Suggestions for Department/Centre Rules of Procedure
The Collective Agreement is silent on quorum. BUFA recommends that units establish quorum as 50% plus one of those eligible to vote (cross-appointed members are included but people on leave are not counted toward establishing quorum).
Both ILTAs and LTAs (if any are members of the unit) count toward quorum for normal departmental/centre activities. However, ILTAs and LTAs should not be included in any count for quorum when motions being considered do not allow for their participation (i.e. all personnel decisions, Article 16.03 c, d).
Students may contribute when unit rules allow for their participation. However, students should not be included in any count for quorum when motions being considered do not allow for student participation (i.e., all personnel decisions).
Absentee ballots may be used according to unit rules for motions circulated ahead of time. Absentee ballots must be received by the Chair/Director ahead of the meeting during which the vote is scheduled to occur. Personnel matters, as established by the Collective Agreement, require a secret ballot and thus absentee ballots would need to be received by the Chair/Director in a sealed envelope with no identifying information on the ballot ahead of the meeting during which the motion is to be considered.
There can be no proxy allocations for votes that require secret ballots. BUFA advises against the use of proxy voting for non-personnel matters.
If an academic unit wishes to consider using email voting, they should establish rules in advance. Please note that votes requiring the use of secret ballots may not be carried out using email voting. Units may wish to consult the Faculty Handbook for appropriate procedures for conducting email votes (FHB Section 2, 9.1.6, f-i).
September 6, 2016