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Regulations for Convocation Elections


Council Regulations 8 of 2002

Made by Council on 26 June 2002

Amended on 16 October 2003, 14 January 2010 and 8 November 2012

1. (1) An election in Convocation shall be held in Full Term, unless Council shall order otherwise, on a date fixed by Council.

(2) The Registrar shall publish at least twenty-one days' notice of every election and shall at the same time give notice of the latest days on which nominations of candidates must be received by him or her.

2. The election to fill a casual vacancy in the office of the Chancellor shall take place as soon as may be after the occurrence of the vacancy (subject to the provisions of regulation 1 above).

3. Elections to the Chancellorship shall be subject to the following rules as to the nomination of candidates:

(1) No candidate shall have votes reckoned to him or her at any election unless the candidate has been nominated in writing, not later than 4 p.m. on the seventeenth day before that fixed for the election, by fifty members of Convocation.

(2) All nominations, dated and signed, and accompanied by a statement signed by the person nominated consenting to the nomination, shall be delivered to the Registrar within the time prescribed under paragraph (1) above, and shall be published by the Registrar in the University Gazette as soon as possible.

(3) If at the close of the time prescribed for the nomination of candidates only one candidate has been nominated, or remains after other nominated candidates have withdrawn, the candidate so nominated shall be deemed to be duly elected from the date appointed for the election; and the result of the election shall be published in the University Gazette.

(4) If at the close of the time prescribed for the nomination of candidates no candidate has been nominated, or having been nominated has withdrawn, Council shall have power to nominate a candidate, and such a candidate shall then be declared to be duly elected; and the result of the election shall be published in the University Gazette.

(5) If at the close of the time prescribed for the nomination of candidates there is more than one candidate nominated for each vacancy and not having withdrawn, the procedure of the election shall be as follows:

(a) Voting shall take place on two days, both of which shall be within one week and one of which shall be the Saturday in that week. The Vice-Chancellor and Proctors shall attend at the place, and on the days, fixed for voting during such times as the Vice-Chancellor shall determine (these times having been published in the University Gazette when the notice of the election was given).

(b) The form of the voting-paper, and the method of casting votes, shall be prescribed by the Vice-Chancellor.

(c) The Proctors shall be responsible for the counting of the votes, but the Vice- Chancellor shall decide on the validity of any vote which is, in their opinion, doubtful.

(d) In the case of an equality of votes, the Vice-Chancellor shall decide between the candidates.

(e) The result of the election shall be published in the University Gazette.

4. (1) An election in Convocation to fill the office of the Professor of Poetry shall be held in Full Term, unless Council shall order otherwise, on a date fixed by Council. The election date is here understood to be the day the poll closes, after which time it is no longer possible to cast a vote: and not the date the results are announced.

(2) The Registrar shall give, in the University Gazette, at least forty-nine days' notice of the day of election and shall at the same time give notice of the latest days on which nominations of candidates must be received by him or her.

5. The election to fill a vacancy, other than a casual vacancy, in the office of Professor of Poetry shall take place not later than the term before the vacancy will arise; and in the case of a casual vacancy in the office of the Professor of Poetry, the election shall take place as soon as may be after the occurrence of the vacancy (subject to the provisions of regulation 1 above).

6. Elections to the Professorship of Poetry shall be subject to the following rules as to the nomination of candidates:

(1) No candidate shall have votes reckoned to him or her at any election unless the candidate has been nominated in writing, not later than 4 p.m. on the forty-second day before that fixed for the election, by not fewer than fifty members of Convocation.

(2) (a) All nominations, dated and signed, and accompanied by a statement signed by the person nominated consenting to the nomination and, if applicable, naming any member(s) of Convocation authorised to act as his or her representative throughout the election, shall be delivered to the Registrar within the time prescribed under paragraph (1) above, and shall be published by the Registrar in the University Gazette as soon as possible.

(b) Each candidate for election, or authorised representative, may submit for publication a written statement, of no more than 500 words, setting out the candidate's reasons for standing. These shall be delivered to the Registrar within the time prescribed under paragraph (1) above. In the event of a contested election, these statements shall be published in the University Gazette and on the official University web site. The Registrar shall be responsible for ensuring that the length of such statements does not exceed the stipulated 500 words, and in the event that they do, or of any other questions arising about the content of such statements, shall refer to the Vice-Chancellor and Proctors for a determination of how to proceed.

(3) If at the close of the time prescribed for the nomination of candidates only one candidate has been nominated, or remains after other nominated candidates have withdrawn, the candidate so nominated shall be deemed to be duly elected from the date appointed for the election; and the result of the election shall be published in the University Gazette.

(4) If at the close of the time prescribed for the nomination of candidates no candidate has been nominated, or having been nominated has withdrawn, Council shall have power to nominate a candidate, and such a candidate shall then be declared to be duly elected; and the result of the election shall be published in the University Gazette.

(5) If at the close of the time prescribed for the nomination of candidates there is more than one candidate nominated for each vacancy and not having withdrawn, the procedure of the election shall be as follows:

(a) The Vice-Chancellor and Proctors shall attend at the place, and on the day, fixed for the meeting of Convocation to announce the results of the election during such times as the Vice-Chancellor shall determine (these times having been published in the University Gazette when the notice of the meeting was given).

(b) The form of the voting-paper, and the method of casting votes, shall be prescribed by the Vice-Chancellor.

(c) The Proctors shall be responsible for the counting of the votes, but the Vice- Chancellor shall decide on the validity of any vote which is, in their opinion, doubtful.

(d) In the case of an equality of votes, the Vice-Chancellor shall decide between the candidates.

(e) The result of the election shall be published in the University Gazette.