AAU logo

AAU Handbook

Election Rules

RULES ON ELECTIONS TO AALBORG UNIVERSITY GOVERNING BODIES (EFFECTIVE 25 JUNE 2019)

Published: 25.01.2018 (Last revised: 15.11.2019)

Print as pdf

Content

Pursuant to Section 99 of the Statutes of 24 September 2018 for the self-governing institution Aalborg University:

   1. The present rules concern elections to Aalborg University's board, academic councils, department councils, study boards and PhD committees for staff and students at the university. The purpose and function of the governing bodies are set out in the University Act and the University Statutes.
   (2) When a department council, study board or PhD committee falls under several main areas, and the election rules state that the dean is vested with decision-making powers for the body, decisions are made jointly by the areas' deans.


   2. When the present rules use the term ‘sub-election’, this refers to elections to a governing body within a particular coalition, subject to Section 2(2).
   (2) If it has been decided that election to a governing body is to be based on a division of representation areas, the term 'sub-election' means election to a governing body within a particular coalition within a particular area of representation.

 

CHAPTER 1. GOVERNING BODIES AND THEIR COMPOSITION


    3. The university board is composed of 11 members, five are elected by and among Coalition 1 members, by and among election Coalition 2 members, and by and among Coalition 3 members, in a 2:1:2 ratio.

     (2) Of the two board members from Coalition 1, one member must be from the Technical Faculty of IT and Design, the Faculty of Engineering and Science or the Faculty of Medicine, and
one member must be from the Faculty of Humanities, the Faculty of Social Sciences or the other main areas of the university if these have academic staff employed.

     4. For each academic main area, the rector sets up an academic council consisting of 15 or eight members. The dean is automatically a member of the council while the remaining members are elected by and among Coalition 1 members, and by and among Coalition 3 members, in a 5:2 ratio.
     (2) For each department, a department council is set up; its size is determined by the head of department, but may not exceed 13 members. The head of department is automatically a member and chair of the department council, while the remaining members are elected by and among Coalition 1 members, by and among Coalition 2 members, and by and among Coalition 3 members, in a 2:1:1 ratio.
     (3) The size of a study board is determined by the dean, but may not be less than four and not more than 12 members. Members are elected by and among Coalition 1 members and by and among Coalition 3 members in a 1:1 ratio.
     (4) The size of a PhD committee is determined by the dean, but it may not be less than six and not more than 14 members. Two of the members are elected by and among Coalition 4 members while the remaining members are elected by and among Coalition 1 members.
     (5) The size of the department councils, study boards and PhD committees is stipulated before the ordinary elections for Coalition 1 and 2 are called and reported to the election committee before the committee sets a deadline.

     5. All elections are by electoral proportional representation. However, election to the university board for members of Coalition 1 is election by simple majority.

 

SPECIAL RULES FOR STUDY BOARDS OFFERING ONLY CONTINUING EDUCATION MASTER’S PROGRAMMES

     5a. This section applies to study boards that only offer continuing education master’s programmes and where one or more of these programmes is offered under a cooperation agreement with another educational institutional.
     (2) If agreed in a cooperation agreement, the dean affiliated with the study board mentioned in Subsection (1) may stipulate that up to half of the members of Coalition 1 and/or Coalition 3 are elected by and among staff members or students from one or more other higher education institutions.
     (3) Staff members and students from other educational institutions are eligible under Subsection (2) where there is a specific link between the institution concerned and the programme offered by Aalborg University. The other institution handles the election process itself, including by-elections, and holds elections according to its own set rules, but such that the elected individual can join the study board at a time determined by Aalborg University.
     (4) If the other educational institution does not select the required number of staff members and students, the rector may fill the vacant seats in accordance with Section (39).
     (5) In addition, Aalborg University's election rules apply in their entirety to the members of the study board concerned who are elected by and among the staff members and students of Aalborg University.

 

DIVISION INTO REPRESENTATION AREAS

     6. For election to the university board, division into representation areas is not used. For elections to other governing bodies, it may be decided that elections be based on a specific division into representation areas. The decision may relate to one or more coalitions, and the division may vary by individual coalition.
     (2) According to Subsection (1), the decision is made by the head of department if the decision concerns a department council; by the dean if it relates to a study board or PhD committee; or by the rector if it relates to an academic council. The decision must be made and reported to the election committee by a deadline specified by the committee and must be based on a recommendation from or comment period in the governing body concerned. The decision is in effect until a new decision on the matter is made.
     (3) Division into representation areas may be used only if the following conditions are met:

(a) The division must be based on unambiguous criteria that clearly outlines and includes all those with election rights in the coalition.
(b) The division must not be based on job title.

     (4) The election committee must reject a division of representation areas that violates Subsection (3) and may reject a division that is otherwise considered inappropriate, such as if a representative area is very small.

 

CHAPTER 2. CALLING ELECTIONS


     7. Elections are called as ordinary elections, by-elections or extraordinary elections in accordance with the provisions of this chapter.
     (2) Elections are called and held and votes tabulated by the election committee with the assistance of the election secretariat.
     (3) Notices about elections are posted on Aalborg University's election website, in the official news bodies of the university or by other appropriate means.
     (4) The address of the election committee website is www.election.aau.dk[LI1] .

     8. Elections are called by publishing an election circular on the Aalborg University website and by direct information to relevant parties. However, the rector, election committee or chair of the election committee may decide that, instead of publication in the official news bodies of the university, publication should be made by posters or in another manner, if this is most appropriate.
     (2) The election circular must include:

(a) information on the election being held electronically
(b) overview of the type of governing body (university board, academic council, department council, study board or PhD committee) or individual bodies calling the election
(c) indication of the coalition(s) eligible to vote in the election called
(d) Indication of the term of office for the individual seats
(e) concise guidelines on the main rules of the election, stating that the election rules and an overview of the sub-elections, with indication of division into representation areas and the number of seats, can be found on Aalborg University's election website
(f) Information on the address of Aalborg University's election website

     (3) The election circular must include an appendix with a schedule of times and deadlines for the election:

(a) Time for publication of election lists and deadline for objections
(b) Deadline for objections to the placement the person concerned on the election lists as a result of restrictions on exercising election rights (cf. Chapter 3).
(c) Deadline for submitting candidate lists and deadline for objections
(d) Time for publication of candidate lists
e) Deadlines for electoral pact notification and related objections
(f) Time period when voting takes place
(g) Time of vote tabulation and announcement of the election results.
(h) Deadline for filing a complaint on the election process or tabulation of votes

 

ORDINARY ELECTIONS

     9. Ordinary elections are called by the election committee on the last working day of September before the end of the term of office.
     (2) Ordinary elections are timed so that the elected individual may accede to membership on 1 February following the election.
     (3) The election committee may decide that ordinary elections are held at other times, if justified by special considerations.
     (4) The election committee may decide that extraordinary and by-elections are called, held and votes tabulated at the same time as ordinary elections.

     10. The term of office for members of Coalition 1 and 2 is four years. For members of Coalition 3 and 4, the term of office is one year, however, for elections to the university board for Coalition 3, it is two years with staggered elections. The term of office always ends on 31 January. There may be re-election.

 

BY-ELECTIONS

     11. If a vacancy occurs among the elected members of a governing body during the term of office, and if, according to the procedural rules of the body, it is necessary to fill the vacancy with an alternate member, a by-election is called if the replacement cannot be made by selection or nomination in accordance with the provisions of Chapter 7. In this context, elected members are considered to be members of the governing body who have joined the body in accordance with the provisions of Chapters 6-7.
     (2) In the case of a vacancy on the university board, the rector may decide that a by-election be held in conjunction with the ordinary election if an ordinary election is held within three months of the resignation of the member concerned.
     (3) If the case of a vacancy on an academic council, department council, study board or PhD committee, the by-election is called in accordance with the following, subject to Section 11(4):

(a) If, within three months of the resignation of the member, ordinary elections are called for the group of voters concerned, a by-election may not be called, in which case the body functions with fewer members for the remainder of the term of office.
(b) If, within three months of the resignation of the member, an ordinary election for the body is called and no members of and among the group of voters concerned are elected, the by-election is held in conjunction with the ordinary election.
(c) If, within three months of the resignation of the member, an ordinary election for the body is not called, a by-election is called by decision of the election committee.

     (4) If the by-election is called due to submission of a justified objection under Section 42, the deadlines referred to in Subsection (3) are not calculated from the member’s resignation, but instead from the time when the decision on the merits of the objection was made.

     12. By-elections are called, held and votes tabulated as in ordinary elections, however, with changes resulting from the provisions in this section or the nature of the circumstances, and so that they are held as soon as possible. By-elections are called by the election committee or at the request of the rector. The timing of elections is organised by the election committee.
     (2) A candidate elected in a by-election becomes a member of the governing body for the remainder of the term of office once the by-election is given final approval.

 

EXTRAORDINARY ELECTIONS

     13. A vacant seat that must not be filled by calling an ordinary election or by-election, and that, under the rules, must not be vacant for the next ordinary election, is filled by calling and holding an extraordinary election.
     (2) The term of office of a person who joins a governing body through an extraordinary election is determined by the election committee and normally so as to conform to the applicable ordinary term of office for the coalition concerned.

     14. Extraordinary elections are called, held and votes tabulated as in ordinary elections, however, with changes resulting from the provisions in this section or the nature of the circumstances, and so that they are held as soon as possible. Extraordinary elections are called by the election committee or at the request of the rector. The timing of elections is organised by the election committee.
     (2) A candidate elected in an extraordinary election becomes a member of the governing body once the extraordinary election is given final approval.

 

CHAPTER 3. ELECTION RIGHTS (TO VOTE / TO BE ELECTED) AND ELECTION LISTS


     15. Anyone who, on the first day of the month where the election is called and also at the time of the election, falls under the coalition, meets the association requirement, falls under the election’s representation areas and has not been granted leave, has the right to vote and is eligible for election in a sub-election, subject to Section 15(2)-(3) and Section 17 (6). However, the right to be elected also extends to persons with leave, provided that ineligibility is solely due to leave at the time the election is called and held, and that the leave will have ended at the time for joining the governing body.
     (2) Election rights may only be exercised in accordance with the following limitations:

  • (a) Election rights may only be exercised only within one of coalitions 1, 3 or 2. A person who fulfils the conditions for exercising election rights within multiple coalitions is therefore to be classified in one of them in the order designated. PhD students always (also) have election rights within coalition 4.
  • (b) Election rights may be exercised only in one of several similarly situated governing bodies, meaning bodies of the same type (academic councils, department councils, study boards and PhD committees). A person who fulfils the conditions for exercising election rights for several academic councils or several department councils should exercise their election rights where they have their main position, except however for designation (cf. Section 17(3), last item) or, in the case of a student, based on the programme framework where they were last enrolled (bachelor, candidate, elective subject or the like). If a particular employment relationship cannot be designated as the main position, or a specific programme framework is not designated as the framework where a student was last enrolled, the election committee will put the individual concerned on the election lists with election rights for one of the possible academic councils or department councils. The election committee puts a person who fulfils the conditions for exercising election rights for several study boards or PhD committees on the election lists with eligibility for one of these study boards or PhD committees.
  • (c) Election rights may only be exercised within one representative area in the elections to a governing body. The election committee puts a person who fulfils the conditions for exercising election rights in several areas on the election lists with eligibility in one of these areas.
  • (d) In relation to the provisions of Section 15(1) (a)-(c), the timing of calling the election is crucial for granting election rights and putting persons on election lists.


(3) A condition of the right to vote is that the person concerned is on the election list with voting rights in a sub-election. 
 

COALITIONS

     16. Staff and students are classified in the following coalitions (subject to Sections 16(2)-(4)):

(a) Coalition 1 Staff members with at least half-time employment as academic staff, including employed PhD students
(b) Coalition 2 Staff members with at least half-time employment as technical or administrative staff
(c) Coalition 3 Students enrolled at Aalborg University:

  • in a degree programme to obtain evidence of the completion of a bachelor's, professional bachelor's or master’s degree at the university,
  • in a degree programme to obtain evidence of the completion of a PhD programme at the university, except, however, employed PhD students, or
  • in part-time programmes offered as continuing or further education, except, however, students enrolled as single-course students. 

(d) Coalition 4 In addition to placement according to Section 16(1) (a) and (c), students enrolled at Aalborg University in a degree programme for the purpose of obtaining evidence of completion of a PhD programme at the university are also placed in Coalition 4.

     (2) Clinical professors and associate professors in the health science area have election rights in Coalition 1. However, these may not constitute more than half of the coalition 1 seats in a governing body, except for the department council in the Department of Clinical Medicine.
      (3) The following groups of staff members do not have election rights:

(a) staff members who have a permanent affiliation with a governing body or who regularly serve as substitutes for persons who have a permanent affiliation, for example the rector, pro-rector, deans, pro-deans and heads of department.
(b) staff members who are considered to have a looser affiliation with the university in the election context, such as teaching assistants, part-time lecturers and external co-examiners.

     (4) Questions of interpretation of coalition membership are decided by the rector upon recommendation or comment by the election committee.

 

AFFILIATION REQUIREMENTS

      17. For elections to the university board, there are no additional affiliation requirements other than employment at the university or enrolment in a programme offered by the university.
      (2) For elections to academic councils, the affiliation requirement for members of coalition 1 is employment under an academic council’s area; for members of coalition 3 it is enrolment in a programme, including an elective course belonging to this area.
     (3) For elections to department councils, the affiliation requirement for members of coalition 1 and 2 is employment in the department; for members of coalition 3 it is enrolment in a programme, including an elective course connected to the department. Where there is no clear link between a study board and department, the dean decides which department a programme is affiliated with. Members of coalition 2, who are neither employed in a department nor whose job is substantially located at a department other than that of the employment relationship, may be affiliated with a department where their job is. If such a change in election rights is desired (cf. item 3), the election secretariat is notified prior to the election, in accordance with election committee specific guidelines.  
      (4) For elections to study boards, the affiliation requirement for members of coalition 1 is teaching duties in the study board’s area; for members of coalition 3 it is enrolment in a programme, including an elective course belonging to the study board’s area.
     (5) For elections to PhD committees, the affiliation requirement for members of coalition 4 is enrolment in a PhD programme that falls within the scope of the PhD committee; for members of coalition 1 it is either serving as a main supervisor for a PhD student who meets the affiliation requirement for the relevant PhD committee, or a serving as the head of a programme under the PhD committee’s area.
     (6) Election rights in a sub-election requires that the affiliation requirement be met at the time the election is called, however, such that the affiliation requirement for elections to study boards or PhD committees only for members of coalition 1 was met at some point during the year preceding the time of the call.

 

ELECTION LISTS

     18. Prior to each election, lists of eligible voters are drawn up by sub-elections (election lists) that are made available to those eligible in Aalborg University's electronic election system. However, PhD students are only put on election lists with election rights within coalition 3, if they so request.
     (2) Objections to the election lists must be submitted to the election secretariat within the period specified in the election circular, after which the election committee makes a decision on the merits of the objection. However, for as long as practical, PhD students, upon request, may be put on the election lists with election rights within coalition 3 (cf. Section 16(1) (c), no. 2).
     (3) Requests for changes to election lists may be submitted to the election committee until the deadline specified in the election circular expires, in the following cases:

(a) A person who fulfils the conditions for exercising election rights for multiple study boards or PhD committees may request to be put on the election lists with election rights for another study board or PhD committee other than those the person has been included on with voting rights before the deadline expires
(b) A person who fulfils the conditions for exercising election rights in multiple academic councils or department councils, and where no employment relationship can be designated as the main position, or no programme framework can be designated as the framework where the person was last enrolled, may request to be put on the election lists for another academic council or department council other than the one for which the person has election rights before the deadline expires.

     (4) After the deadlines set out according to Section 18(2) and (3), no changes to the election lists may be made, but the election committee must rectify actual errors as long as practicable.

 

CHAPTER 4. NOMINATION OF CANDIDATES AND NOTIFICATION OF ELECTORAL PACTS

 

NOMINATION OF CANDIDATES

     19. The nomination of candidates is made by submitting candidate lists to the election secretariat in the electronic election system within the time limit specified in the electoral circular (candidate notification deadline). The candidate list notification indicates the relevant sub-election and must include a proposal for a list name. The list name may not indicate which sub-election is involved.
     (2) If the candidate notification does not indicate that candidates are similarly ranked, the candidates in the electronic election system are considered to be prioritised in the order indicated by the list coordinator. The candidate declares their willingness to be elected with acceptance of the candidate list invitation via the electronic election system. However, a candidate's acceptance may be revoked by contacting the election secretariat prior to the election.
     (3) In elections to the university board for members of coalition 1, a candidate list may include only one candidate.
     (4) In elections to the university board, the notification of the candidate list in the electronic election system must have at least 10 endorsements, each of which must have the right to vote in the sub-election concerned. A candidate may not endorse their own candidate list, but may endorse several candidate lists.

     20. If a candidate list meets the conditions of the election rules, or if an exemption is requested in a timely manner, the election committee publishes the candidate list at the time specified in the election circular. For this purpose, the election committee gives a name (list name) to each candidate list (cf. Section 19 (1)).  
     (2) If a notification does not fulfil the conditions, the candidate list is rejected as invalid. If this is discovered only after the deadline for the candidate notification, the election committee may, in the event of minor errors, allow a period of up to 48 hours to rectify this.
     (3) Objections to published candidate lists must be submitted to the election secretariat before expiration of deadline specified in the election circular.
     (4) The election committee decides on the final approval or rejection of candidate lists submitted. In this context, the committee may impose conditions for approval (cf. Section 20(2)), make changes to the candidate list, including removing candidates from the candidate list who are not eligible for the relevant sub-election according to the election rules, or approve candidate lists submitted too late if the delay is minor and approval does not affect the ability of other candidates to be elected. The election committee publishes the final candidate nominations.

 

ELECTORAL PACTS

    21. An electoral pact can be made between two or more candidate lists if the candidate lists relate to the same sub-selection. However, in elections to the university board, no electoral pact may be made within coalition 1. A candidate list may only be included in one electoral pact.
     (2) Electoral pacts are made by submitting the electoral pact to the election secretariat on forms drawn up for that purpose or by notification via the electronic electoral system according to the election committee provision within the deadline specified in the election circular (electoral pact notification deadline). The notification must indicate the sub-election and the candidate lists that the notification relates to. The notification must include a proposal for the name of the electoral pact. The electoral pact name may not indicate which sub-election is involved.
     (3) The notification of the electoral pact must be accepted by all candidates included in the electoral pact, thus declaring their willingness, with binding effect, to be included in the electoral pact.
     (4) If the notification of the electoral pact fulfils the conditions of the election rules, the electoral pact is published by the election committee, as each electoral pact committee is given a designation by the election committee (cf. Section 21 (2)) (electoral pact name). If the notification does not meet the conditions, it is rejected as invalid.
     (5) Objections to the electoral pact are submitted to the election secretariat before expiration of the deadline specified in the election circular. If there are no objections or the objections are rejected by the election committee, the electoral pacts are final. If changes are made on the basis of the objections in accordance with the election committee's provision, the electoral pacts are final. The election committee publishes the final approved electoral pacts. 

 

USING A PROXY

     22. If it is not possible for a candidate to join an electoral pact notification, another person may do so on the candidate's behalf if such authorisation is submitted before the relevant deadline.
 

UNCONTESTED ELECTIONS

     23. If the number of candidates nominated does not exceed the number of vacant seats in the relevant sub-election, the sub-election is held as an uncontested election, whereby voting is cancelled. This applies regardless of whether the candidates nominated are similarly ranked or prioritised, irrespective of whether there are multiple candidate lists and regardless of whether the number of candidates nominated is zero.
     (2) If there is only one candidate list in a sub-election, and if the list is prioritised, the sub-election will also be held as an uncontested election, even if more candidates are nominated than may be elected. In such a case, candidates are considered for election in the order of priority.
     (3) In uncontested elections, the election committee publishes the cancellation of the vote at the same time as publication of the final candidate nominations.

 

CHAPTER 5. HOLDING ELECTIONS


     24. Elections are secret and are held as electronic elections.

     25. Elections take place by electronic voting in the period specified in the election circular.

     26. Electronic voting is done in the Aalborg University electronic election system. Access is obtained via the Aalborg University election website.
     (2) Voting takes place by those with voting rights logging on to the election portal where they are presented with electronic ballots for the sub-elections they are entitled to vote in. A voter may cast one vote per sub-election that they are entitled to vote in. A vote may be cast for either a candidate or a list or in the “blank” category.
    

RULES ON CAMPAIGNING FOR ELECTIONS AND PROVIDING ASSISTANCE

     27. Candidates must campaign for election in a fair and orderly manner.
     (2) Students and staff must not be involved in violating election secrecy or breaking election rules.
     (3) In the course of the election, candidates may only send emails via the university mailing lists if approved by the election committee.
     (4) Violation of Section 27(1)-(3) is sanctioned by the rector according to the university rules on disciplinary sanctions.

 

CHAPTER 6. TABULATION OF VOTES AND PUBLICATION OF ELECTION RESULTS


      28. Votes are tabulated in an open meeting of the election committee. Any drawing of lots on this is done by the chair of the election committee.

     29. The election committee decides whether the votes cast are valid.
     

TABULATION OF RESULTS OF MAJORITY VOTING, ELECTION TO UNIVERSITY BOARD FOR COALITION 1

     30. Elections to the university board for coalition 1 are held as a majority vote with a simple majority between individuals. The candidates who received the highest number of personal votes are elected. For this purpose, any list votes are considered personal votes.
      (2) If two or more candidates received the same number of personal votes and not all of these candidates may be elected, lots are drawn between the candidates.
     (3) If the two candidates who received the highest number of personal votes are both employed under the same group of main areas (cf. Section 3 (2)), only the candidate who received the most votes is elected. The other seat goes to the candidate from the other group of main areas that received the most votes.

 

TABULATION OF RESULTS OF PROPORTIONAL REPRESENTATION, ELECTIONS TO ALL BODIES EXCEPT THE UNIVERSITY BOARD, COALITION 1

     31. Tabulation of proportional representation is done according to the d'Hondt method.
     (2) The calculation is done by first allocating the vacant seats by electoral pacts and candidate lists, then by candidate lists and finally by candidates within each candidate list.

 

DEFINITIONS

     32. A candidate list’s list votes are calculated as the sum of the votes cast directly for the candidate list rather than for individual candidates.
     (2) A candidate's personal votes are calculated as the sum of the votes cast directly for the candidate.
     (3) A candidate’s vote count is determined by combining the candidate’s list votes with the personal votes for all the individual candidates in the list.
     (4) An electoral pact’s vote count is determined by combining the vote counts for the candidate lists included in the electoral pact.
     (5) Proportional representation quotients of an electoral pact or candidate list are determined by dividing the vote count of the electoral pact or candidate list, respectively, by 1, 2, 3, 4, 5, etc. Each electoral pact and candidate list thus has one or more quotients of decreasing value.
     (6) The apportionment number of a candidate list is determined by dividing the vote count of the candidate list by a number that is one greater than the number of seats allocated to the candidate list. For example, if three seats are to be allocated, the divisor is four. If the quotient obtained by the division is not a whole number, the quotient shall be increased to the nearest whole number.
     (7) An exhausted candidate list means a list of candidates where the number of seats given to the list exceeds the number of candidates listed.

 

ALLOCATION OF SEATS TO ELECTORAL PACTS AND CANDIDATE LISTS

     33. The allocation of seats to electoral pacts and candidate lists takes place according to calculation of proportional representation quotients for the electoral pacts and candidate lists concerned. The number of quotients must be calculated so that they allow the allocation of seats.
     (2) The allocation of seats between two or more electoral pacts or between electoral pacts and candidate lists takes place according to the decreasing value of the proportional representation quotients calculated in accordance with Section 33(1). The first of the vacant seats thus goes to the electoral pact or candidate list with the highest quotient, the second to the electoral pact or candidate list with the second highest quotient, and so forth.
     (3) The resulting number of seats for an electoral pact is distributed between the candidate lists in the pact according to the procedure referred to in Section 33(2) until all the seats for the election concerned are allocated to candidate lists.
     (4) If the allocation of seats exhausts a candidate list, the remaining seats go to the other candidate lists in the electoral pact in the order of quotients. After this allocation, if a candidate list or an electoral pact does not have enough candidates to occupy the seats, the remaining seats go to the other candidate lists and electoral pacts in accordance with the rules set out in this section.
     (5) If several electoral pacts and/or candidate lists received the same quotient for the last seat to be allocated, the allocation is done by drawing lots.

 

ALLOCATION OF SEATS WITHIN A CANDIDATE LIST

     34. The allocation of seats within candidate lists where the candidates are similarly ranked is based on the candidates' personal votes in accordance with the procedure described in Subsection (2).
     (2) The candidate who has obtained the highest number of personal votes is allocated the seat or one of the seats. The remaining seats are then allocated in the same way according to the number of candidates' personal votes. If the last seat of the candidate list is to be distributed between two or more candidates who received the same number of personal votes, the seat is allocated by drawing lots.

     35. The allocation of seats within candidate lists where the candidates are prioritised is based on the candidate lists’ apportionment number, the candidate lists’ list votes and the candidates' personal votes in accordance with the procedure described in Subsection (2)-(3).
     (2) The candidate prioritised first is allocated the seat or one of the seats only if the candidate can be allocated a number of the candidate list’s list votes that, in conjunction with the candidate's personal votes, are equal to the apportionment number. After the reduction of the list votes already used, the prioritisation is retained in the same way in relation to the other candidates until candidate list’s seats are allocated or until a candidate cannot be allocated a number of list votes that, in conjunction with the candidate's personal votes, equals the apportionment number.
     (3) According to Section 35(2), the last candidate who obtains a proportion of the list votes without reaching the apportionment number, competes with the other candidates on the list for the remaining seats, based on the candidate’s personal votes and without prioritising (subject to the last item)[LI2] [LI3] . If two or more candidates have obtained the same number of personal votes, they are selected in the order of priority of the list.

 

DETERMINING ALTERNATE ORDER FOR A CANDIDATE LIST

     36. At the same time as the tabulation of elections, the election committee determines the order in which non-elected candidates are to be selected as alternates for each candidate; this selection is made from the candidate list concerned (candidate list alternate order).
     (2) The determination of alternate order takes place in accordance with Section 34(2) if candidates in the candidate list are similarly situated, and otherwise in accordance with Section 35(2) and (3).
     (3) The alternate order for each candidate is published simultaneously with the publication of the election results.

 

PUBLICATION OF ELECTION RESULTS AND APPROVAL OF ELECTIONS

     37. For each sub-election tabulated, the election committee publishes the results at the meeting on this. The results for all sub-selections are published on the election committee website as soon as possible after the meeting.
     (2) The result of the election to the university board is approved by the board no later than the first meeting following the election. Other elections are approved by the election committee.
     (3) Where a complaint leads to a change of the election result, the amended result is published on the election committee website as soon as possible after the change.

 

CHAPTER 7. FILLING SEATS BY MEANS OTHER THAN ELECTION


     38. Under the provisions of this chapter, vacant seats may be filled without holding and tabulating elections.

 

FILLING SEATS NOT FILLED BY AN ELECTION RESULT

     39. If an election result shows that an election for an academic council, a department council, a study board or a PhD committee has not elected the required number of candidates resulting in vacant seats, additional members are designated in accordance with Section 39(2)-(5).
     (2) If the vacant seats are in coalition 1 or 2, the dean must consult those eligible for election and the governing body before submitting a recommendation as to which eligible persons must be designated as additional members of the body.
     (3) If the vacant seats are in coalition 4, the dean must consult those eligible for election and the governing body, before submitting a recommendation as to which eligible PhD fellows will be designated as additional members of the body.
     (4) If the vacant seats are in coalition 3, the governing body functions with the smaller membership for the term of office.
     (5) According to Section 39(2) and (3), the recommendation is given to the rector upon request. The rector then designates the remaining members; the dean is informed of the result, and the result is published on the election committee website.

 

FILLING VACANCIES BY SELECTION OR NOMINATION

     40. If a vacancy occurs among the elected members of a governing body during the term of office, and if, according to the procedural rules of the body, it is necessary to fill the vacancy with an alternate member, this may be done by selection or nomination without holding an election, in accordance with the provisions of this chapter. In this context, elected members are considered to be members of the governing body who have joined the body in accordance with the provisions of Chapters 6-7.

     41. If the vacancy concerns coalition 3’s university board members or a member of an academic council, department council, study board or PhD committee, an alternate is selected in accordance with Section 41(2)-(4).
     (2) If the candidate list of the vacant member has not been exhausted, an alternate is selected from this list. Otherwise, the selection is made from a non-exhausted candidate list which the exhausted list has an electoral pact with. Where there are several such lists, the selection is made from the lists that must be considered entitled to the seat.
     (3) If it is not possible to select an alternate according to Section 41(2) and if there is no vacancy on the university board, the selection is made from the non-exhausted candidate list that must be considered entitled to the seat.
     (4) The selection of an alternate from a candidate list is always done in accordance with the list’s order of alternates. If it proves necessary to draw lots, this must be done as soon as possible by the chair of the election committee under the supervision of at least one other member of the election committee.

     42. If the vacancy concerns a member of an academic council, a department council, a study board or a PhD committee, and if an alternate cannot be selected, the dean must consult the governing body before nominating a new member (subject to Section 42(6)), who must be eligible to be elected to the body concerned in the representation area concerned. A member of coalition 3 may be nominated only if the individual concerned agrees to this.
     (2) The nomination is submitted to the election secretariat. If the nominee is eligible, the election secretariat publishes the nomination on behalf of the election committee noting that the nominee takes the vacant seat if no objection is raised within a period of one week. The nomination must be published in an appropriate manner so that those eligible for election are able to object.
     (3) Members of the group of voters concerned may object to the candidate's eligibility in a written, substantiated objection. If more than 1½ years of the term of office remains, at least 25 percent of the members of the group of voters concerned, but not fewer than 5 persons, may also object in writing to the vacant seat being filled without holding an election. Where such an objection is made, it applies to all seats that are relevant to the group of voters concerned and that are vacant at the time of objection.
     (4) The election committee decides on the merits of the objections. If no objection is raised within the deadline, the candidate immediately becomes a member of the governing body for the remainder of the term of office.
     (5) Where a decision is made that an objection is justified, a by-election is called in the case of coalition 1 and 2. For coalition 3, a by-election is not called and the vacancy remains for the remainder of the term of office.
     (6) However, where the opposition includes several seats, additional by-elections are called only for the seats for which the objection is justified (subject to Section 42(3), last item).
     (7) The election committee may decide that a seat that can be filled by nomination is instead filled by a by-election.

 

FILLING SEATS BY DESIGNATION (SPECIAL CASES)

     43. In special cases, vacant seats are filled by designation, in accordance with Section 43(2)-(4) (subject to Section 43(5) and (6)). The following are considered special cases:

(a) Establishment of a new academic council
(b) Establishment of a new department council, study board or PhD committee
(c) Increase in the number of seats in an existing department council, study board or PhD committee during the term of office
(d) Other special cases where the election committee deems the ordinary election procedure inappropriate for practical and/or technical reasons.

     (2) Designations pursuant to Section 43(1)(b) or (c) are made by the dean. Other designations are made by the rector upon a recommendation from the dean. However, designation of members within coalition 3 may only take place after a comment period for students in the field and relevant student organisations. The designation may only include persons who agree to this.
     (3) The period during which the member(s) designated will serve as a member of the governing body (term of office) must be indicated no later than at the time of the designation. The term of office is determined in consultation with the election committee that ensures, as far as possible, that any subsequent by-election may be called in conjunction with the annual ordinary elections for coalition 3.
     (4) Designation according to Section 43(1) is reported to the election secretariat who then informs the election committee. The report must include information on the governing body as well as the individuals designated. Regarding the governing body, its name, the number of seats and any representation areas broken down by coalition are to be indicated. For each designated person, the person’s name, coalition membership and any representation area membership are to be indicated.
     (5) The rector may decide that the vacant seats not be filled by designation but instead by elections, upon recommendation from the dean and comment from the election committee.
     (6) The seats on the university board, that according to statute must be filled by election, cannot be filled by designation.

 

CHAPTER 8. COMPLAINT AND EXEMPTION


     44. Unless otherwise specified in the University Act, the university statutes or the present rules, the election committee may grant an exemption from the election rules if there are special circumstances.

     45. Eligible persons may file a written, substantiated complaint with the election committee no later than within one week of the publication of the election results. The election committee may reject the complaint, change the result of the election in the light of the complaint, or decide to call a re-election in relation to one or more of the sub-elections held. The decision is based on materiality criteria.
     (2) Decisions made by the election committee or on its behalf may be brought before the rector by the individual concerned. The complaint must be in writing and substantiated and must be received by the rector no later than one week from the day the complainant received the decision. Where the decision concerns a complaint relative to Section 45(1), only the person(s) with a legal interest may bring the decision before the rector.
     (3) Where the decision of the rector, according to Section 45(2), concerns elections to bodies other than the university board, the decision is final; students, however, may file a complaint in accordance with the University Act.
     (4) Where the decision of the rector, according to Section 45(2) concerns election to the university board, the decision may be brought before the board by the person(s) with a legal interest. The complaint must be in writing and substantiated and must be received by the rector no later than one week from the day on the complainant received the decision. The university board decides on the complaint at the same time as the approval of the election. The board's decision is final; students, however, may file a complaint in accordance with the University Act.
     (5) Complaints do not have suspensive effect.

 

CHAPTER 9. OTHER REGULATIONS

 

ELECTION COMMITTEE AND ELECTION SECRETARIAT

     46. The election committee, which is tasked with calling, holding and tabulating elections and assisted by the election secretariat, is appointed and dissolved by the rector.
     (2) The committee consists of one member from each main scientific area of coalition 1, one member from coalition 2 and one member from coalition 3. The committee elects its chairperson from among its members.
     (3) Committee meetings are closed except for the meeting where elections are tabulated. In addition, the committee establishes its rules of procedure and thus may decide to delegate the calling of individual sub-elections to the chair.
     (4) In special cases, the rector may assume the authority of the election committee.

 

TABULATING ELECTION DATA

    47. The election committee makes sure (cf. Section 47(2)) that the essential election data are tabulated. 
    (2) The electronic election system tabulates results for an overall election by coalition. For each sub-election, the tabulations indicate information on the candidates by-election lists and indicate the name, the votes cast by candidate lists, candidates and blank votes, voting percentages, which candidates were elected and the alternate order of each candidate list.
     (3) Election material is retained to the extent that it is considered to have material relevance for calling, holding or tabulating elections.

 

COMMENCEMENT, ETC.

      48. The rector establishes rules for election to the university’s governing bodies. The rules commence with signature of the rector and thus affect persons elected according to rules previously in effect. The university board is informed of changes in rules for elections to the university’s governing bodies.
     (2) Changes to the rules may be made based on proposed amendments drawn up by the rector upon consultation with the election committee or recommendation from the election committee to the rector.
     (3) Upon recommendation from the rector, the university board establishes rules on the election of members to the university board.
     (4) The rules on elections to Aalborg University governing bodies of 19 December 2016 are hereby repealed.

 

Origin, background and history

The present rules were adopted by the Aalborg University Board on 25 June 2019.

Purpose and delimitation

The present election rules concern election to Aalborg University's board, academic councils, department councils, study boards and PhD committees for staff and students at the university (cf. Section 1). The purpose and function of the governing bodies are set out in the University Act and the University Statutes.

Overall framework

None.

Contact and responsibility

Contact the election secretariat in Study Service for questions on the rules at valgsekretariatet@adm.aau.dk or Tel.: (+45) 9940 7618 / 9940 7285.

Search AAU Handbook

Target group

  • Det Humanistiske Fakultet
  • Det Ingeniør- og Naturvidenskabelige Fakultet
  • Det Samfundsvidenskabelige Fakultet
  • Det Sundhedsvidenskabelige Fakultet
  • Ansatte på AAU
  • Det Tekniske Fakultet for IT og Design
  • Fælles Service
  • Institutter
  • Skoler
  • Studienævn

Category

  • Fysiske forhold
  • Bolig til udenlandske studerende og ansatte
  • Byggeri og bygningsdrift
  • Fysisk arbejdsmiljø
  • Lejemål
  • Lokaler
  • Miljø
  • Sikkerhed
  • Udendørs arealer
  • Organisation
  • Forsikring
  • GDPR
  • Strategi og udvikling
  • Styrelsesspørgsmål
  • Styrende organer
  • Personale
  • Ansættelse
  • Arbejdsmiljø
  • Barsel
  • Ferie
  • Fratrædelse
  • Internationale medarbejdere
  • Kompetenceudvikling
  • Løn
  • Personalepolitik
  • Rekruttering
  • Samarbejde
  • Sygdom
  • Kommunikation
  • Design og logo
  • Intern kommunikation
  • Markedsføring
  • PR og presse
  • Sprog og oversættelse
  • Forskning
  • Forskningsregistrering i VBN
  • Input fra fakulteterne
  • Ph.d.
  • Økonomi
  • Anlæg
  • Bogholderi
  • Budget
  • e-handel
  • eforms
  • Indkøb
  • Projektøkonomi
  • Prophix
  • Qlikview
  • Regnskab
  • Rejser
  • RES
  • RUS2
  • Statistik
  • Økonomistyring
  • Uddannelse
  • Hjemmesider om uddannelse
  • Internationalisering
  • Klager dispensationer og disciplinære foranstaltninger
  • Kvalitetssikring og akkreditering
  • Optagelse orlov og udmeldelse
  • Undervisning eksamen og merit
  • IT
  • Hjemmesider
  • IT - diverse
  • IT Services
  • Scanpas-vejledninger

Type

  • Politik
  • Procedure
  • Regel
  • Et godt råd
AAU Handbook