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Ordinary General Meeting
Thursday, June 23, 2016

VOTING ARRANGEMENTS FOR
ELECTION OF STANDING COMMITTEE MEMBERS

  1. This document sets out the voting arrangements for the election of members of the Standing Committee at the Ordinary General Meeting (OGM) on June 23, 2016. All members who intend to vote shall read this document carefully before voting.

  2. There are 8 vacancies in the Standing Committee. A total of 12 valid nominations were received by the closing time of nomination.

  3. Pursuant to Convocation Rule 31, the election of members of the Standing Committee shall be conducted by secret ballot and electronic voting.

  4. The Secretariat may conduct sample checks where necessary.

  5. Convocation Members shall cast their votes in one of the following modes :
    (i) By Graduate e-Voting:
    Convocation members who are graduates may cast their votes electronically between 09:00 on May 23, 2016 (Monday) and 17:59 on June 10, 2016 (Friday) at http://www.convocation.hku.hk/evoting.

    (ii) By Ballot Forms:
    Original ballot forms must reach the Clerk of Convocation, c/o Convocation Secretariat, G/F Hung Hing Ying Building, The University of Hong Kong, Pokfulam, Hong Kong by 18:00 on June 14, 2016 (Tuesday).

    (iii) In Person:
    Only members who have not voted electronically or by ballot forms are entitled to vote in person at the election to be held at the Ordinary General Meeting 2016 on June 23, 2016 (Thursday) from 6:30pm to 7:30pm.

  6. Should a voter cast his/her vote in more than one mode [refer to point 5 (i) – (iii) above], the electronic vote prevails and all other votes will become invalid.


    Graduate e-Voting


  7. Members who are graduates and would like to cast their votes electronically are required to register by filling in their personal particulars when the system opens at 09:00 on May 23, 2016. An email with a unique voting link will then be sent to the email address provided by the member within an hour through which the member may cast the vote before the expiration of the voting link as specified in the email.

  8. Each Member can only register once with one email address. An email address successfully registered by one member will not be eligible for registration by any other members. For privacy and anonymity of voting, please do not circulate your unique voting link to others.

  9. The names of all 12 candidates will appear on the Convocation Graduate e-Voting website. Each eligible voter can only vote once by placing no more than 8 “X”s against the names of the candidates of his/her choice.

  10. An electronic vote cannot be revoked under any circumstances.

  11. The Graduate e-Voting system will close at 17:59 on June 10, 2016 (Friday); please allow ample time to register your personal particulars and cast your vote before the deadline.


  12. Ballot Form Voting


  13. The ballot form comprises two parts:
    Part I contains the names of all 12 candidates. A voter can cast no more than 8 votes by placing a cross “X” against the names of the candidates of his/her choice. In addition, voters must fill in the total number of candidates selected in the box provided.

    Part II contains the details of the voter for the purpose of verification only, and will be detached from Part I after verification of the bona fide of the voter. All voter information remains confidential and will not be disclosed to any entity or person.

    The originals of both Part I & Part II, whether sent by post or by hand, must reach the Secretariat by 18:00 on June 14, 2016 (Tuesday).

  14. A ballot form is only valid if both Part I and Part II are duly completed.

  15. A ballot form will be INVALID if
    a) the voter has already voted via e-voting;
    b) more than 8 candidates are selected;
    c) it reaches the Convocation Secretariat after 18:00, June 14, 2016 (Tuesday);
    d) it is torn, defaced or otherwise damaged on receipt by the Convocation Secretariat;
    e) it is sent to the Convocation Secretariat by fax or email;
    f) it does not bear the voter’s original signature;
    g) there exists another ballot form under the same voter; or
    h) the number filled in the box does not match with the number of cross “x” against the name(s) of the candidate(s) selected.
    i) any part of it is incomplete or contains inaccurate or unverifiable information.


  16. In-person Voting


  17. Convocation members who have not cast their vote electronically or by ballot form may vote in person at the OGM.

  18. The Ordinary General Meeting 2016 will be conducted from 6:30pm to 7:30pm on June 23, 2016 (Thursday).


Please click here for Frequently Asked Questions (FAQs) about the Election.