The number of votes per candidate will not be shared until the election is complete.

c) Election vote count.  Results of the vote count will be shared with the candidates and will be posted publically (e.g., on the SIOP website).

1From the APA Association Rules (110):  “Preferential election ballot. In any election specifying a preferential election ballot--a ballot on which the voter is given a limited set of alternatives and chooses among them by placing them in rank order--the Ware System of the single transferable ballot shall be used in determining the result of the election. Ballots are distributed to the first unique choice on each ballot. If no candidate is elected, the one receiving the fewest choices is defeated and the ballots assigned to him or her are redistributed to the highest remaining unique choice, if any. As soon as any candidate receives a majority of the votes cast, he or she is elected. The procedure continues until one candidate has a majority or until all candidates but one are defeated. The remaining candidate is elected whether he or she has a majority or not.”