1. The purpose of our procedure
This procedure sets out how Adelaide University conducts elections for elected positions on Council, Academic Board and other University bodies.
It ensures elections are conducted fairly, transparently, and consistently, and supports participation in University governance.
Please read this procedure in conjunction with the Election Policy.
2. Who our procedure applies to
2.1 Inclusions
This procedure applies to:
- staff and students eligible to participate in elections
- individuals nominating for elected positions
- staff responsible for administering elections.
2.2 Exclusions
This procedure does not apply to appointments made outside an election process.
3. Our elections procedure
The Director, Governance Services (or their delegate) is the Returning Officer and is responsible for the administration of elections.
3.1 Calling an election
When it is determined that an election needs to be held, the returning officer, in consultation with the presiding member of the relevant body will establish key milestones including;
- close of roll day (typically no earlier than 30 days before nominations open)
- nomination period (typically notice for nominations will be published at least 28 days before the appointed day for the election)
- voting period (typically online voting is accessible by voters for at least 7 days)
- declaration of results.
3.2 Eligibility of electors and candidates
The Returning Officer is responsible for obtaining and confirming the relevant electoral roll.
A person is eligible to vote if their name appears on the relevant electoral roll at the close of roll day. Where the Returning Officer is satisfied that a person who does not appear on the roll at close of roll day nevertheless meets the eligibility requirements under the relevant governing documentation, the Returning Officer may add that person to the roll and enable them to vote.
A person is eligible to stand as a candidate if they meet the eligibility requirements for the relevant position, as set out in the applicable governing documentation, as determined by the Returning Officer at the close of nominations.
3.3 Notice of election and nominations
At the opening of nominations, the Returning Officer will publish a notice that:
- specifies the number and category of vacancies
- outlines the term of office
- invites nominations
- specifies nomination requirements
- states the closing date and time
The notice must be published at least 28 days before the election.
3.3.1 Submission of nominations
Candidates must:
- submit nominations by the closing date and time
- provide a supporting statement within the specified word limit
Candidates may include a photograph.
Late nominations will not be accepted.
3.3.2 Validation of nominations
The Returning Officer will:
- assess candidates for eligibility and nominations for validity
- notify candidates of the outcome
Where a candidate is not eligible or their nomination is defective:
- the candidate will be notified
- where practicable, the candidate may correct the defect.
If not corrected, the nomination will be rejected.
3.3.3 Withdrawal of nominations
A candidate may withdraw their nomination in writing at any time before the close of nominations.
3.3.4 Nominee appointed scrutineers
Where a manual ballot is conducted:
- candidates may appoint a scrutineer in writing
- scrutineers may observe the election process
- candidates cannot act as scrutineers.
3.4 Determination of election type
3.4.1 Uncontested elections
Where the number of valid nominations is equal to or fewer than vacancies candidates will be declared elected.
Where vacancies remain the presiding member of the relevant body may appoint a suitable person.
3.4.2 Contested elections
Where nominations exceed vacancies a ballot will be conducted
3.5 Conduct of the ballot
The Returning Officer will conduct a secret ballot using an appropriate voting system, taking into consideration any directions from the relevant governing body or the like.
Eligible voters will be invited to vote via email and will be provided with:
- instructions on how to vote and the date and time of the close of the ballot
- a statement for each of the candidates
The ballot will:
- present candidates in random order
- be conducted using an approved voting method (typically online)
- be accessible to all eligible voters
The Returning Officer will ensure:
- confidentiality of votes
- integrity and security of the process.
3.6 Declaration of Results
The Returning Officer will:
- determine the outcome of the election
- formally declare results
- notify candidates and the relevant body
Election outcomes will be recorded and reported in accordance with governance requirements.
3.7 Casual Vacancies
Where an elected member vacates their position before the end of their term the vacancy will be treated as a casual vacancy.
The vacancy may be filled by:
- a new election; or
- another method determined by the relevant body (where permitted).
3.8 Irregularities, Investigations and Remedial Action
The Returning Officer may inquire into, investigate and determine any matter arising in relation to the conduct, integrity or outcome of an election, including any alleged irregularity, misconduct, non-compliance with this Procedure, or other matter affecting the validity or fairness of the election.
For the purposes of an investigation, the Returning Officer may:
- require candidates or others to provide information or clarification relevant to the election;
- make inquiries of University officers, service providers or others involved in administering the election; and
- take such other steps as the Returning Officer considers reasonably necessary to determine the matter.
Where the Returning Officer is satisfied that an irregularity, error, misconduct or non-compliance has occurred, the Returning Officer may take such corrective or remedial action as they consider appropriate to ensure the integrity and fairness of the election.
Corrective or remedial action may include, without limitation:
- correcting administrative or procedural errors;
- invalidating or excluding a nomination or any vote;
- disqualifying a candidate from the election;
- suspending the election process;
- re-conducting part or all of an election; or
- declaring an election void.
Any determination or action taken by the Returning Officer under this section must be made in good faith, be proportionate to the circumstances, and be directed to maintaining the integrity, fairness and proper conduct of the election.
3.9 Review of Returning Officer decisions
A decision of the Returning Officer made under this Procedure may be reviewed by Council.
A request for review must be made in writing, identify the decision under review, and be lodged within the timeframe specified by the Returning Officer when notifying the decision, or if no timeframe is specified, within seven (7) days of notification.
In conducting a review, Council may:
- affirm the decision of the Returning Officer;
- vary the decision; or
- set aside the decision and substitute another decision it considers appropriate.
In conducting a review, Council may obtain advice from Governance Services, Legal Services or such other advisers as it considers appropriate.
A decision of Council following a review under this section is final, and no further internal review is available.
4. Who holds responsibility within this procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
4.1 The Returning Officer is required to:
- determine detailed election arrangements
- establish the election timetable
- publish notices of election
- manage electoral rolls
- receive and validate nominations
- conduct ballots where required
- investigate election-related irregularities and take corrective or remedial action if required
- declare results.
4.2 The presiding member of the relevant body is required to:
- inform the returning officer of the need to hold an election in a timely manner
- provide an electoral roll, or details on who is eligible to vote
- assist the returning officer as requested to ensure smooth running of the election.
4.3 The candidates are required to:
- submit nominations by the closing date and time
- provide a supporting statement within the specified requirements
- respond to any queries from the returning officer, regarding their nomination, in a timely manner.
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Casual vacancy means a vacancy that arises when the person occupying that position vacates the position either by resigning or for some other reason.
Close of roll day means the effective date for the roll when all persons who satisfy the criteria for inclusion on the roll 9as specified by the returning officer) are to be added to the roll.
Relevant body means the body, committee or board which contains the elected position.
Relevant electoral roll and Relevant electorate means all persons who are listed on the roll for an election.
Returning officer means the Director, Governance Services (or their delegate) who is responsible for the administration of elections.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Election Policy |
|---|---|
Policy category | Council |
Policy owner | Vice Chancellor and President |
Approving authority | Transition Council / Council |
Procedure owner | Director, Governance Services |
Responsible officer | Director, Governance Services |
Effective from | 12 May 2026 |
Review date | 3 years after date this version is approved |
Enquiries | Policy Unit |
Replaced documents | None |