Elections forms and FAQs

Elections forms and FAQs

Forms and Rules

Academic staff on University Council

Student member on Academic Senate

Student members on Faculty Boards

Schedule 1_Code of Conduct for Elections

FAQs for student elections

What are the functions of Academic Senate, Faculty Board, and the involvement of student members?

Academic Senate

The Academic Senate is the principal academic governing body of the University. The student members of the Academic Senate engage with academic leaders and are the voice of students on critical issues that shape the learning and teaching environment, including curriculum and academic policies. Student members on Academic Senate can also be involved in the various standing committees of Senate and can attend meetings of the Student Representative Committee as observers.

Faculty Board

Faculty Boards form a critical component of the University's academic governance framework. The Faculty Board advises the Executive Dean and Academic Senate on a broad range of academic, research and higher degree research matters. The purpose, composition and specific functions of Faculty Boards are outlined in the Faculty Boards Terms of Reference. Student members may be invited to comment on papers from a student's perspective, or raise any matters in the agenda papers for further discussion.

Please note: In accordance with the Faculty Rules, student representatives are exempt from considering all confidential matters, including those relating to student results and student discipline.

Where can I find more information about the Academic Senate and Faculty Board?

Check out the following MQ webpages:

When are the elections?
  • Nomination period: Tuesday 3 October – 3:00 pm, Tuesday 17 October 2017
  • Voting and campaigning Period for student elections to Senate and Faculty Board: 3:00 pm, Wednesday 25 October 2017 – 3:00 pm, Wednesday 8 November 2017
  • Voting and campaigning period for staff elections to Council: 3:00 pm, Wednesday 1 November – 3:00 pm, Wed 15 November
Where can I find the eligibility criteria for the position I am interested in?

The eligibility criteria for each position are listed on the relevant nomination forms as indicated on the election website.

Please note that completed nomination forms, including all required consent, must be submitted by no later than 3:00pm on Tuesday 17 October 2017 to election@mq.edu.au.

Who can be my proposer and seconder?

Students can only be nominated, or act as a proposer or seconder for the electorate in which they are enrolled. For example, a student seeking nomination as a Student Representative on the Faculty of Arts Faculty Board, must be enrolled in the Faculty of Arts, as does their proposer and seconder. Faculty of enrolment will be based on the first major a student has enrolled in – if you are not sure, please contact election@mq.edu.au for confirmation of your faculty.

To find out what Faculty you are enrolled in, log into E Student and check your course details.  Example below:

What should I include in my candidate statement?

Your candidate statement should outline your capabilities, skills and experience in relation to the position you are applying for and why you believe you would be successful in the position.

What are the election rules I must follow?

Academic Senate elections are conducted in accordance with Schedule 1 of the Macquarie University By-law 2005.

Faculty Board elections are conducted in accordance with the Schedule 1 of the Faculty Rules.

Schedule 1 Code of Conduct for Elections

What are the rules of campaigning?

Candidates must attend a compulsory Election Conduct Briefing session on Monday 23 October 2017, from 9:30 am and adhere to the campaigning rules which will be provided at the Briefing.

Note that all rules also apply to campaigners and scrutineers. Contact election@mq.edu.au if you have any questions about these.

What is the definition of ‘Serious Misconduct’ outlined on one of the eligibility criteria?

The Definition of “Serious Student Misconduct” in the Student Discipline Procedure is:

  1. any Misconduct which involves substantial harm or threat of substantial harm to the health of or safety of any person;
  2. any Misconduct which involves substantial damage or threat of substantial damage to the property of any person; or
  3. any Misconduct which has or may have a substantial adverse effect upon the reputation of the University; or
  4. repeated Misconduct of any kind, which indicates an unwillingness to comply with University Regulations generally or with a particular University Regulation.
Is it possible to hold a position and live outside Sydney?

As long as you meet the eligibility criteria which are listed on the Notice of Election or nomination forms, you can participate in any student elections.

However, you must take into account that the election process involves campaigning on campus which might be challenging for you. Should you be successfully elected to the position, you will also be expected to attend all meetings.

I don’t want to participate in the student elections, can I be removed from the mailing list?

We understand that this may be frustrating but according to the Student Election rules, the University must deliver a notice of election to the email address of each person entitled to vote at that election.  As such, we cannot remove you from the mailing list.

Having your say about your student representatives is important and so you are encouraged to vote.

Who can vote in this election?

You can vote for the electorate you are enrolled into. For example, if you are enrolled in an undergraduate degree under the Faculty of Business and Economics, you can vote for the two Undergraduate student members to the Faculty of Business and Economics Faculty Board.

Where and how do I vote?

The voting is conducted electronically. Students who are eligible to vote will receive an invitation email via their University email address with a personalised voting link to the online ballot.

You should not forward this personalised voting link to anyone as you only have one chance to vote.

How is voting counted?

Where there is one elected position to be filled, the candidate who has received the largest number of first preference votes will be declared elected.

Where there is more than one position to be filled the result of the ballot is to be determined in accordance with the procedures set out in the most recently published edition of the publication entitled Proportional Representation Manual: Rules for Conducting Elections by the Quota Preferential Method published by the Proportional Representation Society of Australia.

Partnership with and Recognition of Student Members project for students nominating for Faculty Board or Academic Senate membership

Thank you for being interested in nominating as a student member. This is a valued and prestigious opportunity for you to bring your skills to the table and be the voice of the student body on issues that shape the learning and teaching environment. 

As part of the Partnership with and Recognition of Student Members project, (a student led initiative of the Academic Senate), an additional support, recognition and reward program has been developed to assist students who take up these voluntary executive functions. 

What do I have to do?

  • If you are elected you will be invited to attend the Induction Session and the Career Support and Mentoring Program. This will be a morning session to be held during the 2018 Orientation Week. You will receive more information about this closer to the date.
  • Attend the meetings which are held at regular intervals through the year. (Take a look at the calendar of Faculty Board / Academic Senate meetings for the dates). If you are unable to attend you are required to request your apologies (in writing) to the Secretary of the Faculty Board / Academic Senate. The Secretary will send you the agenda’s, minutes and other related documentation prior to the meetings.
  • Familiarise yourself with the business of the meetings. This means pre-reading the agenda, minutes and other documentation ahead of the meeting.
  • If there is a standing student item on the agenda, this provides you with the opportunity to report on an issue or concern from the student body.
  • Talk to your mentor before meetings about the agenda and any items that you are unsure about. They can help you to raise or discuss an item.
  • Don’t forget to report back to the student body on non-confidential items. As the conduit between the student body and the Faculty / Academic Senate, you are required to report back to students using a range of tools and forums such as Facebook, email or MyMQ.

How much time commitment is required?

  • Allow 2 hours for each meeting, as well as 2 hours of pre-reading and any follow up. Allow an hour for your mentor catch up and another hour for reporting back to the student body. There may be other committees and activities you may be invited to engage with which will require additional time commitment. If you can’t afford the time – don’t put your hand up. It’s better to not offer than to offer and not deliver.
  • Ensure these activities are recorded on your Student Checklist so that you receive acknowledgement at the end of your service as well as getting recognition on your AHEGS.

What are my responsibilities and duties?

  • Attending meetings is the priority
  • Be prepared for the meeting – be on time having read and familiarised yourself with the agenda and minutes,
  • Contribute to discussion and express views representing the student body
  • Report back to the student body using a variety of forums and platforms.
  • For more specific information, check out the Pre-nomination requirements on the website.

What skills do I need to participate on Faculty Board / Academic Senate?

  • Communication and participation at meetings
  • Collaboration and engagement with colleagues
  • Team work and a can do attitude
  • Time management, organisational skills and goal setting

Who will support me?

  • The Secretariat office will provide organisational support to help you meet the requirements of your role. They send the agenda’s, minutes and papers, and keep you informed of what you need to do and when.
  • You will be assigned a mentor who will be a colleague from the Faculty Board or the Chair or Deputy Chair of Academic Senate. Together you will develop a mentoring plan and have regular catch ups before meetings to discuss items and ensure you are achieving your goals.
  • The Chairs of the Faculty Board or Academic Senate can also provide you with advice if needed.

What will I learn from my involvement?

All the skills listed will be further enhanced and developed through your participation. The skills and experience gained may be a real asset on your resume and as part of building your career.

What other benefits are available to me in this role?

  • PACE – you may be able to complete a unit as part of your involvement
  • Global Leadership Program – you can secure points towards your award as part of community engagement and volunteer service
  • Career Support and Mentoring Program – you are encouraged to participate in three x one hour sessions on how to build your executive service into your career strategy
  • Letter of thanks from the Chair of the Faculty Board / Academic Senate
  • Recognition on your AHEGS under extra-curricular activities
  • Networking with the Faculty / Academic Senate executive

Is my involvement acknowledged?

Yes. You will be provided with a Student Checklist to record your activities and level of engagement. At the end of your term you need to provide this to the Secretariat office for verification.

If you have met all the benchmark requirements you will receive acknowledgment of your participation as an extra-curricular activity on your AHEGS.

Do I get paid?

No. But this may provide a terrific advantage to your resume and in career building.

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