Wharton Global Clubs Network Election Guide We have created this guide to assist you in the planning, execution, and communication of your club s election. You should consult with your staff liaison before you begin the election process for additional guidance and best practices. Club elections are required for President and recommended for all other positions. Elections must run in accordance with your bylaws and abide by local nonprofit laws. In this packet you will find: Suggested communications timeline (Page 2) Recommendations for holding elections online and in person (Pages 3-11) Communications templates (Pages 12-17) Wharton Club of the UK case study (Page 18)
Suggested Communications Timeline A) 8-10 weeks out: a. Consult your club s Bylaws to understand the correct election protocol for your club. i. Determine who is eligible to vote. If only paid members can participate, consider using this as an opportunity to increase membership. ii. For in person elections, consider the timing and attendance of event. b. Speak with your staff liaison to learn how the School can best support the process. c. Identify a nominating/election committee or a nonbiased officer/alumnus who can manage the logistics of the election. Anyone who is running for reelection (i.e. current president) should not be involved in any aspect of managing the voting process. B) 6 weeks out: a. Send out a call for nominations and announce the timeline, roles available, including position descriptions, and details of how the voting will be conducted. i. Consider requiring potential nominees to complete an application b. Integrate election messaging into newsletter, other emails, and website C) 2-4 weeks out: a. Compile slate of nominated officers b. Communicate the names of these candidates to club membership, including brief bios (see example from the Wharton Club of Chicago here). c. Consider holding an in-person or virtual event for club members to get to know the candidates (see an example of a virtual event held by the Wharton Club of the UK here). D) Election: a. For online elections, consider using Helios (detailed instructions below). i. Announce that voting is open and remind of deadline. ii. Give two weeks for voting and send reminders throughout. b. For in person election, make sure election details are included in event reminders. E) No more than one week after voting ends: a. Communicate the winning slate to the club membership b. Inform your staff liaison of the results c. Update website accordingly d. Plan first board meeting for new leadership e. Explore ways for those not elected to stay involved
Physical Election Recommendations A) Election by ballot: a. Ensure that nominations and board slates are finalized prior to event date b. Digital resources may be utilized in person to streamline polling process i. Poll Everywhere and SMS Poll allow for live participation via text message ii. A traditional write-in ballot can be utilized (see Appendix A on page 19 for an example) B) Election by voice vote: a. If Bylaws don t require a ballot, a simple voice vote allows for a quick and easy way to conduct elections. The alumnus managing the election states the question or nominee, then asks those in favor and against to say "Yea" or "Nay," respectively. He/she then announces the result according to his/her judgment. The names or numbers of those voting on each side are not recorded. C) Election by roll call: a. Similar to ballot, except the voting is completed audibly by each member/attendee announcing his/her vote.
Online Election Recommendations We recommend utilizing Helios Voting, a website offering free, verifiable online elections. All communications concerning the election should be sent using the club s website. Only the election ballot will be sent through Helios. This should be incorporated into the overall communications timeline. Follow these steps to set up an election in Helios: 1. Please visit https://vote.heliosvoting.org/. 2. Log into the site using a Yahoo, Google, or Facebook profile. 3. Click the create election button on the right hand side. 4. Fill out the form and make sure to click on the Use voter aliases and Private? button.
5. Click Next. 6. Click on the questions (0) hyperlink. 7. Type in the Officer Position in the Question text box and the nominated candidates in the Answer #1, #2, #3, etc. text boxes.
8. Click add question 9. Follow steps 7 and 8 until all candidates have been entered. 10. Once all candidates have been entered, click on the back to election hyperlink in the top right corner. 11. Click on the voters & ballots hyperlink. 12. Click on bulk upload voters.
13. Open an Excel spreadsheet. In this spreadsheet, each voter will be assigned a unique username and email address. a. In Column A, assign the voter a username b. In Column B, type in the voter s preferred email address c. In Column C, type in the voter s name 14. Click on File Export Change File Type CSV (Comma delimited) (*.csv) 15. Save file to desktop
16. When prompted with Do you want to keep using format? Click Yes. 17. On the Helios voting website, click on Choose File. Select your file and click go. 18. On the next page, verify that Voter Login, Email Address and Name are accurate. Then click on Yes, let s go. 19. Click on back to election.
20. On the next page, click freeze ballot and open election 21. On the following page, click freeze the ballot 22. You will then receive an email from Helios Voting Administrator; system@heliosvoting.org a. Please be patient, it may take up to 15 minutes and it might be filtered into your spam folder. 23. Go back into Helios voting website and click on voters & ballots 24. Next to the user s name, please click the email hyperlink. a. Enter Wharton Club of (your club) Officer Elections in the Subject Line b. Provide a brief description in the Body textbox c. Click send 25. Once the allotted election window has closed, you will be able to click compute encrypted tally and release result in order to notify voters of the result. IMPORTANT Please do not click on compute encrypted tally until the election window has closed and you plan on no other votes to be made. Voter Instructions for Helios 1. Each voter will receive a message from system@heliovioting.org asking him or her to vote in the election. a. In this message, they will receive an election URL, election fingerprint, a personalized voter ID and a voter password to participate in the election. The email will look like the following:
2. The voter will then be brought to the Helios Voting Booth: 3. The voter will then select his or her preferences for each position and click on the Proceed button once they are finished: 4. The voter will then be brought to the following page, upon which they need to click on the Submit this Vote! button:
5. The voter will be prompted to enter the Voter ID and Password received in the initial email. Once the information has been entered, he or she need to press cast ballot. 6. Once his or her vote has been successfully cast, he or she will receive a message similar to the one listed below. He or she need to click on return to election info. 7. The vote has successfully been tallied.
Communication Templates Email sent from club to all alumni in region or affinity announcing the election (6-8 weeks out) Dear <alumnus>, As an alumnus based in <region or affinity>, we would like to share with you an exciting moment for the <Wharton Club Name>. Nominations for new leadership of the club are now open. We would like as many alumni as possible to be involved in this process. The new President will play an instrumental role in rejuvenating the community and shaping the future direction of the club. This is a great opportunity to have a tangible impact, strengthen relationships with other alumni and the School, and develop your leadership skills. The club is also seeking volunteer committee members to serve in a variety of roles to lead initiatives including Careers, Admissions, Social & Cultural Events, industry-specific verticals, and more. If you would like to be involved in the club in a role other than President, please also submit your name at this time. Only paid members of the club will be eligible to vote in these elections, so renew your membership now at <club website>. Nomination and Election Protocol: 1. Members interested in the President or other committee roles can nominate other members or themselves by sending an e-mail including a short paragraph outlining their interest to the Nominating Committee at <email address>. 2. Nominations are due by <date>. 3. The election will be conducted via a third-party vendor using an electronic ballot from <dates>. A link to participate will be emailed to all paid club members. 4. Election results will be announced via email to club members on <date>. Following the announcement, the new President will take office and convene the first committee meeting. Please contact <Nominating Committee> at <email address> with any questions regarding the nomination and election processes, directors responsibilities, or any other related topics. We would like to thank the outgoing President, <name>, and members of the committee, including <names>, for their dedicated efforts over the last <time period>. On behalf of the <Wharton Club Name>, we look forward to your participation. Sincerely, <Name> <Title>
Letter for Seeking Nominations send 6 weeks before election Subject: Seeking Nominations for <Name of Club> <Officer or Board Positions> Dear <Name of Club> Members: The <Name of Club> is seeking nominations for its <Officer or Board Positions>. <Officers or Directors> play an instrumental role in club operations and decision-making, serving as leaders on committees, overseeing programs and activities, and helping to shape the future direction of the club. <Officer or Board> positions are open to alumni from <Name of Eligible Programs/Schools>. Nominees must be members in good standing who have submitted an application. Nomination and Election Protocol: 1. Members are encouraged to nominate other members or themselves by sending an e-mail to the <Person or Team Managing Election>, <Name> at <email>. Nominations are due by <Date>. 2. All candidates must complete an application, available on the Club s website <insert URL>, and submit it to <Person or Team Managing Election>, <Name> at <email> by <Date>. 3. The election will be conducted <Insert Method of Election> from <Date Range>. A <Link or Ballot> to participate will be <emailed or mailed> to all Club members. 4. Election results will be announced at <Method of Announcement> on <Date>. Following the announcement, an initial board meeting will take place with the newly elected slate. 5. Newly elected Directors will serve <Enter Term Length> terms beginning on <Date>. Please contact <Name> at <Email> with any questions regarding the nomination and election processes, Directors responsibilities, or any other related topics. On behalf of the <Club Name> Board of Directors, we look forward to your participation. Sincerely, <Nominating Committee Member Names> <Nominating Committee Member Titles>
Letter for Announcing the Candidates and Voting Procedures (2-4 weeks out) Dear Wharton Alumni, The <Wharton Club Name> will soon be opening elections for the <Roles> of the club. If you are a current member of the <Wharton Club Name> as of <date>, you will receive an email on <election opening date> from our online voting tool HELIOS with directions and a link to vote. Members will have until <election closing date> to cast their vote. The winning candidate will be announced on <announcement date>. By voting, your voice will be heard in the local alumni club. This election is an opportunity for you, as an alumnus, to choose the <Wharton Club name> leadership and have a say in its direction. There are <number> slates of candidates for the role of the President. You may read their statements of candidacy here <insert link to statements>. If you are a Wharton alumnus, live in the <geographic region> and not currently a Member of the <Wharton Club Name>, you have until <date> to update your membership to be able to vote. Click Here to Become a Member <insert membership link> Thank you for your support of the <Wharton Club Name>! Sincerely, <Nominating Committee Member Names> <Nominating Committee Member Titles>
Letter Announcing the Election Opening on Helios Dear Members of the <Wharton Club Name>, Elections for the <Wharton Club Name> will open tomorrow. As a club member, you have the opportunity to cast your vote on who will lead the <Wharton Club Name>. There are <number> of candidates for this role. You may read their statements of intent here <insert website link>. Tomorrow, you will receive an email from the online voting tool - HELIOS. Please ensure that the email from HELIOS doesn't end up in your SPAM box. Voting will open from <opening date> and close on <closing date>. The email from HELIOS will provide you with directions and the link to vote. If you are having any difficulties, please contact <email>. Sincerely, <Nominating Committee Member Names> <Nominating Committee Member Titles>
Template Helios Voting Link sent via Helios when election begins Dear <Name>, Below please find your personalized link to vote in the <Wharton Club Name> election. This voting link is unique to you and should not be shared. The <Wharton Club Name> really appreciates your participation in the voting process. You can view the election statements from the candidates on the <Wharton Club Name> website- <insert URL>. Voting will close on <closing date>, so please be sure to vote before then. If you have any questions about this process, please email <email>. <the information below will be generated for each individual by Helios automatically> Election URL: Election Fingerprint: Your voter ID: Your password: In order to protect your privacy, this election is configured to never display your voter login ID, name, or email address to the public. Instead, the ballot tracking center will only display your alias. Your voter alias is XXX.
Template Letter for Announcing Elected Officers send as soon as possible after voting closes Subject: Welcome New <Wharton Club Name> Officers Dear Members of the <Wharton Club Name>, Following our <mid-year meeting/other meeting name/election>, I am pleased to announce the appointment of the following new officers to the <Club Name>: <Name, Affiliation, Title> <Name, Affiliation, Title> <Name, Affiliation, Title> Please join me in welcoming these leaders as they spearhead exciting new efforts of the <Club Name> and continue our history of keeping fellow members of the Wharton community connected with one another and the School. On behalf of the entire club, I extend my heartfelt gratitude to outgoing <Title, Name, Affiliation> for <his/her> dedicated service to our club throughout <his/her> term. <He/she> has helped shape the current success of the club and served as an essential leader in paving the way for our future activities and programs. I look forward to seeing you at our next <meeting> on <date> and other upcoming Wharton events! Sincerely, <Club Leader Name> <Club Leader Title>
Wharton Club of the UK Election Case Study 1. The Wharton Club of the UK successfully utilized the process and templates above to elect new leadership for the club in winter 2016. 2. To help generate the greatest possible interest amongst alumni in the region, the Wharton Global Clubs team sent one email to all alumni in the region inviting them to become a member of the club and participate in the election process. 3. An election committee, comprised of the existing club committee, but not including the immediate past-president, was formed to facilitate the process. 4. While the club leader has typically been called the President, the club bylaws only provided for a Chairman, so club communication had to indicate that the election was for the Chairman, not the President. 5. 29 new members joined the club from the time of the election notice sent by the school to all alumni to the close of elections, boosting the club membership over 10% from 296 members to 325 members. 6. 8 alumni who were previously uninvolved with the club committee volunteered to join the new committee in response to the all-alumni election notice. 7. A new page on the club website included the candidate statements. 8. A webinar was recorded in front of a live club member audience (of seven members) and the recording was made available on YouTube 9. There were 64 ballots cast, out of 325 eligible voters, over the ten day voting period. 10. The first club committee meeting was held within a week of the announcement of the election results 11. A First Friday drinks for all club members, fully sponsored by the club, was held two weeks within the announcement to encourage club membership to engage with the new club leadership
Appendix A ELECTION BALLOT FOR OFFICERS OF THE WHARTON CLUB OF XX CLUB OFFICE CANDIDATE VOTE (x) PRESIDENT XX ( ) VICE PRESIDENT, TREASURER VICE PRESIDENT, MEMBERSHIP VICE PRESIDENT, ORGANIZATION VICE PRESIDENT, SOCIAL ACTIVITIES AND PROGRAMS VICE PRESIDENT, PUBLIC RELATIONS WRITE IN CANDIDATE ONLY IF NOT VOTING YES ABOVE XX ( ) XX ( ) XX ( ) XX ( ) XX ( ) NAME PRESIDENT VICE PRESIDENT, TREASURER VICE PRESIDENT, MEMBERSHIP VICE PRESIDENT, ORGANIZATION VICE PRESIDENT, SOCIAL ACTIVITIES AND PROGRAMS VICE PRESIDENT, PUBLIC RELATIONS All completed ballots must be returned via email to xx, which is our electronic ballot box, by no later than xx p.m. on xx date. You can do this most easily by cutting and pasting this ballot form to a new email and filling in your vote and certification before submitting. All those voting and all write in candidates must be members in good standing of the Wharton Club of XX. I certify that I am eligible to vote by being a member in good standing of the Wharton School Club of XX. Name: Email: