Board of Governors – Staff Elections Guidelines

Nomination Support Form – Staff (PDF 36KB)

The Board of Governors is the governing body of the Nova Scotia Community College and establishes the policy direction for management and control of the College. The Board of Governors membership includes three Staff Representatives (Academic, Administrative, and Support).

1. Representation Across the College

For the purposes of the staff elections, the College will be divided into three categories – Academic, Administrative, and Support.

Academic: Academic Staff are faculty members. (Current Election)

Administrative: Administrative Staff are members of the Management/Confidential and Professional Support Group. (Elected 2015 – next election 2018)

Support: Support Staff are members of the Operational Support group. (Elected in 2014 – next election 2017)

If you have questions regarding which group you are in, please contact Christabell Pinchin, Secretary, Board of Governors at 902-491-6701, or by e-mail at C.

2. Eligibility to Run in the Elections

For the purposes of NSCC Board of Governors elections for 2016 we will be electing one staff member from the Academic category.

Staff members excluded from eligibility are all members of Executive Direct Report (EDR).

  1. A staff member must be currently employed with the College, and the period of the position of employment must be expected to endure for three or more years.
  2. A staff member is eligible to run in an election regardless of whether they are full-time or part-time, providing they meet the requirements outlined in (2)(a) above.
  3. An employee's term of office on the Board shall not change as the result of a change from one category of employment to another (i.e., a Librarian whose status changes to that of Faculty demonstrates a change from an administrative staff member position to an academic staff member position), except in the case where a staff member assumes a position that is excluded from eligibility under these guidelines, in which case the member must resign his or her office.
  4. An employee's term on the Board will not change as the result of a change in employment, department, or campus location.

3. Eligibility to Vote

Anyone who is eligible to run in a Board Election is eligible to vote in a Board Election for their category. There is, however, an exception for members of EDR. Although members of EDR are not eligible to run in the staff election, they are eligible to vote for their category.

4. Terms of Office

Staff members of the Board (academic staff member, administrative staff member, and support staff member) are appointed for a term of three years.

Re-election: Every member of the Board has the right to be re-elected so long as they do not hold the office for more than two consecutive terms. All external Board members (external meaning those other than staff and students) are able to serve two terms; therefore we offer that same opportunity to staff.

5. How to Get Involved

Candidates interested in running in the elections must nominate themselves. The nominee will complete a Nomination Form, which is used as the official entry on the Official Slate of Candidates. The entry provides each candidate with the opportunity to express their views and reasons for running.

A Nomination Support Form (PDF 36KB) will also be completed and submitted. This form bears the signature of your immediate supervisor and is intended to confirm that a discussion has taken place with the potential nominee's immediate supervisor regarding the time commitment necessary to act as a Board Member. Managers should consider operational impacts and any potential impacts to the employee's success, particularly if they are new to their role or struggling with performance of their regular duties. A Manager's decision not to support the nomination is based on operational realities at the time, and in no way precludes future support should circumstances change.

6. Nomination Process (October 3 – October 19)

  1. Interested candidates will complete an Online Nomination Form.
  2. The Online Nomination Form will be accessible from October 3 at 8:00 AM to October 19 at 4:00 PM
  3. Once a nomination is submitted candidates will receive a response confirming receipt.
  4. Candidates will then be required to print a copy of the Nomination Support Form (PDF 36KB) and meet with their immediate supervisor.
  5. Candidates must submit their signed Nomination Support Form (PDF 36KB) to Christabell Pinchin, Secretary, Board of Governors by October 20 at 4:00 PM.
  6. Each Candidate is also responsible for arranging a telephone (or in-person) meeting with Christabell Pinchin prior to the Nomination Deadline of October 19, 2016 at 4:00 PM. This meeting will give candidates a chance to review the Election Guidelines prior to the Campaigning Period.

7. Active Campaigning (October 24 – October 31)

Official Slate of Candidates: The Official Slate of Candidates will be posted on the NSCC website. The Official Slate of Candidates will include the Voter's Message from the Nomination Form. Candidates should note that each entry is copied as received – spelling, grammar, punctuation, etc. will not be corrected. The Board Secretary has the authority to remove information from the Nomination Form if it is determined to be offensive or in some way contrary to the Election Guidelines. The Candidates have the option of including their e-mail addresses, facebook page, website, etc. on the Nomination Form to facilitate voter questions.

No Time Off Granted for Campaigning: This applies equally to voters and candidates. If a candidate arrives at a campus to campaign, no re-arrangement of schedules will be made to accommodate candidate-voter contact.

Campaign Expenses: All candidates' notices and election materials are at their own personal expense. The College must be reimbursed by a candidate for all identifiable costs to the College associated with the production and distribution of materials and campaign messages.

Distribution of Campaign Material: Candidates have the option to distribute campaign materials; it is not required.

Candidate Posters: Candidates are permitted to design one election poster which will be shared electronically through digital signage at campuses. Campuses without digital signage will display paper posters. These posters will be distributed by a designated person at the campus not Candidates. The poster is limited to an 81/2 X 11 piece of paper and should be formatted in a landscape manner. The content of the campaign material is at the discretion of the candidate. If the Board Secretary determines that the material is offensive or in some way contrary to the Election Guidelines the poster will not be distributed.

Candidate posters should be emailed to  no later than October 21 at 4:00 PM. The Board Secretary will ensure each campus receives the posters to post at their campus. A public area(s) will be designated at the campus where election material can be posted. This will ensure the amount of space being used is not overwhelming. All candidates will have equal exposure. Posters may not be displayed until Active Campaigning begins and posters received after October 21 at 4:00 PM will not be displayed.

Email Message to Voters: Candidates are not permitted to campaign or solicit votes through email including mass messages or group distribution emails. Candidates are permitted to develop one final voter message for email distribution by the Board Secretary. This message will be sent on the final campaigning day. Email messages should contain no more than 1500 characters (with spaces) and will be shared as received – spelling, grammar, punctuation, etc. will not be corrected. The Board Secretary has the authority to remove information from the email message if it is determined to be offensive or in some way contrary to the Election Guidelines. The Candidates have the option of including their e-mail addresses, facebook page, website, etc. in the message. Messages must be received by October 28, 2016 at 4:00 PM. Email messages should not contain graphics or attachments.

Campus-specific Rules: Candidates must adhere to campus-specific rules and policies.

8. Candidate Behaviour

Any behaviour deemed inappropriate or in contradiction to the Guidelines for Board Elections – Staff could result in Candidates being removed from the Official Slate of Candidates. Should Candidates create Campaign Teams, it is the responsibility of the Candidate to ensure their team also understands and adheres to the Guidelines for Board Elections – Staff.

9. Voting Guidelines

A voter is only permitted to cast one vote, and is limited to voting for a person in their staff group, i.e., Academic Staff can only vote for Academic Staff, etc. Voting will take place online from November 1 – November 2. More details will be posted closer to the voting dates.

Tied Vote: In the event of a tie in the College-wide vote, the Board Secretary will draw by lotto to determine the winning candidate.

Acclamation: Where only one nomination is received from across the College, that candidate will be declared elected by acclamation.

Appeals: Appeals concerning any act or decision made in implementing the guidelines for this election may be made by a candidate directly to the EA, BOG. All appeals must be filed with the EA, BOG within 2 calendar days of the voting results being released.

10. Appointment Process

The Board Secretary will report on the elections process, including the results of the election results to the Board.

Christabell Pinchin,
Secretary, Board of Governors

Phone: 902-491-6701
Cell: 902-237-0887

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