EMPLOYMENT

Job Description: Chief Returning Officer (Due: Friday, December 8th)

 

JOB DESCRIPTION

Position:                      Chief Returning Officer (CRO)

Reports to:                  Board of Directors through the Elections Committee Chair

Supervision:                 Deputy Returning Officer (DRO)

Term in Office:           January – March, 2018

Remuneration:            $1200 per election period

 

Position Summary:

 

The primary purpose of this position is to facilitate the SMUSA election process on behalf of the SMUSA Board of Directors and to ensure that all elections, by-elections, plebiscites and referendums are conducted in a professional manner. The CRO will act as the impartial chief administrator of all elections and referenda of the Saint Mary’s University Students’ Association and will ensure that a fair democratic process exists and is upheld. Responsible to the Board of Directors and reporting to the Chair, the CRO conducts the elections on behalf of the Board. The Chief Returning Officer will call the election, open the nomination process, advertise the election to the membership, accept nominations, conduct an all candidates meeting, facilitate a candidates training week, organize a Presidential Debate, organize a Board Candidates Forum, monitor the campaigning period, set up the on-line ballot, open the polls, close the polls, tabulate and announce the results.

 

Qualifications / Knowledge / Skills / Experience:

 

  1. Must be a registered SMU student and member of SMUSA.
  2. Knowledge of the SMUSA governance system.
  3. Thorough knowledge of the SMUSA Constitution, Policies and Procedures.
  4. Very strong organizational, time management and interpersonal skills.
  5. Ability to work well under pressure and meet constant deadlines.
  6. Ability to work effectively and cooperatively with students, staff and stakeholders.
  7. Strong work ethic and ability to work collaboratively with the Deputy Returning Officer.
  8. Ability to resolve conflict in an effective and diplomatic manner.
  9. Aptitude for accuracy and detail.
  10. Bondable.

 

General Responsibilities:

 

  1. Establish the elections schedule according to the Board of Directors template.
  2. Advertise elections, plebiscites and referenda through all effective means possible throughout the campus.
  3. Prepare nomination packages and call for nominations from the membership. Also determine the available positions for the membership to seek during the election period.
  4. Close nominations and hold a mandatory all candidates meeting to explain the election campaign rules.
  5. Arrange for the SMUSA preferred photographer to take election photos of all candidates.
  6. Coordinate a governance training session with the SMUSA governance consultant. This training session is to be offered to all candidates during the election training week.
  7. Organize a SMUSA Meet and Greet with the SMUSA Board of Directors, President, Vice Presidents and Management. This to be offered to all candidates during the election training week.
  8. Instruct all candidates to write up a bio of themselves and their platform to be published in the SMU Journal for the first week of campaigning. Meet with the Editor in Chief of the Journal to secure the election section for candidates.
  9. Assess and authorize campaign materials according to the Board of Directors election policy. Monitor campaign materials placed on campus and ensure that candidates are abiding by the elections policy as well as the SMUSA poster policy.
  10. Make reasonable efforts to have all candidates remove their campaign materials after the election and to recycle all campaign material.
  11. Notify the SMU Facilities Management Department that the election period is about to begin and arrange a meeting to get an understanding of the poster guidelines.
  12. Coordinate a Board of Directors Forum for all Board candidates to be held during the campaign period. Forum to be held in a high traffic area or secure location where students can be invited to attend. Event must be advertised for maximum student attendance.
  13. Coordinate a Presidential Debate for all Presidential candidates to be held in the McNally Theatre Auditorium or similar. Debate to be monitored by a faculty member preferably from the Political Science Faculty. Event must be advertised for maximum student attendance.
  14. Contact the on-line elections service provider (ivoteonline.com) and inform them that the election is forthcoming and arrange to gain administrator access to the on-line platform. Once access is gained, proceed to upload all candidate information and prepare the on-line ballot. Seek assistance from the SMUSA General Manager to gain access to the on-line platform, to gain permissions and access the SMU Registrar’s voters list and to the SMUPort security gate.
  15. Follow the CRO On-line Voting Guidelines to set up the on-line platform.
  16. Coordinate a meeting with the SMU ITSS Department at least three weeks in advance of the voting days to inform them of the upcoming election period. Work with ITSS to ensure that the on-line portal through SMUPort is updated and activated for the voting period.
  17. Coordinate with the SMU Registrar’s Office so that the voting list is established and identify the total number of eligible voters and quorum for any referendums. Gain confirmation from the Registrar’s Office that the eligible voters list may be used for the on-line voting process and then inform ITSS that permission has been granted.
  18. Keep the Board, the student body and all election candidates informed of any issues arising that are related to the election.
  19. Must hold regularly scheduled office hours.
  20. Work in collaboration with the DRO while delegating duties and supervise the Deputy Returning Officer to ensure that the elections process is carried out in an effective and efficient manner.
  21. The CRO, at her/his discretion, may request from the General Manager the support of a staff person of the Students’ Association to undertake any administrative function on her/his behalf. If requested, the General Manager will act as the key liaison between the CRO and any staff member as so requested for operational or logistical purposes only. All issues relating to election campaigning, violations, or processes must be dealt with only by the CRO or the Election Appeals Committee.
  22. Hire, train and supervise any election poll clerks or ambassadors. Collaborate with the SMUSA Accounting Administrator for any and all payroll dealings.
  23. If necessary, set up additional electronic polls on campus so as to increase voter turnout. The Student Centre Lobby, the Loyola Colonnade and the Atrium will be considered the key locations.
  24. Ensuring that no person(s) have access to ballots or voter’s lists before the date of the election, except for those person(s) involved in their creation.
  25. Monitor the campaigns of each candidates, and ensuring that no candidate contravenes any election policy.
  26. Ensuring that all candidates are informed of the elections rules and possible penalties and that they have full and fair access to the complaint/appeals resolution procedures as outlined in the election policy.

 

 

  1. Make rulings on candidate conduct and impose the necessary penalties as determined by the elections policy. Penalties may include written warnings, fines, or expulsion from the election.
  2. Inform the Board Appeal Committee of any and all rulings resulting in candidate penalty.
  3. Consult with the Associations Solicitor on issues that are particularly sensitive.
  4. Be present at Appeal Committee meetings.
  5. Tabulates and announces the election results as unofficial to the SMUSA membership. Election results become official once the Board of Directors ratifies the results.
  6. Use the already established elections results template to archive the results.
  7. Must work within the Elections budget confines.
  8. Make a final report of the SMUSA election, referenda or plebiscite within four weeks of the date of voting.

 

The job description of the Chief Returning Officer may be determined as conditions of employment and the terms within. The description is subject to change over time. The Chief Returning Officer shall perform such additional duties as are assigned from time to time.

To apply, please submit your resume, along with a cover letter to Karla Hodge via email at [email protected] no later than Friday, December 8th at 4:00pm.

Job Description: Deputy Returning Officer (Due: Friday, December 8th)

 

JOB DESCRIPTION

Position:                                  Deputy Returning Office (DRO)

Reports To:                              Chief Returning Officer (CRO)

Supervision:                             Poll Clerks / Election Ambassadors

Term in Office:                       January – March, 2018 (Part-Time)

Remuneration:                        $800 per election period

 

Position Summary:

 

The primary purpose of this position is (1) to assist the Chief Returning Officer in facilitating the SMUSA election process on behalf of the SMUSA Board of Directors and (2) to ensure that all elections, by-elections, plebiscites and referendums are conducted in a professional manner.  The Deputy Returning Officer (DRO) will act as the impartial deputy chief administrator of all elections and referenda of the Saint Mary’s University Students’ Association and will help ensure that a fair democratic process exists and is upheld.  Responsible to the Board of Directors and reporting to the CRO, the DRO assists the CRO in conducting the elections on behalf of the Board.

 

Qualifications / Knowledge / Skills / Experience:

 

  1. Must be a registered SMU student and member of SMUSA.
  2. Knowledge of the SMUSA governance system.
  3. Thorough knowledge of the SMUSA Constitution, Policies and Procedures.
  4. Very strong organizational, time management and interpersonal skills.
  5. Ability to work well under pressure and meet constant deadlines.
  6. Ability to work effectively and cooperatively with students, staff and stakeholders.
  7. Strong work ethic and ability to work collaboratively with the Chief Returning Officer.
  8. Ability to resolve conflict in an effective and diplomatic manner.
  9. Aptitude for accuracy and detail.
  10. Bondable.

 

General Responsibilities:

 

  1. Assist the CRO in the administration of elections, bi-elections, referenda and plebiscites as outlined in the CRO job description and the election policy.
  2. Should the CRO resign or be unable to fulfill their duties, the DRO shall fulfill their duties during the nomination, campaign, and election period.
  3. May be required to be present for Appeal Committee meetings at the request of either the CRO or the Chair of the Appeal Committee.
  4. Be available to work regularly scheduled hours throughout the duration of any election, bi-election, or referenda.
  5. Actively research ways to improve the electoral process and give recommendation to the CRO.
  6. Carry out any other duties specifically designated by the Chief Returning Officer.
  7. Actively attempt to increase voter turnout.
  1. Hire, train and supervise any election poll clerks or ambassadors.  Collaborate with the SMUSA Accounting Administrator for any and all payroll dealings.
  2. Administer additional electronic polls on campus so as to increase voter turnout. The Student Centre Lobby, the Loyola Colonnade and the Atrium will be considered the key locations.
  3. Monitor the campaigns of each candidates, and ensuring that no candidate contravenes any election policy.
  4. Ensuring that all candidates are informed of the elections rules and possible penalties and that they have full and fair access to the complaint/appeals resolution procedures as outlined in the election policy.

The job description of the DRO may be determined as conditions of employment and the terms within. The DRO shall perform such additional duties as are assigned from time to time by the Chair of the Elections Committee.

 

To apply, please submit your resume, along with a cover letter to Karla Hodge via email at [email protected] no later than Friday, December 8th at 4:00pm.

View our volunteering opportunities here.

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