Rules for Conduct of Election of NAPSWI (2016-18) Preamble In consonance with the power conferred under proviso 12 of the Rules and Regulations of NAPSWI to formulate rules for conduct of Election of NAPSWI( 2016-18) in democratic manner, these rules are formed so that elections should be conducted in a free and fair manner. Purpose and Scope The purpose of the NAPSWI Guidelines on Election Campaigning and Communications is to concisely state key requirements of fair and appropriate NAPSWI election practices including campaign and, to assure that: The names of all members are entered in electoral roll. For this a member means Life member of NAPSWI whose name appears in the final Electoral list of NAPSWI. All members and contesting candidates are treated fairly and equally All members and contesting candidates understand campaign activities and required actions shall not harm any other member or NAPSWI aims and objects. Members have sufficient information to make informed choices in elections NAPSWI elections are conducted in a manner befitting a professional society. These guidelines apply to all elections for members of the NAPSWI Governing Board members and Office bearers. The NAPSWI logo may not be used on any materials used for campaign purposes, including any use of social media. It is the responsibility of NAPSWI governing Board to provide all members running for office with an opportunity to campaign on an equal basis. All members, contesting candidates and their supporters will follow the election rules campaign practices outlined in this document when informing the NAPSWI membership of their position with respect to the Association and social work profession, its future, and its policies. Process The following process is to be adhered to by all members: 1. Appointment of Returning Officer The Governing Board shall propose the name of Returning Officer. On the acceptance of the task by the proposed Returning Officer, Secretary shall be notify the same on NAPSWI website. 2. Election Schedule
President/Secretary in consultation with Returning Officer shall prepare Election Schedule and shall be place on NAPSWI website and also be communicated to members through website or emails or by post or any manner which Returning Officer deems appropriate. 3. Final of List of Members Secretary and Treasurer shall submit the list of existing members of NAPSWI to the Returning Officer. The same list can be placed on for addition/ deletion/ correction on through website or emails or by post or any other manner which Returning Officer deems appropriate. 4. Election for Governing Board Returning Officer shall conduct election for the offices of Governing Board and its executive members. As per constitution, there shall be five offices of NAPSWI: President (One), Vice President (One), Secretary (One), Joint Secretary (One), and Treasurer (One). There shall be six Executive members to the Governing Board. 5. Nominations: (A)A member, who is willing to contest election for any post, shall be eligible for contesting election for any office, provided i. S/he should be a member with good standing which means s/he has not been expelled by NAPSWI on account of indiscipline or any other reason, S/he has not been convicted by any court for the offences such as sexual harassment, human rights violations,sedition, and financial irregularities i willing to contest election for the said office in writing and supported by five members of NAPSWI. (B) Each member willing to submit the nomination shall also submit ( in digital form) following for display on NAPSWI website, i. Candidate biography Statement of goals to achieve in the position i Statement of Commitment Photo, 3 H x 4 W, 300 dpi, jpg or gif only (C) The above mentioned documents shall accompany the nomination or can be send on returning officer s email.. Each candidate shall be limited up to 500 words. Candidate s biography, statements of goals, statement of commitment and photo graph shall help members to exercise their choices. Identical biographies, goals and photos will be published in all media by Returning Officer Secretariat. (D) A member can file nomination for one position. If anyone files
nomination for more than one position, his/ her nomination shall be disqualified. (E) All nominations should be on prescribed nomination form which is available on NAPSWI website and/ or can be obtained from (F) Returning Officer office. Nominations can be filed on prescribed proforma which can be downloaded from NAPSWI website. After completing the same, it can be scanned and send to Returning Officer, NAPSWI Elections by your email id to ronapswi@gmail.com 6. Scrutiny: Within 24 hours of the closure of nominations, Returning Officer will review each nomination to ensure that are nominations are valid and contains package requirements and may ask any candidate whose requirements may not be complete. The list of all candidates valid for contesting election shall be notified on website along with the details of candidates. 7. Withdrawal of Nomination: Any member who has filed his/her nomination can withdraw the same informing Returning Officer on prescribed proforma or either in writing or by sending email from email account mentioned in nomination form. 8. List of Final Contestants: After withdrawal process is over, Returning Officer shall declare final list of contestants for various positions. 9. Manner of Election: Returning Officer shall establish and announce balloting procedures that meet the requirements of (1) fair balloting that is open to all eligible members of the association, (2) anonymity, (3) protection against fraudulent balloting, (4) ballot archiving, and (5) the timely reporting and archiving of balloting results. a. Ballot and Voting i. The ballot shall contain the names of all candidates for various positions. The ballot shall permit voters to select up to the number of director positions to be elected. A single choice ballot shall be used for each officer position, and the nominee receiving the greater number of votes shall be declared elected. i The ballot papers shall be dispatched to all
members on their postal address within stipulated time. The ballot paper must be returned in the envelope provided for the purpode having address of Returning Officer.The sealed envelope having Ballot paper should be returned by post to Returning Officer. b. Counting i. All the ballot papers shall be kept in the custody of Returning Officer who shall announce the place of 10. Appeals: i counting. Returning Officer shall make rules for the counting, its process and guidelines for considering invalid or valid votes. Candidate or his/her nominee can witness the counting process. Ballots must be received by the last date as announced. No ballot shall be entertained after the expiry of last date. v. Following vote tabulation and election declaration, Returning Officer shall make election results available to the general membership by posting them in the appropriate area of the NAPSWI web site. vi. In the event of a tie among the top vote-getters for an office, a runoff election shall be conducted. The modalities shall be decided by Returning Officer which may result in another round of election. i. The Returning Officer shall be responsible for receiving and acting upon all questions or complaints associated with the election process in writing within three days. This shall also include any requested recounting of ballots. i As appropriate, Returning Officer will inform and consult the Governing Board members and association legal counsel. The Returning Officer will review the submission to determine if additional information is needed. Efforts will be made to obtain objective documentation concerning the issue. If it is determined that further action is required, Returning Officer can appoint a Committee of senior members of NAPSWI who will develop and implement an action plan and timeline. 11. Office of the Returning Officer:
i. Returning Officer shall be responsible for free and fair conduct of election. Returning Officer can make any committee to facilitate his /her work related to free and fair conduct of election. i The present Governing Board shall extend all support to Returning Officer for free and fair conduct of election. President/ Secretary shall work out requirement in consultation with Returning Officer in advance. The financial requirements shall be taken care by Secretariat. Returning Officer shall be extended all support. Secretariat shall provide funds for Returning Officer s office and all such requirements like stationery, printing, postage, communication, remunerative support staff, reasonable hospitality and any other necessary requirements. However, there shall be no honorarium paid to Returning Officer. NAPSWI shall advance the money for the purpose as and when required. 12. Ethical Expectations and Protocols on Campaign Activities 1. The NAPSWI logo may not be used on any materials used for campaign purposes. 2. Propriety and decorum is expected at all times, and the candidate shall refrain from comparing themselves to or naming other candidates. 3. Disparagement of any candidate is strongly discouraged and may be interpreted as impugning. Each candidate shall communicate this expectation to their campaign team as well as those who provide campaign support. 4. The candidate may create and publish her or his own web site, using their desired content and design. The NAPSWI logo and other NAPSWI email groups shall not be used in any form or manner. No other individual, institutional, or organizational websites shall be used for campaigning purposes. 5. Candidates in their communication are expected to follow decent terms, sophisticated language in democratic manner. Uses of unparliamentarily words, abuses, filthy cartoons, gestures are restricted. Any behavior of unbecoming of professional social workers should be avoided. Returning Officer NAPSWI ELECTION