EC Manual
The twelve months immediately preceding an election applies to the 1st of July, the actual start of the election.
Always remember that the name of the nominator is confidential. No one except the assigned EC Rep, the Chair and DM, may know who submitted a nomination. The automated notices you receive from Oversight include the name of the nominator so never forward them to the nominee or the EC Mail List. Always use the appropriate FORM LETTER to send notice of a nomination.
A copy of the nominations for your assigned region will be sent to your private email. Unless Larry changes the format, it will look something like this:
Nominator: Benjamin Franklin
Email: DePress@Baltimore.net
IP: 10.0.0.0
SEMA CC: George Washington
Email: DePrez@valleyforge.org
Qualifier: Tea Party County
State (where applicable): VA
Determine that the nominator is a USGW member in good standing (active & approved), by checking the Membership Report in Oversight. Your EC password for Oversight is not the same password you might have set as a user of the registration system. Ask the Chair or the Dataset Manager for your Oversight password.
Nominators and nominees do not have to be Registered to vote. If not registered, they won't be able to vote in the current election, but that doesn't change their eligibility to register and vote, or to run for and hold an AB seat. NOTE: Registration information is confidential except as directed by EC Procedures.
If Oversight indicates the nominator is an eligible member of USGenWeb, send a thank you note to the nominator for the nomination.
Post a note to the EC List that you have done so. Include the nominee's name, the position for which nominated, and the qualifying position so the webmaster can update the Nominee page on the website. Be careful to exclude the nominator's name.
Check the Membership Report in Oversight and verify that the nominee is a member in good standing (active & approved) and is a member of the region/project for which nominated. See Qualifications for Office.
If the nominee's Oversight record indicates s/he is qualified, write to the nominee informing him/her of the nomination, and ask if they will accept. The nominee must reply within 48 hours of the time stamp of your email. If they fail to reply within that time frame, the nomination will not be processed, and s/he will have to be re-nominated if s/he later decides they want to run. This is to give those nominated on the last day the same opportunity to reply as someone nominated on the first day, yet give the EC time to finalize the ballot.
If a nominee has already accepted a nomination for another position, the nominee must make a choice. No one can be a candidate for more than one position.
Post a note to the EC List to that effect.
If the nominee accepts the nomination, thank them for the acceptance, remind them their eligibility must be verified, and that they will be notified when their project coordinator has done so.
Next, the member who is handling the nominees needs to verify eligibility with the nominee's local project leadership, i.e. that the nominee has served in a qualifying position for a minimum of twelve (12) months preceding the election. Send a verification request to the appropriate Project Coordinator or AB Representative. Contact persons for eligibility verification are:
Upon receiving a reply, send a thank you note.
If the contact verifies that the nominee meets the requirements, notify the nominee that they have been verified and are now a candidate.
If you are unable to verify eligibility, Notify the nominee.
PLEASE remember to send a note to EC List as you complete each step. This is really important so we have the information we need to make daily updates to nominees and candidates on the EC website; and of course we need a record on the list so we don't forget any steps, or in case of a question or problem.
You can save these as .txt files, or copy and paste directly to your email program. I like to save them as "stationery" in my email program so I can call them up quickly as needed.
Dear [name of nominator]
The Election Committee has received your nomination of [Name of nominee] for the position of [position and term, e.g. NENC CC Rep 2 yr term].
Thank you for participating in the USGenWeb election process.
[your full name]
USGenWeb Election Committee
Dear [name of nominator]
The Election Committee has received your nomination of [Name of nominee] for the position of [position and term, e.g. NENC CC Rep 2 yr term].
You can follow the status of your nominee at https://www.usgenweb.org/usgwelections/nominee-ndx.html.
Thank you for participating in the USGenWeb election process.
[your full name]
USGenWeb Election Committee
Dear [name of nominee],
You have been nominated for the position of [position and term].
If you feel you are qualified for the position, please let me know if you accept or decline this nomination. The EC must receive a reply from you within 48 hours of the time stamp of this email in order to process your nomination.
For more information please see the Qualifications for Office:
https://www.usgenweb.org/usgwelections/index.html#qualifications
Thank you,
[your full name]
USGenWeb Election Committee
Dear [name of nominee]
Thank you for your decision.
The Election Committee will verify your eligibility, and get back with you as soon as possible.
Thank you!
[your full name]
USGenWeb Election Committee
Dear [Contact Person],
[name of nominee], a volunteer for [name of project], has been nominated for the position of [position and term].
Will you please verify that [name of nominee] meets the qualifications for that position as stipulated in the USGenWeb By-Laws? https://www.usgenweb.org/about/bylaws.html
That is, at least one year (the twelve months immediately preceding an election) of continuous service and current activity as a member in good standing of [name of project], and eligibility to vote within The USGenWeb Project.
Thank you,
[your full name]
USGenWeb Election Committee
Dear [name of nominee]
The Election Committee has received eligibility verification. You have been accepted as a candidate. Your acceptance will be posted on the EC website within 24 hours.
Please notify me of the URL if you decide to put a campaign page online. The Election Committee will be happy to link to it.
Thank you!
[your full name]
USGenWeb Election Committee
Dear [name of nominee]
The Election Committee has been unable to verify your eligibility for the position of [position and term], because of your falling short of the 1 year requirement.
If you feel this is in error, please provide the EC with more information, or contact your area representative.
Thank you,
[your full name]
USGenWeb Election Committee
The Election Committee of the USGenWeb Project is a non-partisan standing committee charged with managing national polls and elections for the Project; providing a secure voting system; maintaining an up-to-date and accurate list of all members; and providing Volunteers with information about elections and candidates. It is not affiliated with any other election, voting, or campaign project or committee. Contact , EC Chair, or your regional EC Representative with questions and concerns.