Operating Code for the Standing Committee on Nomination and Election of Officers

 

 

General Duties

  1. The Nomination and Election of Officers Committee shall be a Standing Committee of the Academy, appointed to conform to the provisions set forth in the By-Laws, Article IX, 5(e).
  2. The Committee shall consist of five members including the President-Elect, who will serve as Chairperson. The other four shall be Fellows appointed by the President for two-year rotating memberships.

Election Provisions of the By-Laws

  1. The President-Elect shall be elected annually. The Secretary-Treasurer shall be elected on even-numbered years for a two-year term. The Executive Committee Members-at-Large shall be elected for a two-year term, one to be elected on an even-numbered and one on an odd-numbered year (By-Laws, Article VI, Section 8).
  2. All votes by Active Fellows for officers and Executive Committee members shall be cast by mail or electronic ballot, which must be sent out not less than thirty (30) days prior to the Annual Meeting. (Ballots shall be mailed to Emeritus Fellows and Marked “for informational purposes only”.) If two (2) or more Active Fellows are voted upon for the same office, a majority shall signify election. The Academy Business Office will prepare the electronic voting tool and notify Active Fellows when voting begins. Voting will rmain open for a period of two weeks. The Academy Business Office will send out 2-3 reminders to Active Fellows during the open voting period. Any tie shall be resolved by a vote of the Executive Committee (By-Laws Article VI, Section 3 [underlined portion pending approval at the 2000 Annual meeting]).

Eligibility for Nomination

  1. Fellows shall be eligible for nomination to officer after the following prescribed periods of membership:

    President-Elect
    Secretary-Treasurer
    Member-at-Large
      Four years as Active Fellow
    Three years as Active Fellow
    One year as Active Fellow

    A present incumbent can succeed himself or herself.

    Example: A Fellow inducted at the Annual Meeting in the year 2000 will be eligible for nomination for election to Member-at-Large after the Annual Meeting in 2001. The same Fellow will be eligible for nomination to Secretary-Treasurer after the Annual Meeting in 2003, and for President-Elect after the annual meeting in 2004.
  2. Any Fellow currently holding an office shall be eligible for nomination to the same or another office only during the final year in office.
  3. Members of the Committee on Nomination and Election of Officers are eligible for election to office.

 

Timeline

 

  1. March 7 - Send slate of officers to business office
  2. March 14 - Headshots and bios of officer nominees due to business office
  3. April 1 - voting process begins
  4. April 5 - first reminder vote
  5. April 11 - second reminder to vote
  6. April 14 - voting deadline

 

Preparation of the Slate

  1. At the Annual Meeting of the Academy, the outgoing Chairperson shall distribute a form calling for nominations of officers for the following year. The name and address for returning the completed form should be that of the incoming Chairperson (i.e., President-Elect of the Academy). 
  2. For mass mailing, the Chairperson should supply information to the Editor of the NAK Newsletter concerning nominations of Fellows for the Appropriate Vacant Offices. The information should include a statement that, to be considered, the nominations must be in the hands of the Chairperson by an early specified date.
  3. The Chairperson will prepare copies of a list of eligible nominees and send a copy to each member of the Committee, asking the member to rank the candidates for each office beginning with first choice, second choice, etc., and return the ranked list to the Chairperson. If a member of the Committee is nominated for office, the member will refrain from rating himself or herself in the balloting process. The median of the ratings of the other members of the Committee will be utilized in such a case for the purposes of tabulating the balloting. 
  4. Nominations may be accepted for more than one office, and balloting by the Committee may place such persons in the first or second position for more than one office. In such instances, these persons would be placed on the slate for one office only, whichever office has the higher priority as defined by the following order: President-Elect, Secretary-Treasurer, Member-at-Large. 
  5. Two Fellows from the same institution may not be placed on the ballot for the same office. 
  6. From these rankings, and under the conditions described, the Chairperson shall determine the two highest ranked nominees for each vacant office. In case of a tie vote, another vote to break the tie shall be taken. 
  7. The Chairperson shall then contact the nominees and determine their willingness to serve. The Chairperson will proceed down the list of nominees until two candidates indicate a willingness to have their names placed on the ballot. The Academy Business Office will prepare the electronic voting tool and notify Active Fellows when voting begins. Voting will remain open for a period of two weeks. The Academy Business Office will send out 2-3 reminders to Active Fellows during the open voting period.
  8. The Academy Business Office will provide a voting summary to the Chairperson of the Committee and President.
  9. The results of the election shall be determined by the Chairperson, as provided by the By-Laws, which specifies a simple majority of ballots cast to win. Any tie shall be resolved by a vote of the Executive Committee.

Announcement of Results

  1. The Chairperson shall immediately transmit the election results to the President and to the Editor of the Academy Newsletter in time for the results to be published in the issue prior to the Annual Meeting. 
  2. After the President has notified the candidates of the results, the Chairperson then congratulates the winning candidates on their election and shall thank the non-elected candidates for their willingness to serve. 
  3. The President shall inform the other members of the Committee on Nomination and Election of Officers and the members of the Executive Committee of the election results and suggest that congratulatory notes be written to them.
  4. The Committee Chairperson shall announce the outcome of the election in the NAK Newsletter.

Committee Report

  1. At least 30 days prior to the Annual Meeting, the Committee on Nomination and Election of Officers shall prepare a report of the year’s work of the Committee and include any recommendations for needed changes in the Committee’s Operating Code. 
  2. After the Annual Meeting, the Chairperson of the Committee on Nomination and Election of Officers will turn over to the incoming Chairperson those contents of the Committee’s files that are judged to be helpful to the work of the new Committee. 
  3. The Academy Business Office is to retain a copy of the electronically generated election results until following the meeting where Officers are inducted.