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Chair Election Process

Introduction

This document outlines the process for appointing Chair(s) of the CAKE-CoSeC EDI Working Group.

While aligned with the CAKE-CoSeC EDI Working Group's Terms of Reference (ToRs), this process is designed to be adaptable for use by other working groups and activities requiring a transparent election process.

For information:

Details and definitions such as Chair and Member roles and responsibilities, term lengths and quorums are defined in a Terms of Reference document. This process does not replace such a document, and the below assumes the CAKE-CoSeC EDI Working Group Terms of Reference has been used.

Conditions for Initiating an Election

An election will be called under the following circumstances:

  • An existing Chair has completed their term
  • An existing Chair has decided to step down before the end of their term
  • A newly established group, initially led by an interim Chair, has become sufficiently established (e.g. holding regular meetings) and requires a formal election.

The election process will be managed by the current Chair or delegated to another Chair, a group member, or an external member of the CAKE management team.

Where the individual managing the election is also a candidate, responsibility for administering the voting period should be delegated to ensure impartiality.

Timeline

A standard election cycle aims to follow:

Stage Duration
Call for Nominations 2 weeks
Voting Period 1 week
Results Announcement Within 1 week of vote closure

Full details of the election timeline and method must be shared with all Members at the time of the nominations opening.

Extensions to the given deadlines may be granted where necessary (e.g. holidays, low participation, quorum not reached), but must be clearly communicated.

Reasonable adjustments will be made to ensure all Members can participate in the nomination and voting process.

1. Call for Nominations

A formal call for nominations will first be circulated to all Members including:

  • Overview of the Chair role and responsibilities
  • Term length
  • Number of positions available
  • Key dates (nomination deadline, voting period)
  • Link to the nomination form

Eligibility

All Chair candidates must be current Members of the working group.

Candidates must self-nominate using the provided form and submit:

  • Name
  • Affiliation or perspective (e.g. individual, organisation, community)
  • A short statement (150–300 words) outlining:
    • Motivation
    • Relevant experience
    • Vision for the group
  • Confirmation that:
    • They are nominating themselves
    • They accept the responsibilities outlined in the ToRs

2. Voting Period

Candidate Communication

After nominations close, all candidate statements will be compiled into a single document. This document will be shared with all Members to review before voting.

Following this, if the number of candidates is equal to or fewer than the available positions, candidates may be confirmed without a formal vote.

Voting Process

Voting will be conducted via an online form and individual votes will be anonymous.

All Members will be invited to and encouraged to vote. Where multiple positions are available (e.g. two Chairs), Members may vote for more than one candidate.

The voting will close upon the deadline communicated at the beginning of this process, or extended until a quorum (as defined in the ToRs) is reached.

Outcome

The candidate(s) receiving the highest number of votes will be offered the Chair position(s).

If a selected candidate declines, the position will be offered to the candidate with the next highest number of votes. In the event of a tie, one of the following approaches will be applied: an extension to the voting period, agreement between candidates, or expansion of positions (if appropriate and agreed).

3. Results Announcement

Results will be shared with all Members and will include:

  • Names of successful candidate(s)
  • Total number of votes cast
  • Confirmation that quorum was met

Transition and Start of Term

Newly elected Chair(s) will begin their role following the announcement of results. Chair terms should be staggered where possible to ensure continuity and support to incoming Chair(s).

Version Date
1 06/04/2026