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Society Operating Guidelines

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Our Society Operating Guidelines describe in detail the manner in which American Society of Safety Professionals is structured and governed. They are intended to accompany and be consistent with ASSP bylaws.

Section 6.7: Nomination and Election of Society Officers

I. Purpose and Scope

Composition and duties of the Nominations and Elections Committee, as well as key candidate deadlines are specified in the ASSP bylaws, Article XIII, Nominations and Elections. Additional process milestone dates will be determined by the Nominations and Elections Committee.

I. Nominations and Elections Committee Guidelines

Note: Confidentiality of committee proceedings is essential and members shall refrain from discussing actions of the Nominations and Elections Committee outside of the group unless discussion or disclosure is required by the Board of Directors.

A call for nominations and contact with potential nominees for ASSP offices shall be conducted.

A. Request for Candidate Information

ASSP members who want to be considered for nomination for office shall be requested to submit the following materials to be considered as a candidate. Specifications will be per the Nominations and Elections Committee.

  • Completed candidate form
  • Proposed biography
  • Proposed platform statement
  • Signed employer's statement of support
  • Any supplementary material required by the Nominations and Elections Committee

B. Candidate Review

The Nominations and Elections Committee shall review all candidate materials. Committee members will conduct an open and frank discussion on all candidates after which at least two candidates per position will be offered a position on the election slate and, if available, will identify one or more qualified alternate candidates.

C. Contacting the Nominees

The committee chair shall contact the potential candidates as soon as possible, preferably by phone. If one or more nominees for a position decline the nomination, then the next highest ranked qualified alternate candidate(s) should be offered the opportunity to accept the nomination without further consideration or deliberation by the committee.

D. Contacting Those Not Nominated

After nominees have accepted the nomination for each Board position, the other candidates who were seeking nomination shall be contacted by the Chair and thanked for their interest and dedication to the Society.

II. Regional Nominations and Elections

A. Qualifications for Regional Vice Presidents and Area Directors

Regional vice presidents (RVP) and area directors shall fulfill the following requirements in addition to the bylaws:

  • Reside, or be employed in and hold their primary ASSP chapter membership in a chapter within the region/area the RVP/area director represents.
  • Have held a position of leadership within the region, area or chapter or other senior leadership position.

B. Regional Nominations and Elections Committee

The composition of the Regional Nominations and Elections Committees are covered in ASSP bylaws Article XIII, Nominations and Elections.

In the event that the deputy RVP is running for office, the Region Operating Committee shall appoint a Regional Nominations and Elections Committee chair. The chair shall be a professional member. The name of the Regional Nominations and Elections Committee chair is to be sent to the director of membership and communities immediately following appointment. The Regional Nominations and Elections Committee shall be appointed prior to May 1 and shall provide a slate of qualified nominees who are capable of fulfilling the duties of the region and area offices, in accordance with the timeline and materials set by the ASSP Nominations and Elections Committee.

At a meeting of the Regional Nominations and Elections Committee, a quorum is established when a plurality of the committee are present. Note: Confidentiality of committee proceedings is essential and members shall refrain from discussing actions of the Regional Nominations and Elections Committee outside of the group.

C. Nominations

A call for nominations and contact with potential nominees for regional offices shall be conducted. Note: Nominations by members in response to the ASSP call for nominations will be forwarded to the Regional Nominations and Elections Committee chair for consideration by that committee.

D. Candidate Review

The Regional Nominations and Elections Committee shall review all candidate materials. The committee members will conduct an open and frank discussion on all candidates after which at least two candidate per position will be submitted to the ASSP Nominations and Elections Committee for evaluation and final approval.

III. Petition Nomination

ASSP bylaws Article XIII, Section 4 also provide for petition nomination, wherein ASSP members may submit nominations for offices by petition after a designated number of signatures of members are collected in support of a petitioner's bid to be placed on a ballot. Members who plan to file a petition for ASSP office should notify the chair of the Nominations and Elections Committee and staff liaison.

Candidates who decide to file a petition shall immediately come under the same campaign rules (Society Operating Guideline 6.35) as other selected candidates. Petition nominations shall be submitted no later than Dec. 1.

A signature on a petition conveys no meaning other than the petitioner is seeking a place on the ballot by collecting a sufficient number of member signatures. There is no implied endorsement of a petitioner on the part of the signer nor on the part of the presenter of a petition, which is often a party other than the petitioner, such as a chapter president who may have received a copy of a petition to present to chapter members.

Members may choose to sign a petition or not. In either case, they exercise their voting privilege and responsibility by voting for the candidate of their choice when they receive their ballot.

A. Petition Requirements

  • For senior vice president, vice president, finance, director-at-large and council vice presidents, signatures of two percent of ASSP's membership as of Nov. 1 of the current ASSP fiscal year, comprised of signatures from at least five regions with no more than 15% of the total required from any one region and no more than 25% of the region's allowable total from one chapter.
  • For regional vice president, five percent of signatures of members of the region with no more than 15 percent from any one chapter.
  • For practice specialty and common interest group assistant administrators, five percent of signatures of members of the practice specialty or common interest group.
  • For area director, five percent of signatures of members of the area.

B. Rules for Electronic Submission of Signatures for the Petition Process (E-mail signatures)

  • If a potential candidate solicits signatures via e-mail to have their name placed on the ballot, the e-mail submitted by the member must contain the member's full name, ASSP ID number, region and chapter name.
  • Potential candidates seeking signatures in this fashion must notify the staff liaison by Nov. 16.
  • Members interested in submitting an electronic signature for the potential candidate must use the process developed by Society in order to have their signature counted. Responses are sent directly to the Society and staff will be responsible for verifying the validity of each electronic signature.

C. Rules for Hard Copy Submission of Signatures for the Petition Process

  • All petitions shall be sent directly to the petitioner, with the exception of electronic signatures. The petitioner shall be solely responsible for accumulated totals by chapter, region, etc.
  • The petitioner shall transmit the petitions to the staff liaison by the most efficient and effective means available in order to meet the Dec. 1 deadline.
  • Names of nominees submitted in accordance with this section and meeting the requirements of the bylaws shall be included on the official ballot. Petitions will be validated by the Nominations and Elections Committee chair and the staff liaison.

D. Candidate Petition Notification Form

  • The petition must include the following statement:

The signatures below do not constitute an endorsement of a candidate. A sufficient number of member signatures allow the petitioner to have their name placed on a ballot. Petition for:
____________________
(office)

The candidate named below meets the bylaws qualifications in that they are a professional member of ASSP:

 Member Name:   Signature:   Member #:   Chapter:    Region:   Date:   Verified:

 

IV. Election Ballot Process

A list of all nominees together with their qualifications and biographies will be published and made available to members.

A ballot for election of officers shall be distributed no later than March 1 each year to all members eligible to vote.

To be counted, completed and returned ballots must be received by ASSP or the selected election vendor no later than 30 days after ballots are distributed in accordance with the due date specified on the ballot.

Only members in good standing within 30 days prior to mailing of the ballot will be sent a ballot.

Ballots shall be made available as follows:

  • Senior vice president, vice president, finance, director-at-large and council vice presidents to all ASSP members.
  • Regional vice presidents to members in the respective regions.
  • For practice specialty assistant administrators to members of the respective practice specialty.
  • For common interest group assistant administrators to members of the respective common interest group.
  • For area directors to members of the respective areas.

Ballots will be electronically counted and processed and will be confidential. The nominee receiving a plurality of the votes cast for an elective office shall be considered elected.

Members of the Nominations and Elections Committee and staff shall not disclose the results of the election to anyone, unless authorized by Nominations and Elections Committee chair, until all candidates have been advised.

The Nominations and Elections Committee chair shall be responsible for notifying all of the candidates as promptly as possible. The staff liaison will provide written confirmation of the election outcome.

If any candidate questions the election results, they should:

  • First discuss the matter with the Nominations and Elections Committee chair.
  • If that is not satisfactory, then the candidate should submit a letter to the president with a copy to the Nominations and Elections Committee chair and director of membership and communities outlining any objections and what requested resolution.
  • The president will confer with the Nominations and Elections Committee and/or Executive Committee and staff to determine if a recount or other action is justified. The president will notify the candidate in writing as to the actions taken and the final decision.
  • If not satisfied, the candidate can pursue two final courses of action. The individual can lodge a complaint to the Board of Directors via the president or to the House of Delegates via the corporate secretary after review and approval of the Board of Directors.

Notice of all election results shall be published in an ASSP publication or made available to all members.

V. Special Elections

ASSP bylaws include provisions for handling special elections caused by vacancy in Article XIII, Section 4.

  • Members in good standing shall have 21 days to vote and no ballots shall be counted if received after that 21-day period.

To win a special election a candidate must receive a plurality of the votes cast.


Approved By | Date: Board of Directors | 12/2019
Replaces Edition Dated: 03/2017
Next Revision Due: 12/2022