Elections Guide - Revision history

C256zhao: bulk namespace moving

2026-04-05T01:28:09Z

bulk namespace moving

← Older revision		Revision as of 20:28, 4 April 2026
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	1. Count the number of eligible voters who come (eg. by asking people at the door) and ensure that quorum is met. Eligible voters are undergraduate students who have paid their CSC membership fee for the term. It is a good idea to have a setup by the door for people to become members/renew their membership.		1. Count the number of eligible voters who come (eg. by asking people at the door) and ensure that quorum is met. Eligible voters are undergraduate students who have paid their CSC membership fee for the term. It is a good idea to have a setup by the door for people to become members/renew their membership.

	2. Keep track of meeting minutes (or designate someone else to help track meeting minutes), noting down when the elections begin + end, and when each position is elected. Refer to the [[Meetings/2022-05-05\|Spring 2022 Election Meeting Minutes]] for an example.		2. Keep track of meeting minutes (or designate someone else to help track meeting minutes), noting down when the elections begin + end, and when each position is elected. Refer to the [[Meeting:Meetings/2022-05-05\|Spring 2022 Election Meeting Minutes]] for an example.

	3. [Optional] Give a brief (2-5 minutes) introduction to CSC, or designate some other qualified person to do this, in case someone has wandered in with no idea what this club is about.		3. [Optional] Give a brief (2-5 minutes) introduction to CSC, or designate some other qualified person to do this, in case someone has wandered in with no idea what this club is about.
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	6. For ratifying the sysadmin, allow the elected officers to announce their choice, then follow the same voting process as usual.		6. For ratifying the sysadmin, allow the elected officers to announce their choice, then follow the same voting process as usual.

	7. After the elections have concluded, add the meeting minutes to the Wiki here: [[Meetings]]. Don't forget to serve snacks (if present)!		7. After the elections have concluded, add the meeting minutes to the Wiki here: [[Meeting:Meetings]]. Don't forget to serve snacks (if present)!

	8. Announce the results more broadly by sending an email following this template to <code>csc-general@csclub.uwaterloo.ca</code>, and/or by adding an announcement to the CSC website. Note that the email would have to be accepted by syscom before being sent out.		8. Announce the results more broadly by sending an email following this template to <code>csc-general@csclub.uwaterloo.ca</code>, and/or by adding an announcement to the CSC website. Note that the email would have to be accepted by syscom before being sent out.

T27ding: /* The Big Day */

2024-04-12T16:02:55Z

The Big Day

← Older revision		Revision as of 11:02, 12 April 2024
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	4. Preside over the elections for each position, as specified in the [https://csclub.uwaterloo.ca/about/constitution/ constitution]. For each position:		4. Preside over the elections for each position, as specified in the [https://csclub.uwaterloo.ca/about/constitution/ constitution]. For each position:
	* Clearly announce all candidates, verbally and/or visually (eg. by writing on the board or by screen-sharing an electronic document).		* Clearly announce all candidates, verbally and/or visually (eg. by writing on the board or by screen-sharing an electronic document). Also remember to announce the option to abstain.
	* [Optional] If there are several candidates, it might be helpful to have each candidate quickly (2-3 minutes seconds) introduce themself and their reasons for running.		* [Optional] If there are several candidates, it might be helpful to have each candidate quickly (2-3 minutes seconds) introduce themself and their reasons for running.
	* Instruct all present individuals to lower their heads, and then go through the list of candidates, counting and recording the number of votes (raised hands) for each. Note that the CRO may not vote except to break a tie, however candidates and already-elected execs are allowed to vote. Alternatively, use the webcom's voting app (still in progress as of Winter 2024) and proceed similarly. Do not count the votes of non-eligible individuals (i.e., non-members).		* Instruct all present individuals to lower their heads, and then go through the list of candidates, counting and recording the number of votes (raised hands) for each. Note that the CRO may not vote except to break a tie, however candidates and already-elected execs are allowed to vote. Alternatively, use the webcom's voting app (still in progress as of Winter 2024) and proceed similarly. Do not count the votes of non-eligible individuals (i.e., non-members).

T27ding: /* The Big Day */

2024-04-12T16:01:50Z

The Big Day

← Older revision		Revision as of 11:01, 12 April 2024
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	6. For ratifying the sysadmin, allow the elected officers to announce their choice, then follow the same voting process as usual.		6. For ratifying the sysadmin, allow the elected officers to announce their choice, then follow the same voting process as usual.

	7. After the elections have concluded, add the meeting minutes to the Wiki here: [[Meetings]]		7. After the elections have concluded, add the meeting minutes to the Wiki here: [[Meetings]]. Don't forget to serve snacks (if present)!

	8. Announce the results more broadly by sending an email following this template to <code>csc-general@csclub.uwaterloo.ca</code>, and/or by adding an announcement to the CSC website. Note that the email would have to be accepted by syscom before being sent out.		8. Announce the results more broadly by sending an email following this template to <code>csc-general@csclub.uwaterloo.ca</code>, and/or by adding an announcement to the CSC website. Note that the email would have to be accepted by syscom before being sent out.
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	[ROLE, eg. [TERM] Chief Returning Officer]		[ROLE, eg. [TERM] Chief Returning Officer]
	Computer Science Club of the University of Waterloo</nowiki>		Computer Science Club of the University of Waterloo</nowiki>
	9. Be sure to take down all elections related setups (info on office whiteboard, nominee-platforms discord channel, etc.) and upload the private Google Drive Folder to the appropriate CSC Drive folder (removal of the voting Google Form is optional, but recommended, in order to keep confidentiality).		9. Be sure to take down all elections related setups (info on office whiteboard, nominee-platforms discord channel, etc.) and upload the private Google Drive Folder to the appropriate CSC Drive folder (removal of the voting Google Form is optional, but recommended, in order to keep confidentiality).

	== Online Elections ==		== Online Elections ==

T27ding: /* The Big Day */

2024-04-12T16:00:41Z

The Big Day

← Older revision		Revision as of 11:00, 12 April 2024
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	[ROLE, eg. [TERM] Chief Returning Officer]		[ROLE, eg. [TERM] Chief Returning Officer]
	Computer Science Club of the University of Waterloo</nowiki>		Computer Science Club of the University of Waterloo</nowiki>
			9. Be sure to take down all elections related setups (info on office whiteboard, nominee-platforms discord channel, etc.) and upload the private Google Drive Folder to the appropriate CSC Drive folder (removal of the voting Google Form is optional, but recommended, in order to keep confidentiality).

	== Online Elections ==		== Online Elections ==

T27ding: /* The Big Day */

2024-04-12T15:56:11Z

The Big Day

← Older revision		Revision as of 10:56, 12 April 2024
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	4. Preside over the elections for each position, as specified in the [https://csclub.uwaterloo.ca/about/constitution/ constitution]. For each position:		4. Preside over the elections for each position, as specified in the [https://csclub.uwaterloo.ca/about/constitution/ constitution]. For each position:
	* Clearly announce all candidates, verbally and/or visually (eg. by writing on the board or by screen-sharing an electronic document).		* Clearly announce all candidates, verbally and/or visually (eg. by writing on the board or by screen-sharing an electronic document).
	* [Optional] If there are several candidates, it might be helpful to have each candidate quickly (30 seconds) introduce themself and their reasons for running.		* [Optional] If there are several candidates, it might be helpful to have each candidate quickly (2-3 minutes seconds) introduce themself and their reasons for running.
	* Instruct ~~voters~~ to lower their heads, and then go through the list of candidates, counting and recording the number of votes (raised hands) for each. Note that the CRO may not vote except to break a tie, however candidates and already-elected execs are allowed to vote. Alternatively, use the webcom's voting app (still in progress as of Winter 2024)		* Instruct all present individuals to lower their heads, and then go through the list of candidates, counting and recording the number of votes (raised hands) for each. Note that the CRO may not vote except to break a tie, however candidates and already-elected execs are allowed to vote. Alternatively, use the webcom's voting app (still in progress as of Winter 2024) and proceed similarly. Do not count the votes of non-eligible individuals (i.e., non-members).
	* Announce the winner, optionally revealing the numbers of votes for each candidate.		* Announce the winner, optionally revealing the numbers of votes for each candidate.

T27ding at 15:53, 12 April 2024

2024-04-12T15:53:23Z

← Older revision		Revision as of 10:53, 12 April 2024
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	* Absentee voting (T0 minus 1 day)		* Absentee voting (T0 minus 1 day)
	* Elections buffer time (T0)		* Elections buffer time (T0)
	* Elections meeting (T0 + 1 hour)		* Elections meeting (T0 + 1 or 2 hour)

	For instance,		For instance,
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	- Laptops (for presenting + membership sign-ups)		- Laptops (for presenting + membership sign-ups)
	- Machine Usage Agreement binder + membership money cup + pens		- Machine Usage Agreement binder + membership money cup + pens



	* Announcement email, similar to the following		* Announcement email, similar to the following
	Subject: CSC TERM Election Nominations		Subject: CSC TERM Election Nominations
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	Computer Science Club of the University of Waterloo		Computer Science Club of the University of Waterloo

	* Nominee platform prompt email, similar to the following		* Nominee platform prompt email, similar to the following.

	<nowiki>		<nowiki>
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	=== Nomination Period ===		=== Nomination Period ===
	1. Announce that nominations are open by sending the prepared elections announcement email to <code>csc-general@csclub.uwaterloo.ca</code>. Note that the email will have to be accepted by syscom or other execs before being sent out and will only contain plain text (aka, fancy formatting such as links and bolds will not show up).		1. Announce that nominations are open by sending the prepared elections announcement email to <code>csc-general@csclub.uwaterloo.ca</code>. Note that the email will have to be accepted by syscom or other execs before being sent out and will only contain plain text (aka, fancy formatting such as links and bolds will not show up (as of Winter 2024)).

	Ensure the marketing team has made the requested posts.		Ensure the marketing team has made the requested posts on the requested platforms.

	Note that Nominations should remain open for at least a week, as specified in the [https://csclub.uwaterloo.ca/about/constitution/ constitution].		Note that Nominations should remain open for at least a week, as specified in the [https://csclub.uwaterloo.ca/about/constitution/ constitution].
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	2. Keep track of all nominations received during the nomination period, consolidating nominations from different sources if applicable. Ensure that nominees are actually eligible to run (ie. undergraduate students who are CSC members).		2. Keep track of all nominations received during the nomination period, consolidating nominations from different sources if applicable. Ensure that nominees are actually eligible to run (ie. undergraduate students who are CSC members).

	Send the prepared nominee platforms email to each of the nominees (you may send one email prompting for multiple positions), requesting a platform.		Send the prepared nominee platforms email to each of the nominees (you may send one email prompting for multiple positions), requesting a platform.

			Once the platforms come in, add them to the nominee platforms document, which should be publically available (via public Google Doc or similar) and easily accessible (ex. QR-code in the office, link in Discord, etc.).

	3. Decide on whether or not to offer food/snacks at the elections (Timbits are a good choice if you are unsure of what to purchase). We should have ~$30 allocated to the elections meeting.		3. Decide on whether or not to offer food/snacks at the elections (Timbits are a good choice if you are unsure of what to purchase). We should have ~$30 allocated to the elections meeting.

			=== Absentee voting period ===

			1. Note down the name and email of individuals who've requested for absentee ballot.

			2. Be sure the form opens at the specified time and closes at the specified time.

			3. Whether or not the absentee ballot are to be provided to those who make a request during this period is up to the CRO's discretion.

			4. After this time ends, count the votes. You may wish to leave a good chunk of time to count rank-based voting as it may be complicated to discern the number of votes for each person, especially if candidates are running for multiple positions.

	=== The Big Day ===		=== The Big Day ===
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	* Clearly announce all candidates, verbally and/or visually (eg. by writing on the board or by screen-sharing an electronic document).		* Clearly announce all candidates, verbally and/or visually (eg. by writing on the board or by screen-sharing an electronic document).
	* [Optional] If there are several candidates, it might be helpful to have each candidate quickly (30 seconds) introduce themself and their reasons for running.		* [Optional] If there are several candidates, it might be helpful to have each candidate quickly (30 seconds) introduce themself and their reasons for running.
	* Instruct voters to lower their heads, and then go through the list of candidates, counting and recording the number of votes (raised hands) for each. Note that the CRO may not vote except to break a tie, however candidates and already-elected execs are allowed to vote.		* Instruct voters to lower their heads, and then go through the list of candidates, counting and recording the number of votes (raised hands) for each. Note that the CRO may not vote except to break a tie, however candidates and already-elected execs are allowed to vote. Alternatively, use the webcom's voting app (still in progress as of Winter 2024)
	* Announce the winner, optionally revealing the numbers of votes for each candidate.		* Announce the winner, optionally revealing the numbers of votes for each candidate.

T27ding at 04:16, 13 January 2024

2024-01-13T04:16:27Z

Show changes

T27ding: /* Preparation */

2024-01-13T04:05:48Z

Preparation

← Older revision		Revision as of 23:05, 12 January 2024
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	Title (ex. President)		Title (ex. President)

	Nominee Name (Nominee WatIAM ID) (ex. John Doe ())		Nominee Name (Nominee WatIAM ID) (ex. John Doe (j88doe))

	* Slideshow to present at the meeting, with a brief introduction to the club outlining the clubs visions, past events and initiatives, the office space, and what membership means for members.		* Slideshow to present at the meeting, with a brief introduction to the club outlining the clubs visions, past events and initiatives, the office space, and what membership means for members.

T27ding at 04:04, 13 January 2024

2024-01-13T04:04:30Z

← Older revision		Revision as of 23:04, 12 January 2024
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	* Announcement email, similar to the following		* Announcement email, similar to the following

⚫
	Subject: CSC TERM Election Nominations		Subject: CSC TERM Election Nominations

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	Computer Science Club of the University of Waterloo		Computer Science Club of the University of Waterloo

	* ~~Absentee~~ ~~ballot~~ email, similar to the following		* Nominee platform prompt email, similar to the following

	<nowiki>		<nowiki>
⚫	Subject: CSC TERM Election Absentee Ballot

	Hello,		Hello,

			You have been nominated for NOMINATED POSITION in the UW Computer Science Club for the TERM term. Please submit a nominee platform for the position(s) above by replying to this email with a paragraph of a maximum of 200 words per position. Your platform will be published on Discord and submitted into a document to be viewed by members.
⚫	This is your absentee ballot for the TERM CSC Election. Please do not share this link with anyone: LINK TO ABSENTEE BALLOT.

			If you have been nominated for more than one position, feel free to write more than one paragraph outlining your platform for each position. The deadline for submitting a nominee platform is ABSENTEE VOTING START TIME. If you do not respond by this deadline, then you will be entered into the election without a platform and will still be able to be voted for.
⚫	The form will open on TIME and will close on TIME. Please fill in the form within this window for your vote to be counted. Do not vote in person if you will vote through this form.

			Elections will take place in-person on DATE from START TIME - END TIME in ROOM LOCATION. It is strongly recommended that you appear in-person where you will be asked to deliver a 2-3 minute speech about why people should vote for you for the position(s) you have been nominated for. If for any reason you are unable to show up in-person to the elections, please let me know by replying to this email beforehand.
⚫	Nominee platforms can be found here: LINK TO PLATFORM

		⚫	If you have any further questions, please also email cro@csclub.uwaterloo.ca.
⚫	Please ensure your membership is valid for this term before you vote.

⚫	If you have any further questions, please email cro@csclub.uwaterloo.ca.

	--		--

	CRO NAME (PRONOUNS)		CRO NAME (PRONOUNS)
	TERM Chief Returning Officer (CRO)		TERM Chief Returning Officer (CRO)
	Computer Science Club of the University of Waterloo</nowiki>		Computer Science Club of the University of Waterloo</nowiki>

			* Absentee ballot email, similar to the following
			<nowiki>
		⚫	Subject: CSC TERM Election Absentee Ballot
		⚫
			Hello,

		⚫	This is your absentee ballot for the TERM CSC Election. Please do not share this link with anyone: LINK TO ABSENTEE BALLOT.

		⚫	The form will open on TIME and will close on TIME. Please fill in the form within this window for your vote to be counted. Do not vote in person if you will vote through this form.

		⚫	Nominee platforms can be found here: LINK TO PLATFORM

		⚫	Please ensure your membership is valid for this term before you vote.

			If you have any further questions, please email cro@csclub.uwaterloo.ca.

			--

			CRO NAME (PRONOUNS)
			TERM Chief Returning Officer (CRO)
			Computer Science Club of the University of Waterloo</nowiki>

	* Elections IG post captions, similar to the following		* Elections IG post captions, similar to the following
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	Title (ex. President)		Title (ex. President)

	Nominee Name (Nominee WatIAM ID) (ex. John Doe (~~j88doe~~))		Nominee Name (Nominee WatIAM ID) (ex. John Doe ())

	* Slideshow to present at the meeting, with a brief introduction to the club outlining the clubs visions, past events and initiatives, the office space, and what membership means for members.		* Slideshow to present at the meeting, with a brief introduction to the club outlining the clubs visions, past events and initiatives, the office space, and what membership means for members.
	* Absentee ballot form, asking the following mandatory questions:		* Absentee ballot form, asking the following mandatory questions:
			*#Waterloo email
	*#
			*#WatIAM ID (e.g., t27ding)
			*#Ranking for each of the nominees for each of the positions (1, 2, 3, ..., decline to rank)
			*#Ratification of Sysadmin
			*#(if applicable) Ratification of constitution amendments

	4. Announce that nominations are open by sending an email following this template (approximately) to <code>csc-general@csclub.uwaterloo.ca</code>. Note that the email will have to be accepted by syscom before being sent out and will only contain plain text (aka, fancy formatting such as links and bolds will not show up).		4. Announce that nominations are open by sending an email following this template (approximately) to <code>csc-general@csclub.uwaterloo.ca</code>. Note that the email will have to be accepted by syscom before being sent out and will only contain plain text (aka, fancy formatting such as links and bolds will not show up).

T27ding at 03:55, 13 January 2024

2024-01-13T03:55:53Z

Show changes