Election Procedures

What is CAP?
CAP is an elected body of members who serve as the Chancellor’s advisory committee for academic professionals on this campus. Please check out our website for more information on districts, our bylaws, and information about issues we have been addressing.

Who does CAP represent? (Who is eligible to run for election and to vote?)
The Electorates. The academic professional staff whose appointments as academic professionals require at least fifty percent of full-time shall elect the Council. The academic professional staff, as defined in the University of Illinois Statutes, Article II, Section 5, consists of those employees whose positions have been designated by the President and Chancellor as meeting specialized administrative, professional, or technical needs. Members of the Central Administration academic professional staff whose principal offices are on the Urbana-Champaign campus shall be members of the electorate. Any person with an active tenure-system record, even if currently on a 0% faculty appointment, is excluded from the electorate. Any person with any appointment 1% or more on an “other academic” line (e.g., lecturers, instructors, teaching associates) or modified professorial titles (e.g., visiting professor, adjunct professor, research professor) is excluded from the electorate.

NOTE: A person with a 0% appointment in one of these “other academic” ranks who also holds a 50% or more academic professional appointment would be included in the CAP electorate. Unless otherwise specified, the President, Vice-Presidents, the Chancellor and Vice-Chancellors, the deans of the colleges, and the chief executive officers of the academic units shall not be members of the electorate. The Chancellor (or the President in the case of Central Administration academic professional staff) may, after consultation with the Council, identify additional senior administrative officers to be excluded from the electorate.

How many seats are open?
There are two seats per district with 11 districts, making up CAP. The two representatives per district on the Council are elected to serve staggered 3-year terms. In districts where two positions are open, the top vote recipient will win the longer term. The two representatives may not be from the same unit on CAP; if two or more people run from the same unit, the top vote recipient will be elected. Click here to see how many seats are open in each district.

How will the election work?
At the beginning of the election week, members of the district who are eligible to vote will receive an email with a link to a secure voting website.

* No write-in candidacies are allowed.

* Candidate with the most votes shall be elected. A candidate may receive only one vote per voter.

* In the case of two seats being open, the top vote getter will be elected to the 3-year term and the next highest vote getter will win the other seat.

* Voting occurs no matter how many candidates run in the district for election. 
An email notifying the District of the results will be sent out shortly after the election is concluded.

What to do if you wish to run:

1. Fill out the self-nomination form.

2. Make sure you are available the first Thursday of every month, 1:15-4:00 p.m. for the monthly meetings. The January and July meetings may be scheduled at alternate times due to holidays.

3. Be willing to participate in other CAP committees or activities as your work schedule allows.

4. You will be notified via email that your nomination has been verified and that your name will be placed on the ballot.

** THE PROCEDURES AND ELECTIONS COMMITTEE RETAINS THE RIGHT TO EXTEND THE NOMINATION PERIOD IF INSUFFICIENT NOMINATIONS ARE RECEIVED.

Election Procedure for appointing CAP member replacements

The following is the standard procedure for appointing replacements for CAP members who have resigned before the end of their term. The Council also has the option of, in special circumstances, directly appointing a qualified candidate to a CAP Replacement Term without the implementation of these procedures. This type of special appointment must be approved by a two-thirds majority of the council and only applies to special circumstances (see examples below).

The remaining representative from the associated district will send an email to all members of the district soliciting applications from interested parties, preferably no later than one week after a resignation is received.

Interested parties are asked for a brief candidate statement.
The following should be included in their candidate statement:

  • name, title, department, length of service at the University of Illinois
  • why they want to serve on CAP
  • what makes them an appropriate candidate for CAP

The names, titles, and departments of the interested parties are sent by the CAP vice-Chair to Academic Human Resources for eligibility verification.

Once his/her eligibility has been verified, the candidate’s information is distributed to all CAP members by the CAP vice-Chair (or his/her representative) no later than one day in advance (one week is preferred) of the CAP meeting.

At the monthly meeting all members are given a chance to review the materials and conduct a discussion; once discussion has ended, the Chair will call for a vote.

Voting guidelines

  • CAP vice-Chair will prepare a paper ballot for voting.
  • Two CAP members will count the votes.
  • A simple majority (one over half) is needed to appoint a person as a replacement.
  • If there is only one candidate, a vote will be held to either appoint that candidate or to solicit more applications.
  • If there are two candidates and there is a tie, a second vote will be held immediately. If there is still a tie, the vice-Chair or their designee will determine the winner by a flip of a coin.
  • In the case of more than two candidates: if no one receives a simple majority or if there is a tie between the top vote recipients, a run-off will be held immediately between the two top vote recipients.

The CAP vice-Chair will report the results to candidates and all CAP members immediately and/or via email.

The response to the appointed candidate should include the following:

  • their appointment is pending the Chancellor’s approval
  • their appointment is until the end of the May
  • if additional years remain on the term beyond the current year, an election to replace the member for the remainder of the term shall be held during the normal election period (the appointed member may choose to run in this election)

A letter will be sent by the CAP vice-Chair to the Chancellor requesting that the selected person be appointed to CAP.

Examples of Special Circumstances

  • Representative has submitted a letter of resignation but before a replacement has been found his/her situation has changed and the representative wishes to continue on the Council.
  • Representative has submitted a letter of resignation (due to changing districts) but before a replacement has been found an opening occurs in the district to which they have become a member.