Elections and Transitions

Best Practices for VSO Leadership Elections & Transitions

Elections

• Follow all guidelines on the OSE website.
• Outgoing leaders (or an independent election commissioner affiliated or unaffiliated with the org) should be responsible for the actions below:
  • Communicate who is eligible to run for a leadership position and who is eligible to vote (e.g., org members) in accordance with the org constitution
  • Communicate how many positions candidates can run for, what will happen in the case of a tie (e.g., run-off), etc.
  • Set guidelines around candidate campaigns and communications to voters (e.g., word limits for platforms, time limits for speeches, etc.)
  • Inform prospective candidates well in advance of elections (e.g., 2-3 weeks) so they have time to reflect on and prepare for running
  • Provide ample time (e.g., 1 week) for voters to cast their ballots (especially for students in different time zones who cannot attend meetings live)
  • Consider using the CardinalEngage platform for elections (consult with an OSE staff member or intern if you need help)
    • Watch this video tutorial

Leave of Absence & Flex Term

• Students on leave of absence cannot vote
• Students on leave of absence cannot run for a position if it begins in their LOA quarter
• Students on leave of absence can run for a position if they enroll or flex term for the quarter in which the position begins
• Students who are enrolled or on flex term can vote and run for a position

Transitions

• Outgoing leaders should be responsible for orienting incoming leaders at least 2-3 weeks before the end of their terms (especially if senior leaders are graduating)
• Topics that outgoing leaders should cover during transition meetings with incoming leaders:
  • Annual org registration in CardinalEngage
  • Introduction to group, advisors, etc.
  • Introduction and access to resources (email, drive, Slack, OSE website, VSO Slack, etc.)
  • Mission, purpose, goals, events, history, constitution of org
  • Finances
    • Budget
    • GrantEd
    • ASSU
    • TSF (if applicable)
  • Recruitment
    • Activities Fairs
  • Tips for running effective meetings and events
    • Reminder to meet with OSE 3 months prior for major events and events with minors
  • Ongoing/future quality improvement projects
  • Contact information for outgoing leadership (should be available for questions)