Committee Elections

2.1 Regulations for the Timetable of Committee Elections

(1) At the beginning of the Summer term each year the Registrar shall write to departments and joint schools inviting them to nominate, by a date which shall be earlier than the second ordinary meeting of the Sub-Faculty of Science and the Undergraduate Studies Committees of Arts, Medicine and Social Sciences in the Summer term, their representatives to serve on the appropriate Sub-Faculty and Undergraduate Studies Committees of the Boards of the Faculties.

(2) Concurrently with (1) above the Registrar shall conduct an election among the members of the Assembly for representatives to fill such vacancies as may arise on the first day of August following among the representatives of the Assembly on the Senate. The election shall be held before the second ordinary meeting of the Boards of the Faculties in the Summer term.

(3) At the second ordinary meeting of the Sub-Faculty of Science and the Undergraduate Studies Committees of Arts, Medicine and Social Sciences in the Summer term the Sub-Faculty and Undergraduate Studies Committees shall elect from among the members of the Sub-Faculty and the Undergraduate Studies Committees for the following academic year representatives to serve on the appropriate Boards of the Faculties for the following academic year.

(4) At the ordinary meeting of the Boards of the Faculties in the Summer term each Board shall:

(a) elect a Chair for the following academic year, with the exception of the Board of the Faculty of Medicine, the Chair of which is the Dean of the Warwick Medical School ex officio.

(b) elect representatives to fill such vacancies as may arise on the first day of August following among the representatives of the Board on the Senate.

In accordance with Senate minute 873(b) Faculty Board representatives on other Boards are appointed to serve until the appointment of their successors. The representatives of Boards of the Faculties on other Boards shall be appointed at the first ordinary meeting of the Boards of the Faculties in the Autumn term.

Notwithstanding the provisions of paragraph (5) below this procedure shall also be followed in the case of those Senate committees to which the Boards of the Faculties nominate representatives direct.

(5) At the ordinary meeting of the Senate in the Summer term the Senate shall be asked to empower its committees for that year to continue in being with such powers as they have previously exercised, until 30 September.

(6) A special meeting of the Senate shall be held each year on the last Wednesday before the Autumn term, or if this falls before 1 October, on the first Wednesday of the term to appoint the members of committees of the Senate to serve from the first day of October following or immediately preceding as the case may be.

2.2 Regulations Governing the Election of Representatives of the Boards of the Faculties to Membership of the Senate

Annual Elections

(1) At the second ordinary meeting of the Boards of the Faculties in the Summer Term the Board of each Faculty shall elect from among the members of the Board for the following academic year representatives to fill such vacancies as may arise on the first day of August following among the representatives of the Board on the Senate under the following procedure.

(2) Notice of vacancies to be filled shall be deemed to have been properly given if the item has been included in the Agenda for the appropriate meeting of the Board of the Faculty.

(3) Any member of the Board of the Faculty for the following year shall be eligible to be appointed to represent the Board on the Senate, provided that, in accordance with the provisions of Statute 15(1) , the majority of the representatives appointed by the Board shall be Professors and Heads of Departments.

(4) If the number of nominations made at or before the meeting of the Board of the Faculty is equal to the number of vacancies to be filled the person or persons nominated shall be deemed elected, subject to the requirement of Statute 15(1) described in (3) above. Candidates for election must be proposed and seconded by members of the Board. Nominations made before the meeting of the Board must be submitted in writing to the Registrar and must be made with the written consent of the nominee.

(5) If the number of nominations made at or before the meeting of the Board of the Faculty exceeds the number of vacancies to be filled, a secret ballot shall be held among the members present at the meeting, the candidate or candidates receiving the highest number of votes being elected, subject to the requirement of Statute 15(1) described in (3) above. In the event of a tie the candidate to be elected shall be determined by toss of a coin.

By-Elections

(6) Any casual vacancy shall be filled by by-election by means of a postal ballot (subject to the provision of paragraph (10) below) within three weeks, provided that:

(a) if the vacancy occurs not less than one week in advance of an ordinary meeting of the Board of the Faculty, the by-election shall be held in accordance with the procedure set out in paragraphs (2)-(5) above; and

(b) if the vacancy occurs less than one week before the end of a term or during a vacation the by-election shall not be held until the beginning of the term following.

(7) Notice of a by-election shall be given by the Registrar to all members of the Board of the Faculty not less than two weeks in advance of the date of the by-election.

(8) Nominations must be received by the Registrar not less than ten days in advance of the date of the by-election and must be made with the written consent of the nominee. Candidates for election must be proposed and seconded by members of the Board of the Faculty.

(9) The full list of nominations received will be sent by the Registrar to each person nominated with a request that any withdrawals reach him/her not less than seven days in advance of the by-election.

(10) If the number of nominations is equal to the number of vacancies to be filled, the person or persons nominated shall be deemed elected, subject to the requirement of Statute 15(1) described in (3) above.

(11) If the number of nominations exceeds the number of vacancies to be filled a by-election shall be conducted by means of a postal ballot. Ballot papers listing the names of all the candidates validly nominated, together with the names of their proposers and seconders, shall be circulated by the Registrar to all the members of the Board not less than six days in advance of the by-election.

(12) The Registrar, or his/her appointed deputy, shall act as Returning Officer in the by-election. The candidate or candidates receiving the highest number of votes shall be deemed elected, subject to the requirement of Statute 15(1) described in (3) above. In the event of a tie the candidate to be elected shall be determined by toss of a coin.

2.3 Regulations Governing the Election of Representatives of the Assembly to Membership of the Senate

Annual Elections

(1) Each year the Assembly shall elect for a period of three years from among the members of the Assembly for the following academic year representatives to fill such vacancies as may arise on the first day of August following among the representatives of the Assembly on the Senate under the following procedure, provided that, in accordance with the provisions of Statute 15(1) not more than two of the six members of the Senate appointed by the Assembly shall be Professors.

2) At the beginning of the Summer term each year the Registrar shall conduct an election among the members of the Assembly for representatives to fill such vacancies as may arise on the first day of August following among the representatives of the Assembly on Senate, timetabled so that the election shall be held before the second meeting of the Boards of the Faculties in the Summer term.

(3) Notice of the election shall be given by the Registrar to all members of the Assembly not less than three weeks in advance of the date of the election in the University Newsletter.

(4) Nominations must be received by the Registrar not less than two weeks in advance of the date of the election and must be made with the written consent of the nominee. Candidates for election must be proposed and seconded by members of the Assembly.

(5) The full list of nominations received shall be sent by the Registrar to each person nominated with a request that any withdrawals reach him/her not less than ten days in advance of the election.

(6) The election shall be conducted by means of a postal ballot as follows. Ballot papers listing the names of all the candidates validly nominated, together with the names of their proposers and seconders, shall be circulated by the Registrar to all members of the Assembly not less than one week in advance of the election. Each ballot paper must be signed by the elector and his/her signature witnessed by another member of the Assembly.

(7) The Registrar, or his/her appointed deputy, shall act as Returning Officer in the election. The candidate receiving the highest number of votes shall be deemed elected, subject to the requirement of Statute 15(1)described in (1) above. In the event of a tie the candidate to be elected shall be determined by toss of a coin.

(8) The Registrar shall post the result of the election on the University Notice Boards as soon as the counting of the votes has been completed.

(9) Any casual vacancy shall be filled by by-election within four weeks, or in the first four weeks of the following term should the vacancy occur less than four weeks before the end of a term or during a vacation, under the procedure set out in paragraphs (3)-(7) above.

(10) Should there be an insufficient number of nominations submitted for appointment following the notice of an election, a Committee of the Assembly will be convened, comprising a Pro-Vice-Chancellor and two of the six representatives of the Assembly appointed to the Senate, to consider possible appointees. The Committee will bring forward a nomination for consideration and approval by the Vice-Chancellor as Chair of the Assembly. The membership of the Committee on each occasion will be established by the Steering Committee.