EC Manual
From: [Chair]
To: [Announce Mail List]
Subject: USGenWeb Project Annual Election
Dear USGenWeb Project Member,
It is that time of year when we prepare for our annual USGenWeb Project election. If you have not previously registered to vote in the elections you will need to do so now. Registration will close on May 31 at 11:59 PM Central Time. It is also a good idea to check to make sure that all of your regions show within your record. If any are missing you will not be able to vote in that area of the election.
To check your record go to https://www.usgenweb.org/usgwelections/registration/regGuide.html for instructions on accessing your record and registering to vote.
STATE and SPECIAL PROJECT COORDINATORS, if you have not notified the Election Committee of new members, they will not be able to vote. If you have not removed members who have left your project, they will still be able to vote. Login to Oversight to view and update your Project Membership List. If you have forgotten your Oversight password (it is different than your membership registration password) contact the Chair [Name and Email] or Dataset Manager [Name and Email]. Or, if you prefer, you can still use the Update Form at https://www.usgenweb.org/usgwelections/updates/updateForm.html.
[Your Full Name]
USGenWeb Election Committee Chair
From: Chair
To: EC Mail List
Subject: Nominations of EC members for positions other than member of the EC
Please all state whether you will be accepting a nomination for the USGenWeb Project Advisory Board.
Per the Election Committee Procedures, II.D. NOMINATIONS OF EC MEMBERS FOR OFFICES OTHER THAN ON THE EC
1. Any EC member or individual (including those from the AB) that is subscribed to the EC List, is required to notify the EC chair of his or her intent to accept a nomination in any election conducted by the EC. The notification must be made no later than 24 hours before the opening of nominations, so that he/she may be temporarily unsubscribed from the EC List.
2. If the member does not accept a nomination, he/she may rejoin the EC at the end of the nomination period. If the member accepts a nomination, he/she (excluding AB Members) may rejoin the EC once the election has reached a final conclusion regarding the position he/she was seeking.
From: [Chair]
To: EC Mail list:
Subject: National Election Assignments
Below you will find the assignments for the National Election nominations that begin June 1. For the most part, I have matched experienced EC members with those that have recently joined us. This will be an exercise in teamwork.
We will all receive a notice for the positions which we are responsible for from the election software. Those handling the nominator will notify them of such. After that they will pick up acceptance or declinations, verification, etc. from the notices from the one handling the nominee.
The most important thing to remember is to never forward a nomination notice to the nominee. The name of the nominator is never disclosed to anyone except assigned EC members, and especially not to the nominee.
The Form Letters are included in the EC-Manual,
https://www.usgenweb.org/usgwelections/ec-manual/004-elections.html
Use these templates for contacting the appropriate individuals during each
step of the nomination process.
EXAMPLES:
National Coordinator - 1 year term
Nominator: Josh
Nominee: Ellen
RAL - 2 year term
Nominator: Josh
Nominee: Ellen
Special Projects Rep - 2 year term
Nominator & Nominee: Tina
NENC CC Rep 1 year term (to complete 2 year term)
Nominator: Nancy
Nominee: Jo
From: [Chair]
To: [Announce Mail List]
Subject: USGenWeb Project Annual Election - Nominations to open June 1, 20xx
The USGenWeb Election Committee will begin accepting nominations for the 20xx USGenWeb Annual Election beginning June 1, 20xx.
Open positions are listed at
https://www.usgenweb.org/usgwelections/nominee-ndx.html.
This page is updated nightly and will show who has been nominated and whether
they have accepted or declined.
Nominations will close on 14 Jun 20xx at 11:59 PM CT.
To submit a nomination, click the Nomination button at https://usgwelections.org and follow the instructions.
[Your Full Name]
USGenWeb Project Election Committee Chair
From: [Chair]
To: [Announce Mail List]
Subject: USGenWeb Project National Election 20xx
Dear USGenWeb Project Member,
The Voting Booth will open [day of week], July 1, 20xx at 12:01AM and will close [day of week], July 31, 20xx at 11:59PM. To get your voting password go to https://www.usgwelections.org/GetVoterPassword.cfm
If you have forgotten your Registration/Member ID and/or password, enter your email address on file with the Election Committee and your login information will be sent to you.
If you are registered under an old email to which you no longer have access, contact the Chair, [Name and Email] or the Dataset Manager, [Name and Email].
PLEASE -- Do not wait until the last few days before the election ends before contacting the EC about a password. The EC will make every effort to see that all registered voters have an opportunity to vote; but last minute requests may not allow the EC enough time to make the changes that are necessary before a voting password can be sent to a different email address.
Thank you for participating in the USGenWeb Project National Election.
Upon receipt of election results from the programmer, and before posting the results to the Announce Mail List, notify candidates privately of the results for their individual race.
From: [chair}
To: [candidate]
Subject: [Region/position] Results
Dear [name],
The USGW Election Committee would like to thank all of the candidates for participating in the election process.
The results of the [e.g. SWSC CC election] are listed below:
[Candidate] [votes] [percent]
[Candidate] [votes] [percent]
The EC declares [Candidate] the winner.
Thank you,
[Your Name]
Election Committee [Position]
From: [chair]
To: [Announce Mail List]
Subject: 20xx USGenWeb Project Election Results
*** Please Forward as appropriate to all USGenWeb Mail lists ***
The USGW Election Committee would like to thank all of the candidates and voters for participating in the election process. Below are the results of the 20xx Election.
EXAMPLES:
Eligible Voters overall - 1466
National Coordinator - 1466 - Voted: 313 (21.35%)
Eligible NENC CC - 434 - Voted: 70 (16.13%)
Eligible SEMA CC - 441 - Voted: 108 (24.49%)
National Coordinator:
The EC declares a run-off between [Candidate] and [Candidate].
[Candidate] 142 (47.81%%)
[Candidate] 59 (19.87%)
[Candidate] 46 (15.49%)
[Candidate] 50 (16.83%)
NENC CC
The EC declares [Candidate] the winner.
[Candidate] 70 (100.00%)
SEMA CC
The EC declares [Candidate] the winner.
[Candidate] 37 (34.26%)
[Candidate] 71 (65.74%)
Include the dates, candidates, etc. in the announcement of election results. Post results of Runoff Election to the entire Announcement Mail List.
From: [chair]
To: [Announce Mail List]
Subject: Results of the 20xx USGenWeb Project Election
*** Please Forward as appropriate to all USGenWeb Mail lists ***
The USGW Election Committee would like to thank all of the candidates and voters for participating in the election process. Below are the results of the 20xx Election.
The runoff election will begin at 12:00 AM CT on August [date] and end at 11:59 PM CT on August [beginning date + 2 weeks].
The candidates for [Position] are [Candidate] and [Candidate].
All members who were qualified to vote for the [e.g. NWPL SC Rep.] and were registered to vote prior to 1 Jun 20xx are eligible to vote in this runoff election.
New voting passwords are assigned for the runoff election. You can request yours at https://www.usgwelections.org once the voting booth opens on August [date].
If you use a spam filter, please set it to accept Registrar@usgwelections.org.
[--- Results ---]
These are the positions that appear on the national ballot in odd and even years. Some years may include an an additional position as necessary to fill an uncompleted two year term.
National Coordinator
Specal Projects Representative
Representative at Large
NENC County Coordinator Representative
NWPL State Coordinator Representative
NWPL County Coordinator Representative
SEMA County Coordinator Representative
SWSC County Coordinator Representative
National Coordinator
NENC County Coordinator Representative
NENC State Coordinator Representative
NWPL County Coordinator Representative
SEMA County Coordinator Representative
SEMA State Coordinator Representative
SWSC County Coordinator Representative
SWSC State Coordinator Representative
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.