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Elections
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Norwegian

Regulations

POA

Regulations for elections at the Norwegian University of Life Sciences.

Adopted by the University Board (Board item no. 1/2010) pursuant to section 9-4 (9) and section 10-2 (5) of the Act no. 15 of 1 April 2005 relating to Universities and University Colleges, with amendments approved by the University Board on 28 January 2010.

Chapter 1 - Regulations for elections at the University

1. Scope

These regulations apply to the election of members and deputy members to the University Board and of the Rector of the Norwegian University of Life Sciences.

2. Election period and terms of office

1. The election period for the Rector shall normally be four years.
2. The election period for permanent employees in teaching and research positions and for technical and administrative employees shall normally be four years.
3. The election period for temporary employees in teaching and research positions and for students shall normally be one year.
4. External members shall normally be appointed for four years.
5. The results of elections shall normally take effect from 1 August in the year in which they are held.
6. Students shall elect their representatives with effect from 1 August and from 1 January respectively.

3. Election Board

1. The Election Board shall be appointed by the University Board and shall be responsible for conducting elections for the position of Rector and for members of the University Board. Decisions relating to these elections which no other body has been charged to make shall be made by the Election Board.  The Election Board shall serve as advisor to the University Board and to the University Director on matters relating to elections. The University Director shall organize a permanent election secretariat.
2. As a general rule the Election Board shall consist of two representatives of the permanent employees in teaching and research positions (voter category A, cf. section 7-1), one representative of temporary employees in teaching and research positions (voter category B), one representative of technical and administrative employees (voter category C), two representatives of the students (voter category D) and one representative of the University Director. Personal deputy representatives shall be appointed.
3. The terms of office for members of the Election Board shall be equivalent to that of the election period (cf. section 2). Should a member of the Election Board be nominated for election to a body for which the Election Board has election responsibility, the person concerned shall withdraw from the Election Board and a new member shall be appointed.
4. The Election Board shall consist of an odd number of members. It shall choose its own chair and deputy chair. The Election Board shall have a quorum when more than half its members are present. Decisions shall be made on the basis of a simple majority. In the event of a tie vote, the chair shall have the casting vote. Members of the Election Board may bring decisions before the Central Appeals Committee.

4.  Electoral roll

1. The University Director shall be responsible for ensuring that an updated electoral roll of qualified voters is prepared.
2. The electoral roll of qualified voters shall normally be made available to the public no later than six weeks before the first round of elections is due to commence. Eligible voters shall be personally responsible for checking that they have been registered in the electoral roll.
3. Appeals concerning the electoral roll shall be directed to the Election Board normally no later than four weeks prior to the conclusion of the first round of elections.

5.  Eligibility to vote

1. Employees at the Norwegian University of Life Sciences who hold at least 50% positions shall be eligible to vote  in the position categories in which elections are to be held if they have assumed their positions before 3 March in the election year. Should an election be set for a date which means that this date is clearly inexpedient, the Election Board may decide on an alternative date to that stated in the preceding sentence. In such cases the date shall be set at least four weeks prior to the commencement of the election and shall normally be set for the third day of the calendar month in question.
2. Nonetheless, voting eligibility shall not be granted to persons who have been employed for less than one year unless such persons have been in a continuous employment relationship with the University for at least one year at the time of the election.
3. Employees who for health reasons hold positions corresponding to less than 50% positions shall be eligible to vote.
4. The right to vote shall cease to apply to staff members who are taking leave of absence in order to work outside the University.
5. Students who are registered and who have paid their semester fees for the semester in which an election is due to be held shall be eligible to vote in the election for the Rector and the election for student representatives to the University Board. Students who simultaneously meet the requirements for voting eligibility as employees shall vote as employees.

Should an election be set for a date which means that this date is clearly inexpedient, the Election Board may decide on an alternative date to that stated in the first sentence in the preceding paragraph. In such cases the date shall be set at least four weeks prior to the commencement of the election and shall normally be set for the first day of the calendar month in question.

6.  Electoral system

1. Election of the Rector and the internal members of the University Board shall be made by means of direct election (normally by means of electronic voting).   
2. Members and an equivalent number of consecutive deputy members shall be elected by and among the individual voter categories in separate elections. Each category shall constitute a constituency (cf. section 7).

7. Voter categories
1.    The following voter categories shall constitute separate constituencies at elections:

• a.    permanent employees in teaching and research positions
• b.    temporary employees in teaching and research positions
• c.    technical and administrative employees
• d.    students

2.    In cases of doubt, the University Director shall decide which voter category a position belongs to.  
3.    The requirements laid down in the Gender Equality Act, section 21 (cf. section13-5) concerning the representation of both sexes shall be satisfied within the individual constituencies.

8. Tally sheets

1. The result of the election shall be recorded on a tally sheet, which shall be signed by the Election Board.
2. The result of the election shall immediately be announced by the Election Board. The tally sheet shall be submitted to the body for which the election was held.

9. New elections and by-elections

1. The Election Board shall prepare and arrange new elections and by-elections when laws and guidelines for the election of the Rector and internal board members at UMB so require.
2. The Election Board may waive the requirements concerning electoral rolls and time limits prior to new elections and by-elections.

10. Appeals

1. A person who is eligible to vote at an election may lodge an appeal regarding errors that were made during the election. Appeals must be filed with the Election Board no later than one week after the result of the election is announced.
2. The Election Board may decide to hold a recount or election wherever this is possible and sufficient to rectify any errors. The new election may be appealed against pursuant to paragraph 1 above.  
3. Should the Election Board find no grounds for taking an appeal into account, it shall immediately be forwarded to the Central Appeals Committee. The Election Board shall state its opinion when submitting the appeal.  This shall be made known to the appellant.
4. Should the Central Appeals Committee find that an error has been made which may have significance to the result of the election and this cannot be rectified by a recount or a new  election, a new election shall be held. This shall be held as soon as possible. Sitting members shall remain in office until such time as a new election takes place, even though their term of office expires.  

Chapter 2 Election of the Rector

11. Electoral system and voting eligibility, etc

1.    No restrictions apply as to who shall be eligible to stand for election as Rector (cf. Act relating to Universities and University Colleges, Section 10-2(1)). The Rector may not stand for re-election if he/she will have held the office for a consecutive period of eight years at the beginning of the new election period.

2.    The election of the Rector shall be carried out before the election of employees to the University Board. The date of the election shall be determined by the University Board. The Election Board shall set the deadline for submitting nominations and shall announce the election date and timetable for the election. Such an announcement shall also give a brief account of the regulations for submitting nominations and of the election procedures.

3.    Employees and students who are eligible to vote shall have the right to nominate candidates. Nominations must be signed by at least five eligible voters. No voter may sign more than one nomination.

4.    In the event of nomination of a candidate who is not employed by the University or who may claim exemption under section 9-5 of the Act relating to Universities and University Colleges, such nominations must be accompanied by the written consent of the nominee in question. Such consent may not be subsequently withdrawn.

5.    Submitted nominations shall be immediately communicated to the proposed candidates. Once the deadline for proposing nominations has expired, the nominations received shall be announced and a meeting to present the candidates shall be called (cf. section 12). A nominee who is obligated to accept election but who does not wish to be elected may request this to be declared on the ballot slips.

6.    Election of the Rector shall be decided by a majority vote in the following manner:

• a.    The candidate who wins more than half of the valid votes shall be elected.
• b.    Should no one candidate achieve a majority, a second ballot shall be held between the two candidates who won the highest number of votes in the first ballot.
• c.    In the event of a tie vote in the second ballot, the election shall be decided by the drawing of lots.

7.    Votes shall be counted separately for the four voter categories and shall be weighted according to the following distribution key:

• a.    permanent employees in teaching and research positions: 50%
• b.    temporary employees in teaching and research positions: 10%
• c.    employees in technical and administrative positions: 20%
• d.    students: 20%

8.    Should the Rector resign his/her position more than six months before the term of office is due to expire, a new election for the remaining period shall be called.

12. Presentation of candidates

Before the election is held, a meeting shall be arranged at which the candidates shall be presented to the University’s staff and students. All candidates are obligated to attend. All eligible voters shall have the right to speak at the meeting. The Election Board shall be responsible for the practical arrangements for the meeting.


Chapter 3 Election to the University Board

13. Composition of the University Board and electoral system

1.    The Board of the Norwegian University of Life Sciences consists of:
•    Rector (Board Chair)
•    two representatives of the permanent employees in teaching and research positions
•    one representative of the temporary employees in teaching and research positions
•    one representative of the technical and administrative employees
•    two representatives of the students
•    four external representatives
2.    One of the representatives of the permanent employees in teaching and research positions shall be the Rector’s permanent deputy representative on the Board.

3.    The single transferable vote system shall be applied within each category. All members and deputy members shall be elected in one go. This means that each voter shall numerically rank at a maximum as many candidates as the number of members and deputy members to be elected in the relevant category.

4.    Votes shall be counted separately for the respective categories. The results shall be decided as follows: votes shall be weighted by dividing the number of first places by 1, the number of second places by 3, the number of third places by 5 and the number of fourth places by 7, etc.

5.    The requirements in the Gender Equality Act regarding gender balance shall be satisfied follows:  

a.    If two or three members are to be elected within each category, both genders shall be represented. The same shall apply for deputy members. If the voting shows that one gender will have fewer representatives than this, candidates from the underrepresented gender shall be moved higher up the list. Gender balance shall first be achieved for members and thereafter for members and deputy members as a whole.
b.    If only one member is to be elected, the member’s deputy shall be of the opposite sex.
c.    Exceptions to the regulations may be made in the event of special circumstances which make it clearly difficult to meet the requirements. Exceptions shall be decided by the Rector on the recommendation of the Election Board.

14.  Eligibility for election and duty to accept election

1.    Employees who have held a minimum of a 50% position in the relevant position categories by 3 March in the election year shall be eligible for election

If the election is due to be held at a time which clearly makes this time limit impractical, the Election Board may decide an alternative date to that which is stated in the preceding sentence. In such cases the date shall be set at least four weeks prior to the commencement of the election and shall normally be set for the third day of the calendar month in question.

2.    However, an employee who has been employed for less than one year shall not be eligible for election unless the person in question has been in a consecutive employment relationship with the University for at least one year at the time of the election.

3.    Employees who are elected to office under this regulation shall be duty bound to accept election. Persons who have served in an office shall have the right to be exempted from re-election to that office for as long a time as the office was served. Deputy members who have attended as members for at least half of the election period may request to be exempted from election as members for the next term.

4.    Persons who are eligible to vote pursuant to section 5-5 shall be eligible for election as student representatives. Students who accept election under this regulation are duty bound to serve in the office for the entire election period as long as they remain eligible for election (cf. section 2-3). The students shall organize and carry out the election via the relevant student bodies.

5.    Board members shall remain in office until such time as the new board members are elected, even though their term of office expires.

6.    The Election Board may, if applied to, release a nominated candidate from standing for election on the basis of compelling work- or welfare-related circumstances.

7.    The following persons shall not be eligible for election to the University Board:

a.    Persons who have served in a given office for a consecutive period of eight years at the beginning of the new election period pursuant to the provisions in the  Act relating to Universities and University Colleges.
b.    Persons in the following management positions:
•    Heads of department
•    Directors of central administration divisions, SEVU, SKP, DSA, IT and Service Division and the head of the Library.
•    Heads of departments and centres with their own boards.

15. Election date and deadline for proposing nominations

The date of the election shall be determined by the University Board. The Election Board shall set the deadline for proposing nominations and shall announce the election date and timetable for the election. Such an announcement shall also give a brief account of the regulations for submitting nominations and of the election procedures.

16. Nomination of candidates

1.    Anyone who is eligible to vote at elections may nominate any person who is eligible for election from within their own voter category. Nominations must be signed by at least five eligible voters. No voter may sign more nominations than the number of candidates (including deputy representatives) to be elected from within their voter categories.

2.    Persons who may decline election may also request to be removed from the list of nominees. Such requests shall be submitted to the Election Board as soon as possible. A person who, prior to or during the candidate presentations, is notified that he/she will be nominated shall forfeit the right to decline election unless this is made valid at the time of the candidate presentations at the latest.

17. Presentation of candidates

Before the election, the Election Board shall arrange for the candidates to be presented to the individual voter categories. In consultation with the candidates and their proposers, the Election Board shall decide the manner in which the presentations shall take place.

18. Withdrawal of candidates

1. A person whose employment relationship with the University is terminated shall withdraw from the office to which he/she was elected. This shall also apply to persons who for other reasons forfeit their eligibility for election to the office in question.
2. A person who is given leave of absence to work in positions outside the University shall withdraw during the period of leave of absence.
3. The University Board may, if applied to, release a member from his/her office for the remainder of an election period on the grounds of work- or welfare-related circumstances.
4. By-elections shall only be held if it proves impossible to provide supplements from the list of deputy members.

19. External representatives

The Ministry shall appoint external members and deputy member to these offices. Nominations for external board members and deputy member shall be proposed by the University Board.



Published: 12.01.10
Updated: 25.03.10
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