Proportional voting on issues facing the AAUP Annual Meeting was established by Article VI, Section 3 of the AAUP Constitution. The following procedures were approved by Council, April 1985; amended by Council, November 1987; amended by Council, March 2007; amended by Council, May 2009.
1. Eligibility to Cast Ballot in Proportional Vote
Accredited delegates from chapters are eligible to participate in a proportional vote. Active members registered at the Annual Meeting who are from chapters for which no delegates are credentialed may also cast ballots in a proportional vote.
2. Delegate Accreditation
A bona fide chapter may designate one or more Active members from the chapter to represent it at the Annual Meeting, up to a total of one delegate for each twenty-five Active members or fraction thereof at the institution. The President or Secretary of the chapter must complete and sign a credential slip for each delegate from the chapter. Credential slips are mailed to chapters by the Washington office approximately four to six weeks before the meeting. Chapters are encouraged to return the credential slips to the Washington office by mail in advance of the Annual Meeting. Delegates may, however, present credential slips when registering at the Annual Meeting. To participate in a proportional vote, each delegate, including those whose credentials were mailed in to the Washington office, must obtain a yellow delegate badge from the registration table at the meeting.
3. Deadline for Delegate Registration
Where a chapter intends to be represented by one or more delegate(s), its delegates must complete registration and the credentialing process, by close of the Annual Meeting registration desk on the day before the Plenary Session of the Annual Meeting. Where a chapter has more than one delegate, a member of the delegation or the chapter's staff may complete registration for the entire delegation, provided this is done by close of the Annual Meeting registration desk on the day before the Plenary Session of the Annual Meeting. The person completing registration on behalf of the chapter's delegates is responsible for distributing the badges to the delegates. Credentials are not transferable.
4. Apportionment of Votes to Delegates
A chapter shall be entitled to cast ballots in a proportional vote equal to the number of Active members from the institution. The number of members from each institution shall be determined by reference to the annual May 1 "Institutional Recap" computer printout maintained by the Washington office. A copy of the printout will be available at the registration table during the Annual Meeting.
5. Ballot Preparation and Distribution
The staff shall prepare proportional voting ballots based on the May 1 “Institutional Recap.” In the event of a proportional vote, each chapter president or designee may pick up a chapter’s ballots by presenting the yellow delegate badge at the registration table.
6. Records of, and Challenges to, Vote Allocation
A list of the number of votes to be cast by each chapter shall be available for inspection at the registration table and a list of chapters and non-delegate active members casting votes shall be maintained and available for inspection in the voting area, and thereafter in the national office. Any challenges concerning the number of votes to be cast by a chapter in a proportional vote should be directed to the Credentials Committee prior to a proportional vote.
7. Attendance of Delegates and Transfer of Ballots
Ballots may be cast by one or more delegates from the chapter for whom the ballots were issued.
8. Ballots for Non-Delegate Active Members
An Active member present at the meeting is entitled to cast a single vote in a proportional vote except, as noted in section 1 above, if the Active member is represented by a delegate.
9. Call for a Proportional Vote
When there is a call for a proportional vote, the staff shall use the following procedure to determine whether one-fifth of the delegates present request a proportional vote:
There shall be a count of those delegates in favor, followed by a count of delegates present but not in favor; the first number is the numerator of the fraction and the sum of the two numbers is the denominator of the fraction.