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The election occur online, administered by an election committee of the chief electoral officer, the current chairperson of the CUP board, and the incoming continuity director.
Please see the information below for more details on the criteria of candidates, election process, collective mandate and responsibilities of the CUP Board and individual job descriptions.
Email all questions to Chief Electoral Officer Shelley Robinson firstname.lastname@example.org
42 Coolspring Cres, Bolton, ON
To whom it may concern:
I’m sending this letter in hopes it will serve as my application for the Canadian University Press Ontario Regional Director position.
Currently, I am a third year student at Laurentian University, where I am working to obtain my Bachelors of Arts with a Specialization in Communication Studies.
Throughout my university education, I have gratefully acquired vast amounts of works experience, most of which was made possible through my work with Laurentian University's student newspaper, The Lambda. After beginning as a staff reporter in my first year at Laurentian, I quickly began to excel at the paper, eventually becoming promoted to my current position of Editor in Chief. I believe this is most relevant to my work with Canadian University Press at The Lambda is a CUP paper – I feel it is also important to note that I will continue in my position as Editor in Chief until May 2016, meaning that, if elected, I would hold a position at a CUP paper for at least the first year of my term.
Furthermore, I feel the experience I have gained while working as a Steering Committee Member and Associate Member of CWA/SCA Canada would greatly benefit me in this position. With CWA Canada, I have had the fantastic opportunity to attend multiple CWA, CMG and CUP conferences and meetings across Canada and the US, including CUP’s NASH Conference in 2014. It was at NASH where it first became clear to me that CUP includes so many fantastic young professionals, and it would be an honor to work with anyone in the CUP organization.
I am eager to continue growing my knowledge base, and feel that a position with the CUP Board will benefit both my learning experience, and CUP, as I continue to grow the organization and its membership. It is clear that CUP is instrumental in the continued success of Canadian university student newspapers – these newspapers are integral to young journalist and media workers training, as they offer an initial chance to build a portfolio, establish a reputation as a journalist, and acquire field experience that rarely taught in any required courses.
I would be honored to have your support throughout the election process. If you have any questions about my position or plans for the future of CUP, please do not hesitate to contact me (within the rights of the election process.)
Dear Canadian University Press directors,
Please accept my application for the position of Ontario Regional Representative on the Canadian University Press (CUP) board of directors.
As of April 30, I will have finished my year as editor-in-chief of the Fulcrum at the University of Ottawa, and I intend to remain involved with the Fulcrum through the coming year as a volunteer contributor and, hopefully (I won’t know until after our annual general meeting next week), as a member of the board of directors of the Fulcrum.
As EIC this year, my editorial board and I raised online website readership by 20 per cent and visibly increased student engagement on Facebook and Twitter. We did this through creating a strategic social media plan, testing out new ideas for engagement, assessing our numbers, and just taking the time to talk with students online. I want to bring this engagement to CUP for Ontario members.
Through my involvement with the Fulcrum, I’m often impressed with the opportunities available through CUP, and how few people either know about them or take advantage of them. I believe that promoting the benefits of membership will help members to see the value in being part of CUP, be more likely to stay with the organization, and to share those benefits with their staff and contributors.
If elected as the Ontario Rep, I will share those benefits by building on the engagement that already exists with member papers in the province, and reaching out to members through email, Facebook, and Twitter.
I want to get the best email listserv possible, so that members are not left out of the loop when we share information. By email, I want to share CUP and journalism news pertinent to Ontario members. The emails will be short, organized and scannable to increase the likelihood they are read. They will also have calls to action that allow me to see directly if members are engaged. As a section editor and as EIC, I often added an interesting link at the end of my emails to see how many people clicked on it.
On Twitter I want to continue to share stories, but also engage directly with members, through re-tweeting, quoting, and tweeting at them. I’m already active on Twitter and can expand my current usage to include Ontario CUP members.
On Facebook I want to focus on sharing stories with a strong visual element, as they tend to engage readers on this medium, as well as sharing relevant events and journalism resources. I have been doing something similar in a Facebook group for Fulcrum staff and contributors, and find it useful for keeping in contact with our membership.
I also hope to make use of Slack to help members connect with one another. Sports editors, for example, could benefit from being able to communicate to share interviews and photos when teams are travelling. Providing easy ways of connecting members will also help news and arts coverage.
I would also like to see regional conferences happen to allow member papers to connect in person. I think it would be beneficial to speak with groups like CWA, the Canadian Association of Journalists, and Canadian Journalists for Free Expression to see if they would be interested in helping to organize a one- or two-day event as both a membership drive for their organizations as well as an opportunity for us to invite former member papers to reconnect with CUP.
Working for the Fulcrum the past few years has given me the skills and knowledge to help members across Ontario. I know that they want to feel value for their membership all throughout the year, and I believe I can help to provide this. While I would take my position seriously, I also look forward to validating my social media addiction for the benefit of CUP.
Thank you very much for your time and if you have any further questions, don’t hesitate to contact me.
This process was adapted from CUP Policy’s Secondary Election Process.
Voting and scrutineering
Declaring a Winner
Applications due Friday April 17 , 11:59 PM EDT Nominations are now closed
Voting period: From Friday, April 24 at 12:01 a.m. eastern until Wednesday April 30 at 5 p.m. EDT
If you’re not thinking about being a candidate yourself, we hope that you keep this list of criteria at the forefront as your cast your vote for your regional representative on the CUP Board.
Composition of Directors
Duties of Board members
Term of Office of Board Members
Regular Meetings of the Board of Directors
CUP Board Regional Director
i. CUP will ensure there is one director elected in each of the following regions: Atlantic Canada, Quebec, the Prairies, Ontario and B.C.;
ii. CUP regional directors will represent the member papers of their region at the CUP board level and act as a liaison between member papers and the National Office.
i. The CUP regional director’s primary duty is to encourage members to fulfill their responsibilities to CUP.
ii. The CUP regional director is also required to attend all CUP board meetings.
i. Budget permitting, the CUP regional director can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUP-related business and workshops at locations outside of the regional director’s home city, from National Office.
D. Member Communication
i. Phone/email all member papers by the end of August to make contact and outline the ways in which they can use the CUP regional director as a resource. The director should also determine how to continue contact with the member on a frequent basis.
ii. Respond to all member inquiries by email within 72 hours barring extreme circumstances.
iii. Initiate and maintain communication with member and trial papers with the least possible cost to CUP.
iv. Communicate regularly with the Bureau Chiefs for their respective regions to share information and coordinate services to papers in the region.
v. Work, in conjunction with the President, to seek and recruit new members within the region.
vi. Request (though not require) each constituent member’s constitution, budgets, staff positions and structures for archival and referral purposes by Sept. 21 of each year and make such documents available through the CUP website, with the permission of that member paper.
E. National Conference
i. Act as a resource for plenary and commissions at the National Conference.
F. Regional Conferences
i. Chair all plenary sessions held at regional conferences.
i. Write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
ii. Provide a detailed transition report about his/her experiences in the position to incoming regional directors detailing work completed, challenges faced and items of concern and celebration. The report should also cover problems, or suggestions that may require special attention.
i. Directors will attend CUP regional conferences, the National Conference and Summer School as funds allow.
ii. Directors will perform other duties deemed important by the region.
iii. Directors are required to submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.
iv. Directors will read CUP’s constitution, standing resolutions and policy manual before the first board meeting.
I. Term of Office
i. The CUP regional director’s term will run for two years starting on May 1
ii. Regional Directors must be an active member of a CUP paper for the duration of the director’s term on the board.
i. The annual stipend for Regional Directors is outlined in the CUP budget. The stipend shall be divided by the number of in-person board meetings and an equal share will be paid out per meeting attended.
ii. The Regional Directors will receive 40 per cent of their stipend (considering two years’ stipend as a whole) in the first year of their terms, and the remaining 60 per cent in their second year of terms. If a Regional Director abdicates his/her position after completion of the first year, s/he thereby forfeits all of the remaining 60% of his/her stipend.
iii. 20 per cent of the stipend will be placed in conditional pay pending submission of an end-of-year report and fulfillment of this job description.
i. Directors who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline policy.
i. Regional Directors are elected by a simple majority vote (50 per cent plus one) following CUP policies for regional elections.
Applications due Friday, Jan. 16, 2015 , 11:59 p.m. Eastern Time
Election: Morning of Saturday, Jan. 17 at regional members meetings
Regional Election Procedure (at Regional Plenary)
Once quorum is reached, the doors to the plenary room will be closed.
No member may enter the room part way through the screenings.
No member who wishes to vote may leave the room.
A chief electoral officer (CEO) and one election scrutineer will run the election.
The CEO will be selected from the following list in descending order.
1) CUP president
2) CUP president-elect.
3) CUP National Executive
5) CUP regional director
6) CUP regional bureau chief (RBC).
7) Any person present, elected by a majority (50 percent plus one) vote of regional plenary.
CUP staff, directors and members may remove themselves from this list for any reason.
A possible reason for withdrawing is if the person is running again.
The scrutineer will be selected by regional plenary by a simple majority (50 per cent
plus one) vote.
Candidates for CUP regional director will submit their applications to the CEO before plenary convenes.
The starting time for this plenary session must be announced at least 24 hours in advance by the CEO
Candidates may submit a position paper and resume.
All applications must be submitted to the CEO no later than an hour before plenary starts
Candidates may stand for election in absentia
Candidates must prove that they will be staff at a CUP newspaper for the first year of their term.
No candidate shall be allowed to produce any campaign material, either electronically or not. i.e. Handbills, posters, T-shirts, Facebook pages
All candidates must leave the plenary room once elections commence.
The CEO will present all candidates’ applications to plenary.
The CEO and members present will approve up to five questions for each position. These questions may be prepared by the CEO and interested members in advance of plenary. All candidates for each position must be asked the same questions.
Candidates will be allowed to present to plenary for 5-10 minutes.
The CEO, or an approved delegate, will ask the previously approved questions.
Each candidate may speak for no more than 30 minutes, including presentations and questions.
Candidates who run in absentia may request the CEO read some or all of their submissions to plenary.
Voting and Scrutineering
Ballots that are illegible or incorrectly filled out will be considered spoiled and therefore will not count in the elections.
Once every candidate has spoken, members will vote by secret ballot.
The CEO and scrutineer will then leave the plenary room together to count the ballots. The CEO will count them in privacy. The scrutineer will then independently count the ballots in privacy.
Declaring a Winner
The winner is decided by a simple majority (50 per cent plus one).
If the first ballot does not achieve a majority for one candidate, the candidate with the least votes is eliminated and another vote is taken until a simple majority is achieved.
If there is only one candidate running for a position, a yes or no vote is taken. If a no vote is reached, the election is considered invalid for that position. The position then remains vacant until such time that another in-person regional plenary can be convened.
If there is a tie, a vote to break the tie occurs using the tiebreaking policy below.
Once a winner is declared, the scrutineer will destroy all ballots.
In the event of a tie
The CEO will inform plenary and the candidates for the position where voting has tied
The CEO and members will then determine an additional three questions. All candidates will be asked the same questions.
A second vote will take place, following the above procedures, after all candidates present have answered the additional questions.
If a second tie occurs, the CEO will inform plenary and the candidates for the position where voting has tied. The CEO will then open the floor to discussion from members. A third vote will then take place.
If a third tie occurs, the election is considered invalid for that position, and the vacancy shall be filled in accordance to the procedure outlined in CUP By-law.