4.4. (1) Where a vote is to be conducted by ballot the ballot paper (which may be an electronic voting paper, including a vote hosted by an online voting or polling agency) shall be in a form determined by the Vice- Chancellor which will enable a vote For or Against each proposal or resolution to be clearly registered.
(2) It shall, other than at a meeting held electronically or where the vote is to be conducted electronically, be the duty of the Proctors to ensure that there is a sufficient number of ballot papers at the meeting to enable all members present to vote.
(3) A ballot paper shall not be counted unless it states the name and college or department of the person voting and is signed by that person or, in the case of a meeting held electronically or a vote conducted electronically, is submitted by someone registered as in attendance at the meeting and who is a member of Congregation.
(4) The Proctors shall be responsible for the checking and/or counting of the ballot papers and the result of the ballot shall be announced by the Vice-Chancellor as soon as possible at the meeting or, where a paper ballot is held and the COVID-19 situation means it is not safe to count the ballot papers immediately, up to three days after the meeting, by publication online and by email to all members of Congregation for whom an email address is held.
(5) The contents of individual ballot papers shall not be disclosed to any person except as necessary for the purpose of checking or counting the ballot papers or of investigating allegations of misconduct or taking legal advice.
4.5. (1) Any question decided or resolution carried or rejected at a meeting of Congregation shall, in the absence of provision to the contrary in the statutes and regulations, be submitted for confirmation or rejection to a postal vote of the members if, not later than 4 p.m. on the sixth day after that meeting (or, where the announcement of the result of the vote is delayed under paragraph 4.4(4) above, the sixth day after the announcement of the result),
(a) Council so decides, or
(b) the question has been decided, or the resolution has been carried or rejected on a vote in the House, at a meeting at which not fewer than twenty five members were present on the floor of the House at the time when the vote in the House was taken and if a requisition for such a postal vote signed by at least fifty members is delivered to the Vice Chancellor.
(2) For the purposes of paragraph (1) (b) above, the Proctors shall, whenever a vote is taken at a meeting of Congregation, certify the number of members present on the floor of the House at the time of the vote.
4.6. No decision taken, or resolution carried or rejected, by Congregation on a vote otherwise than by a postal vote under regulation 4.5 above shall be deemed to be operative or to have been carried or rejected:
(1) before 4.00 p.m. on the sixth day after the meeting of Congregation at which the question was decided or the resolution carried or rejected; or
(2) where a postal vote is required to be taken under regulation 4.5 above, before the decision has been confirmed by that vote.
4.7. A postal vote shall not be taken on:
(1) any decision of Congregation relating to the adjournment of the House;
(2) a resolution approving the conferment of a degree of the University (including a Degree by Diploma or an Honorary Degree);
(3) an election under the provisions of Part 8 of these regulations;
(4) appointments or reappointments to the Vice-Chancellorship; or
(5) the presentation of the Vice-Chancellor’s Oration or the Annual Review of the University under the provisions of Part 9 of these regulations.
4.8. The Registrar shall publish in the University Gazette a verbatim record (or if the Vice-Chancellor shall so decide, a summary record approved by the Vice-Chancellor) of the proceedings of Congregation relating to any question on which a postal vote is to be held under the provisions of regulation 4.5 above.
4.9. Where a question is submitted to a postal vote under the provisions of regulation 4.5 above the Vice-Chancellor may submit any other question decided at the same meeting of Congregation (whether decided on a vote in the House or not) to a postal vote at the same time if it appears to him or her that the questions are so related that they should be submitted for confirmation or rejection at the same time.
4.10. The procedure for the conduct of a postal vote shall be as follows.
(1) (a) The Registrar shall dispatch to every member, not less than fourteen days before the day fixed by the Vice-Chancellor for the vote, a voting paper on which shall be specified the latest time by which it must be delivered to the Registrar.
(b) The time specified under (a) above shall not be earlier than fourteen days after the publication of the University Gazette referred to in regulation 4.8 above.
(c) Where any part of the fourteen days referred to in sub-paragraph (a) above falls outside Full Term the Vice-Chancellor and Proctors shall agree suitable means for facilitating the participation of members of Congregation who may be outside Oxford at the time.
(2) The form of the voting paper (including the manner in which the question is to be put), and the method of recording votes, shall be prescribed by the Vice-Chancellor.
(3) If a postal vote requires votes to be cast on one or more amendments to a resolution in addition to the resolution itself, the sequence in which votes are to be cast in the postal vote shall, with such procedural explanation as necessary, follow the sequence in which votes were cast at the relevant meeting of Congregation.
(4) No postal vote shall be deemed to be invalid owing to misdirection or non-receipt of any voting paper.
(5) The Registrar shall be responsible for the counting of the votes, but the Vice-Chancellor and Proctors shall decide on the validity of any vote which, in the opinion of the Registrar, is in doubt.
(6) The result of the vote shall be published in the University Gazette.
4.11. (1) Any question submitted to a postal vote shall be determined by the majority of the votes cast, notwithstanding any provision of any statute or regulation relating to the number of persons required to vote for or against a proposal in order that it may be passed or rejected.
(2) In the event of an equality of votes the Vice-Chancellor shall have a second or casting vote.
4.12. The contents of individual voting papers shall not be revealed to any person except as necessary for the purposes of regulation 4.10 (5) or of investigating allegations of misconduct or taking legal advice.