Election circular

Circular of 7 September 2020 regarding the calling of elections at Aarhus University in autumn 2020.

The election circular is determined in accordance with the by-laws of Aarhus University approved by the Board 25 May 2018 and by the Minister for Science, Innovation and Higher Education on 18 June 2018.

The election circular is also determined in accordance with Aarhus University’s election rules of 3 June 2020.

This circular is signed by Ole Terkelsen,  Chairman of the Election Committee, and Jens Kristian Birthin, The Election Secretariat.

In the event of any inconsistency between the Danish and English language versions of the document, the Danish version prevails.

ARTICLE 1. General rules and regulations for holding elections

1.1.

Elections are held to the Aarhus University Board, the academic councils, the PhD committees and the boards of studies.

Article 4 states which election groups have voting rights to the individual bodies.

1.2

Individuals who fall under one of the election groups mentioned in Article 3 on 1 October 2020 or the time at which the election is held are included in the election lists and are thereby entitled to vote and are eligible for election. Individuals who are on leave for a period of more than 12 months on 1 October 2020 or on the date of the election are not included in the election lists and are thereby not entitled to vote or eligible for election.

1.3

Elections are based on lists according to a system of proportional representation with the option of forming list pacts and electoral pacts. 

Elections are held electronically. All ballots are secret.

1.4

The Election Committee’s notices regarding the election circular are legally binding and published at www.au.dk/election.

ARTICLE 2. Deadlines and schedule for the election

2.1

The following deadlines have been set for nomination, objections, voting, etc. in connection with elections to the collegial bodies.

Schedule for autumn 2020 elections at Aarhus University

 

Friday 14 August 2020

Deadline for the faculties to inform staff and students on how these bodies should be composed with regard to the number of mandates, representation areas etc. for the individual election groups.

 

Monday 17 August - Monday 7 September 2020

Drafting of election circular including comments from faculties on text.

 

Tuesday 15 September 2020

Deadline for approval of final version of circular by the Election Committee.

 

Wednesday 16 September - Friday 18 September 2020

The election circular is published at www.au.dk/valg.

 

Thursday 1 October 2020

Cut-off date for voting rights and eligibility.

 

Friday 2 October - Monday 5 October 2020

Election lists of all eligible voters are published on www.au.dk/valg to allow objections to be lodged.

 

Friday 9 October 2020 at 12:00 noon

Deadline for objection to the published election lists.

 

Monday 12 October - Wednesday 14 October 2020

The final election lists are posted at www.au.dk/valg.

 

Monday 19 October 2020 at 9:00

Period for nomination of candidates begins.

 

Friday 23 October 2020 at 12:00 noon

Deadline for nomination of candidates.

 

Monday 26. October - Wednesday 28 October 2020

Candidate lists are published at www.au.dk/valg to allow objections to be lodged.

 

Thursday 29 October 2020 at 12:00 noon

Deadline for entering into list pacts and electoral pacts.

 

Friday 30 October - Monday 2 November 2020

List pacts and electoral pacts are published.

 

Sunday 1 November 2020

Cut-off date for voting rights and eligibility

 

Wednesday 4 November 2020 at 12:00 noon

Deadline for objections to candidates as well as list pacts and electoral pacts.

 

Thursday 5 November - Friday 6 November 2020

Announcement of cancellation of elections in case of uncontested elections. Posted at www.au.dk/valg.

 

Thursday 5 November - Friday 6 November 2020

Final lists of candidates posted at www.au.dk/valg.

 

Monday 9 November at 9:00 - Thursday 12 November 2020 at 16:00

Elections held.

 

Friday 13 November 2020

Votes counted.

 

Monday 16 November - Wednesday 18 November 2020

Deadline for announcement of election results. However, the election results will be announced as soon as they are known.

 

Thursday 26 November 2020 at 12:00 noon

Deadline for complaints regarding the elections.

 

Monday 1 February 2021

Newly elected members take up office.

 

ARTICLE 3. Election groups

The electorate is divided into five election groups:

3.1

Election group I (full-time academic staff and teachers) comprises staff members working 18½ hours per week or more in positions covered by the ministry's memorandum on the job structure for academic staff, and not defined in the memorandum as part-time positions. Clinical professors and clinical associate professors are considered the equivalent of full-time academic staff whose main job is at the university. The election group comprises staff members covered by the job structure for academic staff with research tasks at governmental research institutions. The election group comprises staff members covered by the job structure relating to the Bachelor of Engineering and export engineer degree programmes, as well as staff members employed in accordance with the rules for assistant and associate professors at the business administration and language degree programmes at business school departments.

3.2

Election group II (part-time academic staff and lecturers) comprises other staff members covered by the ministry's memorandum on the job structure for academic staff, and whose employment involves a minimum of 100 salaried hours during the semester in which the election is called, or 200 salaried hours in all during the academic year in question. Clinical instructors in dentistry, including senior clinical instructors of dentistry regardless of weekly working hours, belong to the group of part-time academic staff and lecturers. The election group includes teaching assistants and specialist teachers at the Department of Dentistry and Oral Health, regardless of weekly working hours.

3.3

Election group III (technical and administrative staff) comprises all technical and administrative staff members working an agreed minimum of 18½ hours per week. Election group III representatives elected to academic councils have observer status.

3.4

Election group IV (students) comprises students enrolled at the university in full-time degree programmes. PhD students who do not fall under Election Group I because of their employment situation belong to Election Group IV.

3.5

Election group V (part-time students) comprises students enrolled at the university in part-time degree programmes.

3.6

PhD students who are normally included in Election Group I are considered as belonging to Election Group IV as far as election to PhD committees is concerned.

ARTICLE 4. Bodies, election groups, number of mandates

4.1

For each body, election group and representation area (where relevant), the number of mandates specified in this overview applies.

ARTICLE 5. Election periods

5.1.

The Board:

Election Group IV serves in the period 1 February 2021 - 31 January 2023.

The academic councils:

Election Group IV serves in the period 1 February 2021 - 31 January 2022.

At Natural Sciences and Technical Sciences:

Election Group I serves in the period 1 February 2021 – 31 January 2024.

Election Group I (employed PhD students) serves in the period 1 February 2021 – 31 January 2022.

Election Group III serves in the period 1 February 2021 – 31 January 2024.

Election Group IV serves in the period 1 February 2021 – 31 January 2022.

PhD committees:

Election Group I serves in the period 1 February 2021 – 31 January 2024.

Election Group IV serves in the period 1 February 2021 - 31 January 2022.

Boards of studies:

Election Groups I and II serve in the period 1 February 2021 – 31 January 2024.

Election Groups IV and V serve in the period 1 February 2021 - 31 January 2022.

ARTICLE 6. Election lists

6.1

The Election Committee is responsible for preparing lists of individuals entitled to vote on the basis of their place of employment or enrolment as of 1 October 2020. The name and election group of each eligible voter is to be listed, along with an overview of the elections he or she is eligible to participate in. Students who are enrolled in a full-time degree programme with a supplementary subject are eligible to vote in elections related to their main subject. Students who are enrolled in a Bachelor's degree programme and who are at the same time temporarily enrolled in a Master's degree programme are eligible to vote in elections related to their Master's degree programme. If a student wishes to participate in an election related to his or her supplementary subject or the Bachelor's degree programme rather than the Master's degree programme, the Election Secretariat must be informed by 12.00 noon of 9 October 2020. Though no changes in the placement of voting rights may be demanded after this date, election lists will be updated with the names of persons who fall within one of the election groups named in Article 3 as of 1 November 2020.

6.2

Eligible voters can check their voting rights by logging on the election system at www.au.dk/valg.

The election lists will also be posted at www.au.dk/valg from 5 October 2020 until the end of the elections.

All eligible voters have the right to raise objections about errors in the election lists, either with regard to their own situation or that of others. Objections must be submitted using the form at www.au.dk/valg. Objections must be received by the Election Secretariat before 12.00 noon of 9 October 2020. It is the sender's responsibility to ensure that objections are delivered to the Election Secretariat in due time.

6.3 

Voters who are eligible to vote in more than one area can inform the Election Secretariat where they wish to exercise their right to vote by noon of 9 October 2020. If no such statement is made, the Election Committee decides where the right to vote is to be exercised.

6.4

No changes in the election lists can be demanded after noon of 9 October 2020. However, the Election Committee will continue to correct any errors drawn to its attention for as long as it is practically possible. The lists will also be updated with the names of persons who belong to one of the election groups mentioned in Article 3 as of 1 November 2020.

6.5

No one who is not included on the election list for a given area at the beginning of the election is entitled to vote in the election for the area in question.

ARTICLE 7. Nomination of candidates

7.1

Notification of candidate lists must be submitted electronically. Lists of candidates must be submitted by the list coordinator to the Election Secretariat by 23 October 2020 at 12.00 noon. It is the sender's responsibility to ensure that the list is delivered to the Election Secretariat in due time.

7.2

Lists of candidates are approved by the Election Committee and posted at www.au.dk/valg. The Election Committee is not responsible for publishing any additional information on behalf of candidates' supporters.

7.3

The order of the approved candidate lists is determined by a draw after expiry of the deadline for nominations and before publication of the candidate lists.

In case of open lists, candidates will be registered alphabetically by surname. In case of prioritized lists, candidates will be registered in the order they are listed.

7.4

Objections to published lists of candidates must be submitted to the Election Committee via the Election Secretariat in writing on the form at www.au.dk/valg by 4 November 2020 at 12:00 noon.

7.5

If so requested, approved lists of candidates will appear on the ballot with a name proposed by the submitters of the list to be approved by the Election Committee. Lists which are submitted without a proposed name will be assigned a name by the Election Committee.

ARTICLE 8. List pacts and electoral pacts

8.1

It is possible to form:

a)  list pacts between individual lists

b) electoral pacts between individual lists and list pacts

c) electoral pacts between list pacts

8.2

List pacts and electoral pacts may be formed electronically in the e-election system. The list coordinator sends a request about list pact or electoral pact to all candidates of the list. If no one objects to the request no later than 28 October 2020, the list pact or electoral pact has been formed.

8.3

Notification of list pacts and electoral pacts must be given to the Election Secretariat by 29 October 2020 at 12:00 noon. It is the sender's responsibility to ensure that notification is delivered to the Election Secretariat in due time.

8.4

These list pacts and electoral pacts are then approved by the Election Secretariat and posted at www.au.dk/valg.                   

8.5 

Objections to published lists of candidates must be submitted to the Election Committee via the Election Secretariat in writing on the form at www.au.dk/valg by 4 November 2020 at 12.00 noon.

ARTICLE 9. Cancellation of ballot

9.1

If the number of candidates listed in an election area does not exceed the number of candidates to be elected, the ballot is cancelled pursuant to the election rules.

9.2

The Election Committee announces cancellations of ballots on 6 November 2020 at www.au.dk/valg.

ARTICLE 10. The election

10.1

The election will be held electronically in the period 9 November - 12 November 2020.

Votes should be cast at www.au.dk/valg. It is possible to vote from any computer with an internet connection. There is a guide to electronic voting at www.au.dk/valg.

The electronic ballot box is open from 9 November 2020 at 9:00 to 12 November 2020 at 16:00.

ARTICLE 11. Vote count

11.1

The vote count is performed publicly as soon as possible after the electronic ballot box is closed. The Election Committee may limit the number of witnesses present if space is limited.

The chairman of the Election Committee presides over the vote count.

11.2

A report of the votes cast is printed out.

ARTICLE 12. Announcement of results

12.1

The Election Committee announces the results of the elections and any draws, if applicable, by publishing them at www.au.dk/election and sending them to the collegial bodies.

ARTICLE 13. Election protocol

13.1

When the votes have been tallied up, the chair of the Election Committee adds precise details regarding this to the election protocol, so that statements for each election provide details of how the votes were distributed among the different individuals and candidate lists, how the mandates were allotted to these in numerical order, what distribution number was used as a basis for each candidate list, how many personal votes were cast for the candidates, how the list votes were distributed among the candidates and which members were declared elected.

In addition to the final statement regarding the elections, the election protocol must contain details of the number of nomination lists submitted, the names of those nominated as well as list pacts and electoral pacts.

ARTICLE 14. Complaints regarding elections

14.1

Complaints about an election must be submitted in writing to the rector, who solicits a recommendation from the Election Committee and subsequently makes a decision regarding the matter.

The results of the elections will be published no later than 17 November 2020. The election results will however be announced as soon as they are known. The deadline for complaints is 26 November 2020 at 12:00 noon.

If a decision is made in favour of the complainant, and this ruling affects other individuals with voting rights, they must be informed of the decision and that they can complain about it within four working days (except Saturdays) of receiving the notice.

ARTICLE 15. Election decision

15.1

Provided no complaints have been submitted by the deadline stated in Article 14, or submitted complaints have been settled, the elections are regarded as finally decided.

Reservations are made concerning future amendments to the articles of association for Aarhus University.