GUIDELINES FOR NOMINATION, ELECTION AND VOTING OF THE PRESIDENT, VICE PRESIDENT AND FIVE ADDITIONAL MEMBERS OF CONVOCATION.

  1. Objective

The aim of this document is to provide guidelines for the nomination and election of the President, Vice President and five additional members of Convocation.

  1. Background

The University of Venda institutional statute provides in rule 62 (1)-(5) regarding the position of president that

‘’(1) No employee of the University shall be elected president of convocation

(2) The president of convocation holds office for a period of five years

(3) If the president for any reason vacates his or her office prior to the expiry of his or her term of office,

the vice president must act as president until the convocation has elected a new president for the unexpired part of such term of office.

(4) The president is the chairperson of all meetings of convocation and in his or her absence the vice president must act as chairperson.

(5) In the absence of both the president and vice president, the members present must, under the guidance of the secretary to convocation, elect a chairperson for that meeting amongst themselves.’’

  1. Nomination, election and voting of president, vice president and five additional members

The University of Venda institutional statute  in rule 59(1) prescribes that ‘’convocation will adopt its own constitution at the annual general meeting which provides for all matters relating to the establishment of its own alumni structures and their functions, meetings and meeting procedures, elections and term of office, its representatives on the Institutional Forum(IF) and Council together with such other provisions as the Council may consider appropriate within the context of the statute and Act.’’ Accordingly, the constitution of convocation in rule 8 (1)-(7) provides that

(1) With the exception of ex officio members and members appointed by other constituencies or co-opted, all convocation EXCO members shall be elected at an annual general meeting of the convocation.

(2) Nominations for president, vice president and other five additional members of convocation must be submitted in writing to the secretary to convocation.

(3) If more than one candidate is nominated for the position of president and vice president, voting must be by secret ballot. The secretary as soon as practicable after the closing date for nominations, makes available in any suitable manner a ballot paper with the names of the candidates in alphabetical order to every member of the convocation who is entitled to vote.

(4) In electing five additional members due regard must be given on representation in terms of gender, active associations, and chapters of convocation. If more than five persons are nominated, the secretary as soon as practicable after the closing date for nominations, makes available in any suitable manner a ballot paper with the names of the candidates in alphabetical order to every member of the convocation who is entitled to vote.

(5) With the exception of ex officio members, convocation members shall hold office for period of five years.

(6) No post graduate student registered on a full-time basis at the university shall be eligible for nomination and election to the convocation executive.

(7) Should any member of the convocation executive elected by the convocation, vacate his or her office before the expiry of his or her term, the convocation executive may appoint a member of the convocation to fill such a vacancy until the following annual general meeting of the convocation when an election shall take place to fill the vacated office for the balance of his or her term. ‘’

Rule 61(3) provides that at an election the secretary to convocation acts as electoral officer and he or she must be assisted by two scrutineers appointed by the vice -chancellor, provided that if a scrutineer is nominated, he or she must be replaced by another person appointed by the vice -chancellor.

  1. Meetings of convocation

The institutional statute, rule 64 (1)-(2) provides that

‘’(1) All meetings of convocation take place at the venue determined by the convocation.

(2) The election of office bearers shall only take place at an annual general meeting.’’

The constitution of convocation provides in rule 12 (12.1), (1)-(2) that

‘’(1) An annual general meeting(AGM) of convocation shall be convened by the secretary in consultation with the president at least once every year at the seat of the university or such other place determined by the convocation, taking into account the areas, towns, provinces and cities where most active convocation members are found.

(2) At least five weeks prior to the date of the AGM, notice of the AGM shall be published in the appropriate university publications, and advertised and announced in the appropriate external media as approved by the convocation executive committee.

  1. Convocation roll

The institutional statute, rule 60 (1)-(3) provides that

(1) The secretary to convocation keeps a convocation roll showing the full names and the addresses of the members of convocation.

(2) It is the duty of every member to notify the secretary in writing of any change of address and such address is regarded as the member’s registered address.

(3) The fact that the name of a person appears on the convocation roll is sufficient proof of his or her membership of convocation and of the fact that he or she is entitled to vote

  1. Election procedures

The University of Venda institutional statute, rule 66(3) provides that ‘’Executive committee members are elected in accordance with the procedure determined by the electoral officer, who for this purpose is the secretary to the convocation.’’

  1. Eligibility to stand for nominations and elections

Nominated persons should be graduates of the University of Venda who have

  • proven management, governance and fundraising experience as well as membership to professional bodies.
  • major achievements and awards in his or her profession and field such as Agriculture, Education, Environmental Sciences, Finance, Health, Human and Social Sciences, Law, Management, Mathematics and Natural Sciences.
  1. Ineligibility to stand for nominations and elections

A member of convocation is ineligible to stand for nominations and elections if he or she is

  • an employee of the University
  • a post graduate student registered on a full-time basis at the University
  • declared insolvent by a court of law
  • convicted of an offence and sentenced to imprisonment for twelve or more months without an option of a fine in the last five years.
  1. Screening

All nominees will be subjected to the screening process.

Download 2019 Official Convocation Nomination Form Visit Univen Alumni Website