The Program Coordinator should work with the Membership committee to identify and send emails to Senators who are in their final year of service. Senators who are at the end of their second term, should be notified of the bylaw stipulations on running for an additional term. Senators in their first term should be notified that they are eligible to run for re-election to their Senate seat.
The Program Coordinator and Membership committee shall work together to edit content and update Budget Center nomination forms for each area.
Information pertaining to Budget Center elections should be included in the February Senate newsletter as well as appropriate University-wide publications (such as OURClemson.) Budget Center elections will be formally announced at the February Full Senate meeting. Articles should appear in publications prior to the formal announcement at the Full Senate meeting. Exact dates for nomination period and any necessary elections should be communicated through all avenues.
Ten days1 following the Full Senate meeting, the Program Coordinator will send a call for nominations email to each Budget Center with open seats. The email will contain the nomination form, information about deadlines, and a link to the Senate webpage providing additional information about Senator duties.
Candidate nomination forms will be due at least one week before the March Full Senate meeting. On the Monday before the Full Senate meeting, links to electronic ballots shall be sent out via email to all Budget Centers eligible for elections2. Language will be included in the email to indicate that anyone needing accessibility accommodations should reach out to the Program Coordinator to cast their vote via an alternate method. Ballots shall close the Wednesday following the Full Senate meeting.
The Membership committee will convene to certify Budget Center election results one day after the ballots close. The Membership Chair and Vice President will identify any vacant seats and evaluate opportunities for At-large Senators to serve. The Program Coordinator will notify all candidates of the outcome of their nomination. New Senators will be invited to the Awards Luncheon and New Senator Orientation.
At the discretion of the Membership committee and Vice President, New Senator Orientation will occur just before or just after the Awards Luncheon. Following Orientation, the Committee Selection Survey will be sent to all returning and new Senators. The survey shall remain open for two weeks.
At-large Senator candidates will be presented at the April Executive Meeting. Executive Committee will vote on the slate and determine the term length for each approved At-large Senator. The Membership Chair or President shall notify each At-large candidate of the Executive committee’s decision.
Following the April Full Senate meeting and New Senator Orientation, the Program Coordinator will send emails to each Budget Center announcing the names and contact information of each of the area’s Senator(s) for the new term.
At the May Executive committee meeting, the Executive officers shall review the compiled results of the Committee Selection Survey. First priority shall be given to returning Senators. All new Senators shall receive their first choice if there are seats open in that committee. If there are no seats available, they will be placed in either their second or third choice committee. All committee Chairs must be in agreement about the members on each committee. Once committee members are finalized, each Chair will reach out to their full committee to introduce themselves and set the meeting date for the first committee meeting.
New members will attend their first Senate meeting as Senators in May.
The Program Coordinator will update the Senate roster, listservs, Box permissions, and website with current Senator information (removing retired Senator information.) They will also update the Officer and Chair listings on the Senate website.
1The timing of this gives the Membership committee and President time to ballot for Officer elections and contact winners.
2Elections shall take place if more than one eligible candidate is nominated per Senate seat.