Ballots

Distribute ballots on paper via campus mail. Use the Library's Distribution Labels for librarians and maintain current staff and graduate assistant representative labels.

Adhere the labels to the top portion of the ballot so that the label can be torn off without losing the control number or the person's vote.

Fold the ballots in thirds with the address label showing.

Pay attention to who is eligible to vote in a given election and send the correct ballots to the correct voters. Ask the Personnel Office for the most recent list of librarians, with rank, division, and status.

Ballots include an inventory control number only to remove the possibility of duplicating ballots. During ballot counting, the Committee checks to be sure no numbers are duplicated and that all ballots returned are valid. No attempt is made to connect a given ballot with an individual.

At least 2 Committee members should be present for counting ballots. If a Committee member’s name is on the ballot that person should not assist with counting. Counters should trade tasks and double-check their work.

Balloting Elections

Ballots for elections should be formatted according to the template and include:

• Name of office(s) being filled
• Date ballots are due
• Mailing address to which ballots must be sent (Dean’s Office)
• Number of candidates one should vote for
• Space for a write-in candidate
• Inventory control number

Balloting Amendments, etc.

Amendment, policy, and other paper ballots can generally follow the template and should include:

• Title of amendment or policy, name of proposed committee, etc.
• Date ballots are due
• Mailing address to which ballots must be sent (Dean’s Office)
• Full text of the proposed change(s) if space allows or a URL to the document online
• Boxes to mark Acceptance or Rejection of the proposal
• Inventory control number

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