Judith Herb College of Arts, Social Sciences and Education

Revised March 2026

In the Fall, establish an Elections Committee. Refer to Bylaws Section 6(c).

The Chair of this committee shall be Tenured; there shall be three other representatives, ensuring that all four divisions of the college are represented (Arts, Humanities, Education, and Social Sciences); one member must also be a member of the Executive Committee.

Familiarize Yourself with the Elections Process

Review the Constitution and Bylaws to familiarize yourself with the election process, the seats to be filled, and voter eligibility.

Articles and Sections of importance include Bylaws Sections 6(c) and 8, and Article 3, Section i of the JHCASE Constitution.

In the event of a tie, a run-off election should be conducted.

Establish Lists for Elections

Establish these lists in the Fall and then update/verify in Spring.

Contact Dean’s office of full list of lecturers and tenured/tenure-track faculty.

Some elections will require votes only from members of the bargaining unit (AAUP). The Dean’s office can generate a list of bargaining unit members using Banner. 

Contact Graduate Council (see Graduate Council website) for their current roster.

Create (or edit) email lists in Outlook to reflect current faculty. Lists should include:

• Arts Tenured/Tenure track
• Humanities Tenured/Tenure track
• Social Sciences Tenured/Tenure track
• Education Tenured/Tenure track
• Arts Lecturers
• Humanities Lecturers
• Social Sciences Lecturers
• Education Lecturers
• Graduate Faculty
• Members of Bargaining Unit (AAUP)

Voting Constituencies for Each Type of Election

College Committee on Academic Personnel (CCAP) Representatives

• Tenured/tenure track faculty in appropriate division

College Council Representatives

Lecturer At-Large (4)

• Lecturers from all divisions

Lecturer At-Large Arts/Humanities/Social Sciences/Education (2)

• Lecturers from appropriate division

T/TT At-Large Arts/Humanities/Social Sciences/Education (2)

• T/TT faculty from appropriate division

Graduate Council

• Graduate faculty

Timeline for Spring Elections

March

• Establish list of vacancies and necessary elections for JHCASE Council, Graduate Council, and CCAP. Work with Council secretary to ensure accuracy.
• Develop call for nominations emails for each position. Include a date to close nominations.
• First meeting in March: announce that elections are coming up and that faculty will be receiving an email calling for nominations.
• Send separate emails to each group/category with open seats.
• The following week, send out a reminder that nominations are due Friday by end of day. If you have no nominations for a certain area, include that in your reminder.
• Contact each nominee and make sure they accept their nomination.
• Send out an email to department chairs reminding them a) how many department reps are needed for their department for the next academic year, and b) that departments must elect their reps in time to attend the final council meeting of the academic year.

April

• Create ballot in QuestionPro for each election. See below for instructions on creating ballots in QuestionPro.
• Email ballots to the faculty members eligible to vote in that category.
• Send a reminder for voting; include ballot links again.
• After voting closes, email all winners and nominees, informing them of the results. CC appropriate contact point for winners (e.g., chair of Graduate Council)
• Archive all election results, including runners-up, to share with next year’s election committee.
• At the last JHCASE Council meeting of April, announce the winners. Remind everyone that departments are responsible for electing their own departmental representatives. See Bylaws Section 8.

• Lecturers from all divisions

Using QuestionPro

1. Navigate to the UToledo QuestionPro website.
2. Select “+New Survey” to navigate to the Survey Builder
3. Title your survey based on which election it’s for (example: Humanities at-large).
4. Input necessary questions. Sample text used for the ballot question: “Vote for up to TWO representatives from the names listed below. (You will not be able to access the ballot more than once.)”
5. In Settings, ensure survey is set to “Only allow survey to be taken once.” Set close date and time.
6. Select “Publish”
7. Copy the link, which you will send in an email to the appropriate group with the ballot so they can vote.

To view and archive results:

1. On dashboard, select appropriate survey.
2. Navigate to “Analytics” tab to view results.
3. Select Download icon to download results as Excel data to archive

Tips

• Set dates for when each step is due and include those dates in all emails.
• CC all elections committee members on all emails.
• Include links to the Constitution and Bylaws in the emails asking people to accept or turn down their nominations. Also, when possible, include information like meeting time/day, length of term, and other pertinent information.
• Don’t hesitate to ask questions of past members.
• Elections will likely need to be run for: JHCASE Council, CCAP, and Graduate Council. Occasionally you may have to run elections for other positions or votes, such as updated policies, procedures, or bylaws.
• Make sure you contact the necessary people with the names of the winners so that they can reach out about dates and information as needed.

Special Votes – Elaborations

Per Article 9.1.1.4 of the CBA, "Approval of College specific elaborations requires a positive recommendation of the Bargaining Unit Faculty of that College and written approval of both the College Dean and the Provost.”

In the event that you need to run a vote for approval updating the college-specific elaborations for JHCASE, you will need to:

1. Establish a list of members of bargaining unit. The Dean’s office can generate a list of bargaining unit members using Banner by sorting for faculty categorized as 9- or 12-month AAUP.
2. Create a ballot requesting approval for elaborations.
3. In Settings, ensure survey is set to “Only allow survey to be taken once.” Set close date and time.
4. Select “Publish”
5. Copy the link, and share via email along with a copy of the elaborations for review.

Only members of the bargaining unit are allowed to vote on college elaborations.

Sample Emails

You will need to change positions, details, dates, etc., where necessary. Reword/format these as you see fit.

Call for Nominations

Hello! 

This is a call for nominations for the Judith Herb College of Arts, Social Sciences, and Education on behalf of the Elections Committee. There [is an open seat/are two seats] for election for the [at-large Arts position] on JHCASE College Council. Nominated faculty members for this position must be Tenured or Tenure Track faculty members. Please send any nominations as a response to this email by (insert date). Self-nominations are accepted.

Thank you, 
Your name(s)
Elections Committee 
2025/26

Nomination Acceptance

Hello! 

You’ve been nominated for a [Lecturer At-Large representative seat] on JHCASE College Council beginning Fall [2026] (however, the first meeting you would be asked to attend is the last meeting of Spring [2026] on [Date]).

I am writing to see if you would like to accept or decline the nomination. Meetings are from 4:00-5:20 every other Tuesday (opposite Faculty Senate), and meetings are held in person. The position is for a two-year term.

Information about the responsibilities of JHCASE College Council and its members are available on the JHC Faculty Council webpage, where you can also view the Constitution and Bylaws. Please feel free to ask any questions you might have, and I can either answer those for you or point you in the direction of someone who can. If you accept this nomination, your name will go on the ballot with other nominees and an election will be held. Please let me know by [date] if you would like to accept or decline the nomination. 

Thank you!

Your name(s)
Elections Committee
2025/26

Nomination Acceptance (CCAP)

Hello! 

You’ve been nominated as [division] Representative for the College Committee on Academic Personnel (CCAP) starting Fall [Date].

I am writing to see if you would like to accept or decline the nomination. CCAP is one of the most important service activities in the college as it is responsible for reviewing junior faculty renewals as well as tenure and promotion cases. Once elected, your term lasts for 2 years.

Please feel free to ask any questions you might have, and I can either answer those for you or point you in the direction of someone who can. If you accept this nomination, your name will go on the ballot with other nominees and an election will be held. Please let me know by [Date] if you would like to accept or decline the nomination. 

Thank you!

[Name]
Elections Committee
2025/26

Ballot Email

Hello all, 

The ballot for the [At-Large Social Science seat for JHCASE College Council] is now available. Only members of the [Social Science Division] may vote in this election.

You can vote only one time. The ballot will close on (insert date).

Please let a JHCASE Council Elections Committee member know if you have questions or concerns.

Ballot link:  [Link]

Thank you Your name(s)

Elections Committee
2025/26

Email to Non-Winners

Hello (insert name), 

Thank you so much for running for the [Graduate Council Representative] position. Unfortunately, the votes are in and we regret to inform you that you are not the winner. 

We appreciate your continued support of faculty governance in our college. 

Thank you!

Your name(s)

Election Committee
2025/26

Email to Winners

Hello (insert name)!

Congratulations! You have won the [Graduate Council representative] position! Someone will contact you to let you know the meeting schedule. 

Thank you!

Your name(s)

Election Committee
2025/26