Steps for a CRO to register their election or referenda on U-elecT:
STEP 1: Fill out the Voting System Agreement Form and make an appointment for training
At least three weeks in advance of your election or referenda:
- Fill out the Agreement of the Chief Returning Officer for Use of the Election System
- Make an appointment for training with Kristen Wallace (k.wallace@utoronto.ca)
The Agreement with corresponding documentation must be completed and received prior to the appointment. The CRO will be required to sign the Agreement before being assigned the role of student leader on U-elecT.
STEP 2: Login to U-elecT to set up your referendum or election.
Login to U-elecT using your UTORid and password.
STEP 3: Set up your referendum or election in U-elecT
- Add Election or Add Referendum
- Enter general information for your referendum or election: Title, Description, Finished Message, Start Time and End Time. The CRO can also click the Preview tab to preview the interface as voters will see it when the election or referendum goes live.
- Add Ballot and Candidate Information: Position, Description, Allow Ballot Spoiling, Randomize Candidates, Candidate Name and Statement. We recommend that you check both Allow Ballot Spoiling and Randomize Candidates. Allow Ballot Spoiling provides the voter with the option to “protest” where no candidate seems suitable. Randomize Candidates changes the order of the candidates on a ballot for each voter. Randomizing order decreases the likelihood that a disproportionate weight will be given to the first (e.g. primacy effect) or last (e.g. recency effect) candidates on a list.
STEP 4: Select the appropriate voters list(s) and/or add additional lists.
Your voter list is compiled through ACORN at the beginning of each semester. If there are voters who need to be added to the voter list, use the Add button to upload an additional list of UTORids.
STEP 5: Save your referendum or election
Click Save, and you’re done. Congratulations! Your referendum or election will become available to voters at the Start Time you chose. No changes can be made to the referendum or election once it is in progress.
Note that the U-elecT system does not notify members of your group about your election or referendum. The CRO is responsible for providing the link voting.utoronto.ca to group members.
STEP 6: Stop your referendum or election only if absolutely necessary
The CRO has the option to stop the election once it is underway, but this is NOT recommended – halting an election once it has begun places the integrity of the election at risk. The responsibility for administration belongs to the appointed CRO. The Office of Student Life will not stop or interfere with elections or referenda.
STEP 7: View results of your referendum or election
Results will be available to the CRO for three (3) weeks after the elections or referenda are completed. The CRO should download results and report back to their executive as necessary. If assistance is required, the Office of Student Life will only submit results to the CRO.
STEP 8: In the case of grievance
The CRO is responsible to uphold the group’s grievance procedures based on the group constitution and/or by-laws. The Office of Student Life does not address complaints resulting from the use of U-elecT. All grievances must be submitted directly to the group’s CRO.
