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Terms of Reference for Electoral Committee

The Electoral Committee was established to oversee and conduct the elections for the Alumni, ensuring a transparent and fair electoral process. The committee's responsibilities encompass organizing, executing, and supervising all aspects of the electoral procedures.

Terms of Reference for Electoral Committee 1. Committee Purpose and Scope The Electoral Committee was established to oversee and conduct the elections for the Alumni, ensuring a transparent and fair electoral process. The committee's responsibilities encompass organizing, executing, and supervising all aspects of the electoral procedures. 2. Committee Composition The Electoral Committee shall consist of a minimum of three (3) members, including a Chairperson and two (2) additional members. All members shall be alumni and shall not be running for any position in the election. The Chairperson shall be selected by the Alumni Association Board/Executives. 3. Responsibilities and Duties The Electoral Committee shall be responsible for the following: 3.1. Developing and maintaining electoral rules and regulations, which should be shared with all potential candidates and the alumni community at large. 3.2. Receiving nominations for alumni positions and verifying the eligibility of candidates in accordance with the election rules. 3.3. Organizing and facilitating candidate debates, if necessary. 3.4. Arranging and conducting the voting process, which may include in-person, online, or a combination of both methods. 3.5. Ensuring that the voting process is confidential, secure, and tamper-proof. 3.6. Counting and verifying the votes, declaring the election results, and resolving any disputes that may arise during the process. 3.7. Communicating the election results to the alumni community and the Alumni Board. 3.8. Maintaining records of the electoral process, including candidate nominations, voter lists, and the final vote tally. 4. Time Frame The Electoral Committee shall adhere to the following time frame for conducting the alumni association elections: 4.1. Announcement of Election: The Committee shall announce the election at least 15 days before the election date. 4.2. Nominations Period: Nominations for alumni association positions will be open for a minimum of 10 days after the election announcement. 4.3. Candidate Eligibility Verification: The Committee shall verify the eligibility of candidates within 5 days after the nominations period ends. 4.4. Candidate Debates (if applicable): Debates, if organized, shall be scheduled within 5 days after the eligibility verification. 4.5. Voting Period: The voting period shall be open for a minimum of 1 day, providing alumni sufficient time to cast their votes. 4.6. Vote Counting and Result Declaration: The Committee shall count votes and declare the election results within 1 day after the voting period closes. 4.7. Dispute Resolution: Any disputes related to the election shall be resolved within 1 day of the election results being declared. 4.8. Communication of Results: The election results shall be communicated to the alumni community and the Alumni Board within 5 days after the results are verified. 4.9. Records Maintenance: The Committee shall maintain records of the electoral process for a minimum of one year after the election. 5. Conclusion The Electoral Committee is responsible for ensuring a smooth and transparent electoral process for the Alumni. The Committee shall operate in a fair, unbiased, and professional manner to maintain the integrity of the elections.