Council Regulations 8 of 2002

Made by Council on 26 June 2002

Amended on 16 October 2003, 14 January 2010, 8 November 2012 and 1 October 2022 (Gazette, Vol. 152, p.507-508, 21 July 2022)

1. An election in Convocation shall be held in Full Term, unless Council shall order otherwise, on a date fixed by Council.

Election of the Chancellor

2. The Registrar shall publish at least twenty-one days' notice of every election and shall at the same time give notice of the latest days on which nominations of candidates must be received by them.

3. The election to fill a casual vacancy in the office of the Chancellor shall take place as soon as may be after the occurrence of the vacancy (subject to the provisions of regulation 1 above).

4. Elections to the Chancellorship shall be subject to the following rules as to the nomination of candidates:

(1) No candidate shall have votes reckoned to him or her at any election unless the candidate has been nominated in writing, not later than 4 p.m. on the seventeenth day before that fixed for the election, by fifty members of Convocation.

(2) All nominations, dated and signed, and accompanied by a statement signed by the person nominated consenting to the nomination, shall be delivered to the Registrar within the time prescribed under paragraph (1) above, and shall be published by the Registrar in the University Gazette as soon as possible.

(3) If at the close of the time prescribed for the nomination of candidates only one candidate has been nominated, or remains after other nominated candidates have withdrawn, the candidate so nominated shall be deemed to be duly elected from the date appointed for the election; and the result of the election shall be published in the University Gazette.

(4) If at the close of the time prescribed for the nomination of candidates no candidate has been nominated, or having been nominated has withdrawn, Council shall have power to nominate a candidate, and such a candidate shall then be declared to be duly elected; and the result of the election shall be published in the University Gazette.

(5) If at the close of the time prescribed for the nomination of candidates there is more than one candidate nominated for each vacancy and not having withdrawn, the procedure of the election shall be as follows:

(a) Voting shall take place on two days, both of which shall be within one week and one of which shall be the Saturday in that week. The Vice-Chancellor and Proctors shall attend at the place, and on the days, fixed for voting during such times as the Vice-Chancellor shall determine (these times having been published in the University Gazette when the notice of the election was given).

(b) The form of the voting-paper, and the method of casting votes, shall be prescribed by the Vice-Chancellor.

(c) The Proctors shall be responsible for the counting of the votes, but the Vice- Chancellor shall decide on the validity of any vote which is, in their opinion, doubtful.

(d) In the case of an equality of votes, the Vice-Chancellor shall decide between the candidates.

(e) The result of the election shall be published in the University Gazette.

Election of the Professor of Poetry

5. The election to fill a vacancy, other than a casual vacancy, in the office of Professor of Poetry shall take place not later than the term before the vacancy will arise and, in the case of a casual vacancy in the office of the Professor of Poetry, the election shall take place as soon as may be after the occurrence of the vacancy (subject to the provisions of regulation 1 above).

6. The Professor of Poetry shall be elected in accordance with the following procedure:

(1) The Professor of Poetry Election Committee shall oversee the election process.

(2) The committee shall consist of:

(a) a member of the Faculty of English Language and Literature, appointed by the General Purposes Committee of Council, who shall chair the committee;

(b) three academic representatives of the Humanities Division, appointed by the Division;

(c) one of the Proctors or the Assessor as may be agreed between them;

(d) one member of the Governing Body of All Souls College, appointed by the Governing Body;

(e) two external members with relevant experience/expertise in the writing of or study of poetry, appointed by the General Purposes Committee of Council;

(f) a student member representative, usually the President of the Oxford University Poetry Society, or their nominee.

(3) The committee may co-opt up to two additional members for such periods as the committee shall deem appropriate.

(4) The Director of Public Affairs and Communications, or their nominee, shall be in attendance.

(5) The committee shall report to the General Purposes Committee of Council and Council as necessary.

(6) The committee shall be responsible for:

(a) determining the timeline for the election process, including the date by which nominations must be received and the date of the election;

(b) approving the role specification for the post and determining the information to be provided by candidates;

(c) inviting written nominations from potential candidates, from within the University and from the public;

(d) ascertaining the willingness of candidates to stand for election.

(7) The date of the election is here understood to be the day the poll closes, after which time it is no longer possible to cast a vote: and not the date the results are announced.

(8) After the closing date for nominations, the committee shall consider all the nominations it has received, and, having due regard to the principles of equality and diversity and the approved role specification, shall determine which candidates will progress to the next stage of the selection process.

(9) If the committee determines that only one nominated candidate will progress to the next stage of the selection process or if only one candidate remains after other nominated candidates have withdrawn that candidate shall be deemed to be duly elected from the date appointed for the election; and the result of the election shall be published in the University Gazette.

(10) If the committee determines that no nominated candidate will progress to the next stage of the selection process, or all those nominated have withdrawn, Council shall have power to nominate a candidate, and such a candidate shall then be declared to be duly elected; and the result of the election shall be published in the University Gazette.

(11) If the committee determines that more than one nominated candidate will progress to the next stage of the selection process, an election by Convocation shall be held as follows:

(a) The form of the voting-paper, and the method of casting votes, shall be prescribed by the Vice-Chancellor.

(b) 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.

(c) In the case of an equality of votes, the Vice-Chancellor shall decide between the candidates.

(d) The Vice-Chancellor and Proctors shall attend at the place and day fixed for the meeting of Convocation to announce the results of the election during such times as the Vice-Chancellor shall determine (these times having been published in the University Gazette when the notice of the meeting was given).

(e) The result of the election shall be published in the University Gazette.

 

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