Candidates FAQ
- Introduction
- Residency Requirements
- Who Can Run or Vote for Trustee?
- Voting for Trustee
- Who Can Sign Election Petitions?
- Returning Signature Petitions
- Submitting Packets Electronically
- Biographical Statements & the Media
- Indiana Alumni Magazine Profiles
- Endorsements, Publicity, Campaigning, and Mailing Lists
- The Ballot
- The Election
- Online Option
- Other
Introduction
This FAQ answers a number of questions that we have received from candidates over the years. Some of the questions relate to the nomination process and others to the election and balloting processes. Since many of these questions come up annually, I have created this FAQ in an effort to give all candidates as much up-front information as I can. If you have additional questions, or would like clarification of any information supplied in this FAQ, please contact the election coordinator, at (812) 855-6610 or truselec@iu.edu.
Q1: Where can I find information about the Board of Trustees, such as bios of current board members, terms of office, and pertinent state laws?
A: http://www.indiana.edu/~trustees/
Q2: Who is in charge of the election, and why are the IU Libraries involved?
A: The election is governed by Chapter 3 of Article 20 (higher education) of the Indiana State Code. It can be viewed here:
http://www.alumni.iu.edu/about/election/statelaws.shtml.
According to the statute, the Dean of University Libraries on the Bloomington campus is responsible for preparing, sending out, and collecting nomination packets, and for preparing, receiving, verifying, and safeguarding the ballots until the day of the election. On Election Day, the Librarian counts the ballots.
Residency Requirements
Q3: Are there residency restrictions regarding who can run for trustee? Why can’t I run if there is already someone from my county serving on the board?
A: State law (IC 21-20-3-3) says that not more than one alumni-elected trustee and/or two governor appointees may live in the same county. The law also pertains to candidates living outside of Indiana. This statute specifically exempts the student trustee appointed by the governor.
Who Can Run or Vote for Trustee?
Q4: Must I be a graduate of Indiana University to run for trustee?
A: Yes. IC 21-20-3-5 states that elected members of the board of trustees must be alumni of the university. For the purposes of the election, IC 21-20-3-6 defines alumni of IU as “those persons who have been awarded a degree (including an associate’s degree) by the trustees of the university as recommended by the faculty.” Individuals who attended classes, but did not graduate, or who hold certificates, but not diplomas, are ineligible to run.
Q5: Do I have to be a member of the Indiana University Alumni Association to run?
A: No. Any alumni of the university as defined by IC 21-20-3-6 are eligible to run. (See Q4 above)
Voting for Trustee
Q6: Must I be a graduate of Indiana University to vote in the trustee election?
A: Yes. Only IU graduates may vote in the trustee election. (See IC 21-20-3-4 and
IC 21-20-3-6)
Q7: If I sign a petition for a particular candidate, am I obligated to vote for that candidate?
A: No, you may vote for whomever you wish.
Who Can Sign Election Petitions?
All candidates receive a packet, which includes a signature petition form. IC 21-20-3-7 states that a potential candidate must obtain the signatures of 100 alumni and that said nomination must be received by the Dean of University Libraries on or before April 1. The Indiana University Alumni Association certifies the signatures from the official roster.
Q7: Do the same restrictions that apply to running for the position also apply to those who sign petitions?
A: Yes.
Q8: Can people who hold certificates from IU sign my signature petition?
A: No.
Q9: Must one belong to the Indiana University Alumni Association to sign?
A: No. However, all signatories should have their current information on file with the IUAA's alumni database.
Q10: How can IU alumni update their information?
A: Alumni should contact the IU Alumni Association any time they move or have a change of name (through marriage, divorce, etc.). In order to update their information, alumni may either contact the Supervisor of Alumni Records,(812) 855-9895, at the Alumni Association, or go to TrusteeElection.iu.edu
Q11: Can an alumnus sign the petition for more than one candidate?
A: Yes.
Q12: Can I sign my own petition (i.e. can I nominate myself)?
A: Yes.
Q13: Why do you ask for Social Security numbers on the signature petition?
A: We do not ask for the whole Social Security number, only the last four digits. Including the last four digits of the Social Security number makes it much easier for IUAA staff to identify alumni and validate the signatures on your petition without putting signatories’ personal information at risk.
Q14: What if someone graduated under a different name?
A: The petition asks alumni to sign their current name and to print the name they graduated under. You should always encourage alumni to update their personal contact information, including name changes, in the alumni database through the IUAA.
Returning Signature Petitions
Q15: Is there any leeway on the April 1 due date for applications and petitions?
A: No. Applications and petitions must be in hand by 5 p.m. on April 1. If you are in danger of missing the application deadline, you may fax the documents to me by 5 p.m. on April 1. However, the original documents must be provided within 24 hours by overnight mail. If the originals do not arrive, your petition will not be validated.
Q16: Can I fax you my signature petition?
A: Only if you are in danger of missing the application deadline. The original documents must be provided within 24 hours by overnight mail. If the originals do not arrive, the signatures will not be validated.
Q17: Do signature petitions have to be the originals or can I mail photocopies to you?
A: We cannot accept a photoduplicated copy under any circumstances. If you are in danger of missing the application deadline, you may fax the documents to me by the deadline. However, the original documents must be provided within 24 hours by overnight mail. (See Q16 above.)
Q18: My friends in another state want to sign my petition, but there isn’t enough time for them to return the original petition to me before I have to send my final packet to you. Can they fax it directly to you?
A: Only if you are in danger of missing the deadline. Either the signatories or you must send the original document(s) to me by overnight mail within 24 hours. (See Q16 above.)
Q19: If I can’t fax the signature of an alum, how I can I gather signatures from alumni in faraway places?
A: You can either mail or fax a copy of the signature petition to them and ask them to fill it out and return it to you in the mail.
Submitting Packets Electronically
Q20: May I submit my nomination packet electronically?
A: With the exception of the signature petition, yes. Electronic files may be sent to the Election Coordinator’s e-mail address, truselec@iu.edu. However, it is best to follow up with a hard copy to avoid potential problems with electronic mail.
Biographical Statements and the Media
Q21: You have asked me to submit a candidate’s statement and a picture. Am I required to do so?
A: No, you are not required to supply your photograph and biographical sketch. However, these materials are published in a brochure that accompanies the ballot and on the election Web site, TrusteeElection.iu.edu. Failure to include them could put you at a disadvantage in regards to the other candidates who do supply them.
Q22: I can’t say very much in 300 words. Will my work experience, IU volunteer activities, etc. be published along with my Candidate’s Statement?
A: No. If you want to mention your work experience and volunteer activities, you must work those into your 300 words along with whatever else you want to say. However, beginning in 2008 candidates will have a blog space that allows them to expand on their thoughts and communicate at greater length with alumni voters.
Q23: Will my name and/or picture appear in the media?
A: Yes. There is widespread interest in the election, and the press is always interested in who is seeking a spot on the board. Indiana University is a public institution and the Board of Trustees must abide by open-door and open-records laws, which define “public record” very broadly. The names of trustee candidates are considered public information.
Q24: I saw my name printed in the newspaper with a list of candidates for the election this year. No one contacted me and asked my permission. Can they do this?
A: Yes. (See Q23 above)
Q25: Can reporters request the slate of potential candidates before the IUAA has verified all of the signatures?
A: Yes. According to the current interpretation of the law, as soon as nomination packets are received, the names become public information.
Indiana Alumni Magazine Profiles
Q26: Why is the Indiana Alumni Magazine (IAM) asking for the same information I’m sending you?
A: The IAM sends a packet to candidates in early April asking for information to publish in the May/June issue of the magazine. Please do not confuse their packet with the one that the Library sends out. These are separate packets with different requirements and different uses.
Endorsements, Publicity, Campaigning, and Mailing Lists:
Q27: Are alumni chapters allowed to endorse a specific candidate in the trustee election?
A: No. Neither the general Alumni Association nor any alumni chapter, constituent society, or affiliate group may endorse an individual candidate running for the position of trustee or contribute money in support of a campaign. This does not, however, prohibit individual alumni from acting on their own behalf.
Q28: May an alumni newsletter run an article about a candidate?
A: Only if the article prominently mentions the names of all the other candidates.
Q29: May a department’s or school’s newsletter run an article about a candidate?
A: No. You may not send a notice about a candidate in any of your departmental publications, whether electronic or print. Since your department or school is an arm of the University, to do so would provide a candidate with exposure to an audience of possible voters that the other candidates would not have access to, and could be construed by alumni as a departmental and therefore a University endorsement of the candidate.
Q30: May a department or school give a candidate access to their alumni mailing list or forward a message to their alumni for the candidate?
A: No. You may not give a candidate the contact information for your departmental alumni or send messages on his/her behalf.
Q31: Where can I get a copy of the address list for IU alumni?
A: You must assemble your own list. It is against IU policy for the university, the IU Libraries, the Alumni Association, or any alumni chapter, constituent society, or affiliate group to provide alumni postal and e-mail addresses and other such lists to candidates or their supporters. Alumni addresses, on the other hand, are available in several public documents, and any candidate may use them.
Q32: Can you do something to stop candidates for trustee from using e-mail to solicit votes?
A: No, the university cannot prevent candidates from using postal or electronic mail to reach alumni.
Q33: Can candidates advertise in the newspaper or other media?
A: Yes, but they may not imply or allow others to infer that they are speaking on behalf of the University or that the University or the Alumni Association supports a particular candidate.
Q34: Can I use the University Seal or the IU block in my printed materials or on my Web site?
A: No. Use of all copyrighted IU seals, logos, and wordmarks is prohibited.
The Ballot
Q35: Why do alumni have to sign the outside of the ballot envelope?
A: It’s all about a voter’s right to privacy versus the necessity of confirming that only qualified voters (IU grads) are participating in the election. IC 21-20-3-9 requires that “ballots and the containers in which such ballots are submitted” must be designed so that the librarian may confirm whether voters are eligible to vote without knowing for whom they voted. Since a signature is a required part of the validation process, this means the signature must be visible on the outside of the ballot envelope and not on the ballot itself. Voters who are concerned about identity theft may either vote online at TrusteeElection.iu.edu or enclose their signed ballot envelope within another envelope and mail it to us.
Q36: How do you ensure that an alumnus does not vote more than once in a given election?
A: Every ballot, whether paper or electronic, has a unique ID number associated with it. As the ballots are returned, these numbers are scanned into a database that verifies the sender. If someone tries to mail in a duplicate ballot, the system will reject it.
Q37: When do ballots go out?
A: Electronic ballots will be sent to current graduates beginning May 1, and paper ballots will be mailed in mid-May. All new graduates will receive an electronic ballot in late May. In order to give all alumni the same amount of time to return their votes, paper ballots are sent first to international alumni, then to national and finally to local alumni according to zip code.
Q38: Do this year’s graduates get to vote?
A: Yes. (See Q37 above.)
Q39: Why did several alumni in my area not receive a ballot?
A: The most likely reason is that they have not kept their contact information current. Except for new graduates and alumni living outside of the United States, ballots are mailed third-class via U.S. Mail, and the Post Office will not forward third-class mail to another address. Also, many people who think of themselves as alumni actually hold certificates from IU or in many cases did not graduate. According to IC 21-20-3-6, which narrowly defines alumni as those holding valid degrees from the University, these people are not allowed to receive a ballot.
Q40: How do I get a replacement ballot for an alumnus if they have lost theirs, or they didn’t receive one?
A: Contact the Alumni Relations Office at the Alumni Association, (812) 855-4664.
Q41: What is the difference between an invalid ballot and a voided ballot?
A: “Invalid ballots” are ballots that are declared invalid before the day of the election because the ballot envelope was not returned properly. Most often this is because they were not signed (see IC 21-20-3-9). “Voided ballots” are ballots that were contained in valid envelopes, but which were voided from the count on the day of the election because the ballot itself was filled out improperly. Most often this is because the alumnus voted for more than one candidate, no candidate, or the envelope contained something other than a ballot (personal note, trash, etc.).
Q42: Can a confirmed candidate be removed from the ballot?
A: No, state law does not give the University the authority to remove a candidate from the ballot for any reason.
The Election
Q43: When is the election?
A: June 30, unless that date falls on a Sunday. In which case the election will be held on the day before (Saturday, June 29).
Q44: Where and when are ballots counted?
A: IU Bloomington Libraries staff begin counting ballots at approximately 9:00 a.m. on Election Day in the Herman B Wells Library. Alumni wishing to vote in person must come to the Wells Library between 9:00 a.m. and 1:00 p.m. (or whenever they finish counting).
Q45: May candidates attend the counting or send a representative?
A: Yes, it is a public event.
Q46: When will the results be announced?
A: Official results are announced after the final tally on Election Day, historically between 1:30 and 3:00 p.m., and will be online at http://alumni.indiana.edu/about/election/results.shtml
Q47: Can I vote online?
A: Yes! Beginning in 2008 you may cast your vote for the Board of Trustees election online at TrusteeElection.iu.edu. Please visit this site and sign up before March 1 to vote online. Doing so will ensure that we do not send you a paper ballot, conserving both natural and financial resources for the future.
Q48: If I miss the March 1 deadline for signing up to vote online, can I still vote online?
Yes! You will still receive a paper ballot in the mail, but you may use the enclosed information to go online and vote and then discard your paper ballot.
Q49: How many people typically vote in an election?
A: In the last 10 years, participation has ranged from 25,000 to 40,000. In the last three years the election has averaged around 31,000 valid ballots.
Online Option
Q50: Do I have to write a blog or use the electronic election interface?
A: No. But if you choose not to, it may put you at a disadvantage with the other candidates.
Q51: How do I sign up to vote online?
A: Go to http://alumni.indiana.edu/about/election/, click on "Update Your Contact Information," login, and update your preferences.
Q52: My spouse/partner and I are both IU alumni and share the same email account. Can we both sign up for the online election or do we have to have separate email accounts?
A: Just as we do with street addresses, if two alumni share the same address, we can send ballots (whether paper or electronic) to the same address.
Q53: If I haven’t signed up to vote online and received a paper ballot, can I vote online anyway?
A: Yes.
Other
Q54: Why can an alumnus who has already been placed on our “do not contact” list not be removed from the mailing list for the Board of Trustees election?
A: IC 21-20-3-7 directs the librarian to mail a list of candidates to all alumni of the University. While we certainly try to respect the wishes of alumni who do not wish to be contacted by the University, current interpretation of the law requires us to send a ballot for the Board of Trustees election to all alumni for whom we have a valid address regardless of their wishes.
Q55: Where can I see statistical data about the University?
A: University data is available from the IU Official Reports Site. Visit http://www.indiana.edu/~urr or http://registrar.indiana.edu/DMA/index.html.
Q56: Where can I get a statistical breakdown of IU alumni by race, gender, and age?
A: The IU Fact Book contains this information and much more. It is available online at http://factbook.indiana.edu.
Q57: When does the term start for the newly elected member of the Board?
A: The successful candidate will begin his or her three-year term on July 1 immediately following the election. Their term will end on June 30 of his or her third year in office.
Q58: What is the salary for Board of Trustee members?
A: Trustees serve unpaid. However, they may be reimbursed for expenses incurred in the performance of official IU business in accord with the University's policies and procedures.
