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Final Approval Body: University Secretariat
Senior Administrative Position with Responsibility for Policy: University Secretary
Date Initially Approved: 6/12/25
Date of Last Revision, if applicable: n/a

Definitions

Faculty – Individuals who are eligible to run for election to the Queen’s Board of Trustees per its by-law 1.2, and individuals who are eligible to run for election to Queen’s Senate per its eligibility standards.

Staff – Individuals employed at Queen’s University for more than 14 hours a week in any capacity, and who are not faculty or students at Queen’s University. 

Students – Individuals who are members of the Alma Mater Society or the Society of Graduate and Professional Students at Queen’s University, and who are not faculty or staff.

Election Regulations

The University recognizes the benefits of its faculty, students, staff, and alumni participating in university-wide governance and encourages those who meet the Board of Trustees’, Senate’s, and/or University Council’s eligibility standards to run for election.

a) Candidate Conduct and Campaigning
Campaigning may begin following the close of the nomination period and once the candidates have received confirmation of their nomination by the University Secretariat. All candidates shall conduct themselves in a manner that is considered reasonable, respectful, and fair at all times during the election.

Candidates are responsible for ensuring that any campaigning is in compliance with all university policies, including those related to the responsible use of digital resources, harassment and discrimination, and .

No candidate or person acting on behalf of a candidate may use university resources that are not equally available to other candidates to further a campaign.

No candidate or person acting on behalf of a candidate may use a university-owned or created electronic listserv or mailing list to promote their candidacy.

b) Allegations
Allegations of actions contravening these Election Regulations must be made in writing to the University Secretary within 48 hours after an incident takes place or 24 hours following the close of voting (whichever is sooner), and include supporting documentation. Anonymous allegations will not be accepted.

Activities that, in the opinion of the University Secretary, are contrary to the good conduct of an election may result in a candidate or candidates being disqualified and/or the election being declared void by the Secretary. The University Secretary may take such remedial actions as they deem necessary to enforce these regulations, correct or mitigate any unfair advantage received by any candidate, or to contend with any situation not covered by these Regulations, subject to appeal to the relevant committee.

c) Appeals
Any candidate subject to a ruling by the University Secretary may appeal to the Board of Trustees’ Governance and Nominating Committee, Senate’s Governance and Nominating Committee, or University Council’s Executive Committee. The action taken by the Secretary shall stand until the relevant committee has ruled on the matter, but no new election shall occur, nor candidate or candidates declared elected, until the relevant committee has ruled.

For action to be taken by the relevant committee, the University Secretariat must receive a formal statement of appeal. No such statement shall be accepted more than 24 hours after the University Secretary’s ruling has been issued.

In considering such an appeal, the relevant committee may uphold or reject the action taken or substitute its own action in place. In deciding appeals, the relevant committee shall determine its own procedures, with the provisos that:
   i. its determination of appeals shall be final, and;
   ii. it shall not invalidate an election if it is satisfied that the election was conducted in good faith or the matter under appeal did not materially affect the result.

Scope

This Policy applies to:

• Faculty members participating in election to one of the two faculty trustee positions on the Queen’s Board of Trustees ;
• Faculty members participating in election to one of the three faculty-at-large positions on Queen’s Senate;
• Staff members participating in election to one of the two staff trustee positions on the Queen’s Board of Trustees;
• Staff members participating in election to one of the three staff-at-large positions on Queen’s Senate;
• University Councillors participating in election to one of the two Council Trustee positions on Queen’s Board of Trustees;
• Alumni participating in election to University Council; and
• Non-unionized employees participating in the Non-Unionized Employee Trustee nomination process for the Ontario Association of Non-Unionized University Employees (OANUE).

This Policy does not apply to students participating in elections processes run by their respective student bodies to the Queen’s Board of Trustees or Senate.

This Policy does not apply to faculty members participating in elections or appointment processes run by their respective Faculty Boards, or equivalent, to Queen’s Senate.

Related Policies, Procedures, Guidelines: Harassment and Discrimination Prevention and Response Policy, Responsible Use of Digital Resources Policy
Responsible Officer: University Secretary
Contact: univsec@queensu.ca 
Date for Next Review: 2030

Ensure you review the correct category for which you are eligible to vote in. The University Secretariat facilitates elections through Simply Voting, a secure, online elections platform.

Alumni:

Alumni will be alerted to the University Council Alumni election via email. To ensure you will receive communications about this election, please update your contact information and confirm your communication preferences by contacting the Alumni Relations Office by email: records@queensu.ca or by phone: 1-800-267-7837. Please provide your faculty, year of graduation and mailing address in the email request.

÷ÈÓ°Ö±²¥ Employees:

Voting for a Faculty or Staff Representative on the Board of Trustees OR a Staff Representative on the Senate:

÷ÈÓ°Ö±²¥ employees will be alerted to elections by an email from Simply Voting. Instructions on how to vote will be included in the email.

Questions about the election? Send us an email at  univsec@queensu.ca.