Guidelines for the Nominating Committee
The EASR Executive Committee, in accordance with its constitution and byelaws, will appoint a Nominating Committee to assist in the election process by bringing forward the names of nominees for election to office.
The Nominating Committee is appointed by the Executive Committee (EC) in the year that precedes the election of new EC officers. It is composed of five members.
Ideally, the members of the Nominating Committee are senior colleagues who have distinguished themselves in serving the EASR or the IAHR in the past, and who are not seeking appointment as officers in the next term. The composition of the Nominating Committee should be as balanced as possible in terms of gender and regional representation.
A list of suitable candidates for the Nominating Committee can be submitted by the President or the General Secretary to the EC, but all members of the EC can suggest alternative candidates. If more candidates are proposed than available positions, appointment will be decided through a vote. It is important that potential candidates have been asked before the appointment whether they intend to serve in the Nominating Committee and have declared themselves available in case they are appointed.
The role of the EASR Nominating Committee is to contribute to the smooth and effective running of EASR elections by identifying candidates for nomination to EASR executive positions.
The Nominating Committee shall bring forward the name of a nominee for each executive position for which a vacancy may arise, shall complete a nomination form, and shall obtain from the candidate a statement of intention.
The task of the EASR Nominating Committee is to nominate candidates, not to appoint them.
This procedure will contribute to the EASR’s democratic electoral process. It does not override or take precedence over the legitimate nomination of candidates by other means (by national associations or those with individual membership of EASR).
The Nominating Committee’s tasks are as follows:
(a) to identify a Chair who shall oversee the process according to the timetable (see below);
(b) to bring forward a name for each executive position that may become vacant and in each case complete a nomination form (to identify the proposer and seconder, and to register the agreement of the candidate for nomination), this process to be completed five months before the date of the next General Assembly;
(c) and to obtain from each candidate a brief statement (on the form provided) of credentials, experience and intentions in respect of the position of which they are nominated, and to submit these statements to the EASR General Secretary five months before the date of the next General Assembly.
EASR Election Timetable and Guidelines
- Nominating Committee to be established at EASR Executive Committee Meeting in the year preceding the election (e.g. 2015 for election in 2016 for appointments starting January 2017).
- Immediately after establishment: Nominating Committee to appoint its own Chair and to notify the General Secretary.
- 12 to 6 months before the General Assembly being held in the election year: Chair to lead Nominating Committee in discussion of names of potential nominees, and to begin the process of nomination.
- 6 months before General Assembly: Membership Secretary and Internet Officer jointly to search and verify appropriate online resources in case an electronic ballot is needed.
- 5 months before General Assembly: Nominating Committee to complete nomination form for each candidate (proposer/seconder/agreement of candidate), and to obtain statements of intent. All forms (nominations and statement of intent) to be sent to General Secretary.
- 3 months before General Assembly: General Secretary to open nomination process to national associations and EASR individual members, and, at the same time, to circulate existing slate of candidates drawn up by Nominating Committee.
- 30 days before General Assembly: National associations and EASR individual members to have completed nomination forms and obtained statements of intent from any additional candidates.
- Executive Committee Meeting: EC to consider list of nominations and to discuss options for electronic ballot in case it is needed.
- General Assembly: GA to confirm election of unopposed candidates. General Secretary to announce election process if any post is contested by two or more candidates.
- Within 30 days from after the General Assembly: details of election process to be circulated via e-lists and national associations.
- Before the end of the solar year: Vote open to all members of fully paid-up national associations and paid-up individual members. Nominating Committee to act as supervisor during the counting of votes. Results of election to be announced and circulated by General Secretary.
- 1 January of following year: New executive officers take up posts.
These guidelines were approved by the EASR General Assembly in Erfurt, 25 August 2015; then revised by the EASR General Assembly in Helsinki, 29 June 2016.