Nominating Committee

Business Purpose

The Health Sciences Faculty Council (HSFC) has a subcommittee, whose name is Nominating Committee, that is responsible for staffing all Health Science faculty committees on an annual basis, as well as other special committees as required. It is important to note that some committees are staffed by appointment, others by secret ballot elections by the Health Science faculty, and still others by a combination of these two methods. There is a business administrator that works with the Nominating Committee, who is located in the Administration Unit of the Dean’s Office, and utilizes this application to implement any necessary committee activity. This application, which is referred to as NomCom, performs the following actions:

• allows stakeholders to send email to faculty
• make changes to committees
• generate an email to faculty requesting their preference for committees to serve on
• generate an email to faculty with links to nominate and vote for committee members (anonymously)
• track faculty preferences and to create a ballot for voting in committee members.
• Allows faculty to nominate members, vote for members
• generate a report of the results

The annual committee process started in mid-January and typically, last until about the end of June. To be considered for committee service, a faculty must have appointments totaling 51% or greater. In 2008, it was determined that both senate and non-senate faculty would be allowed to vote.

Annual Process Overview (approximate)

• January & February
  • NCA(Nominating Committee Administrator) - Obtain list of all faculty from Academic Affairs data person
    • | Office of the Vice Chancellor, Health Sciences | UC San Diego | T: 858-822-6523 | F: 858-822-4914 | monica@ucsd.edu
  • NCA - Organize list of committees highlight expiring positions
  • NCA - Email each committee chair and vice chair
    • NCA - Current committee list with expiring positions highlighted
    • NCA - Body of the email is provided in the “January things to do” folder
    • NCA - Create “ballots” based on input by chair and vice chair
      • Elected positions
      • Appointed Positions
    • NCA - Ask if they would like to approve / update the bi-laws (committee purpose)
  • NCA - Post All Faculty Call for Preferences
    • NCA - Contact BADG to post
    • BADG - Once call for preferences posted - email all faculty about ballot
      • Email 3 times via NomCom? site (http://som.ucsd.edu/portal/mods/nomcom/)
        • Once when posted
        • Once the week it is going to close
        • Once the day it will close
    • BADG - Leave open for 2 weeks
    • BADG - Export data to excel
  • NCA - Scheduled the Nominating Committee Meeting
    • NCA - Work around chairs schedule
    • NCA - Prepare documents
      • 2012 HSFC Committee Roster (11x17)
      • Committee Elected Position “Ballot” (8.5x11)
      • Committee Appointed Position “Ballot” (8.5x11)
      • All Faculty Preferences List (highlight any names that were also chosen by committee chairs) (11x17)
        • Sort by 1^st choice
        • Sort by 2^nd choice
        • Sort by 3^rd choice
        • Sort by 4^th choice
        • Complete All Faculty Preferences Lists (11x17)
        • HS Faculty List (obtained from Monica Gudea) (8.5x11)
        • Agenda listing attendees and list of documentation
• February & March
  • NCA - Compile the notes from the Nominating Committee
    • NCA - Who was recommended for what committee / position
    • NCA - Remind Nom Com members to contact and follow-up with those recommendations
    • NCA - Create a ballot of the elected positions and send to the Faculty Council
• March & April
  • NCA - For the appointed positions:
    • NCA - Create a list of the committees that still need suggested names and send to the Nom Com
    • NCA - Create a ballot for the appointed positions and send to Faculty Council for vote
    • NCA - Contact BADG to post petition with current election info
    • BADG - Once posted - email all faculty about petition and draft ballot
      • NCA - Email 3 times via NomCom? site (http://som.ucsd.edu/portal/mods/nomcom/)
        • Once when posted
        • Once the week it is going to close
        • Once the day it will close
    • NCA - If petitions received amend ballot and resend to BADG
    • NCA - Create a ballot for the elected positions including the petitioned names and give to BADG for full faculty vote
    • BADG - Once final ballot posted - email all faculty about ballot
      • Email 3 times via NomCom? site (http://som.ucsd.edu/portal/mods/nomcom/)
        • Once when posted
        • Once the week it is going to close
        • Once the day it will close
    • BADG - If enough votes are collected X number, 5then ask BADG to close election
    • NCA - If not, send email announcement that the voting is to be extended a week
• April & May
  • NCA - Send separate Master Roster to each Committee
  • NCA - Send separate letter of appointment to all members
  • NCA - Wait to hear who can’t serve

  After Annual Election

  • NCA - Election done strictly by vote
  • NCA - Update roster
  • NCA - Send emails with David Easter’s name
    • Congrats you won
    • Congrats you dodged a bullet
  • NCA - Email to all faculty (via NomCom? page) consisting of
    • thank you for voting
    • results
  • NCA - Appointed
    • ballot to FC
    • ½ + 1
    • email to each committee
      • this is finalized
      • who do you want for this position
  • NCA - Update roster and hope all positions are filled
    • If not enough… Nom Com, FC …
  • NCA - Finalize master roster
    • re-read after 24 hours
  • NCA - Email word doc letter per committee to each new member
    • cc support person
  • NCA - Last thing
    • resend roster to support person

    Mid –year appointments

    • Ask committee chair is they have suggestions
    • Send email to NomCom? members and ask for recommendations
    • Compile all recommended names and create a ballot
    • Give ballot to Nom Com
    • Choose top two to three names with the highest scores
    • Send the two to three names to FC for a approval
    • Provide top two names to the committee chair
    • Update committee roster

User Documentation

• User's Guide
  • Requires Microsoft Word or Office to be installed and working on your computer.

Help

• For help pertaining to committee actitivity send an email to the Health Science Nominating Committee contact .
• If your question pertains to the use of the NomCom application send an email to the Business Application Development contact.