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SGS Governing Principles (Approved by General Faculties Council July 1, 2023)

VII. Graduate Council Nominations Committee

The Graduate Council Nominations Committee has the following duties and guidelines:

  • recommends to Graduate Council for approval slates of members for standing committees and other committees requiring representation from Graduate Council. Guidelines for developing such slates include:
    • the Committee shall ensure the best possible match and broadest possible diversity for all committees where possible;
    • the Committee shall have flexibility in the recommended term lengths to provide an overlap of experience if appropriate;
    • the Committee shall hold their meetings in-camera (no discussion of particular candidates will appear in the minutes) to enable an open review of nominations; and
    • the Committee shall follow the election procedures designated in the GFC Bylaws (currently Part 3. B. 2 b.) and shall inform Council on the development of any additional process;
  • ensures the replenishment of Council and other committees requiring Council representation; and
  • annually reviews powers and duties and report their findings to the Executive Committee.

Election procedures (from GFC Bylaws):

  • Election Procedures a. Executive and Nominations Committee - The Academic Staff Members designated for each Committee shall be elected following nominations from the floor. For the Executive Committee this shall occur at the October meeting of Council, and for the Nominations Committee this shall occur at the November meeting of Council. A recommendation for varying term lengths, as recommended by the Executive Committee, may be required to ensure staggering where possible.
    • In the event that one or more nominations are made from the floor and accepted by the nominee, Council will conduct an election for that position at the meeting by a show of hands after inviting the candidates (if present) to leave the room.
    • Council uses “approval voting” which allows members to vote in favour of any one or more of the nominated candidates. The candidate or candidates receiving the largest number of votes will be declared elected for that position or positions.
    • When the Chair has determined that there are no more nominations from the floor and votes have been held for all contested positions, Council may elect by acclamation the remaining slate in its entirety with a motion that all nominations cease.
  • Standing and Other Committees - Members of all other Standing Committees of Council shall normally be elected at the time the Committee is formed, and thereafter annually at the May meeting of Council or as required to fill vacancies.
    • In preparation for the May meeting of Council, the Nominations Committee is required to prepare a slate of members for Standing Committee vacancies. This will be accomplished through an open call for nominations. Unless there is a requirement for diversity or specific skill set, if there are more nominations than vacancies an electronic vote of members will occur. The slate of nominees will be included with the agenda for the May meeting for Council to approve.
    • If all available positions have not been filled, the Nominations Committee may move a motion to open nominations from the floor.
  • In the event that one or more nominations are made from the floor and accepted by the nominee, Council will conduct an election for that position at the meeting by a show of hands after inviting the candidates (if present) to leave the room.
    • Council uses “approval voting” which allows members to vote in favour of any one or more of the nominated candidates. The candidate or candidates receiving the largest number of votes will be declared elected for that position or positions.
    • When the Chair has determined that there are no more nominations from the floor and votes have been held for all contested positions, Council may elect by acclamation the remaining slate in its entirety with a motion that all nominations cease.

Membership of Graduate Council Nominations Committee:

  • One representative from a Faculty, School, or the Library, approved for a two-year term by the Executive Committee shall serve as Committee Chair.
  • Four representatives from Faculties, Schools, or the Library, who are current members of Council, selected by Council
  • Two Graduate Students
  • Resource Member (non-voting), normally the Manager of the School of Graduate Studies

Quorum = 4 Voting Members (Summer Quorum = 3 Voting Members)