The Overseas Alumni representative in the Board of Trustees shall be elected starting on  May 15, 2014  using mail-in ballots. Candidates are nominated by Silliman University Alumni Chapters abroad duly recognized by the SAAI. Only lifetime member-Alumni of Silliman University as of December 31, 2013, as registered with the SAAI, Filipino Citizen residing outside the Philippines can be nominated.

The notice of nomination must be received at least 15 days ( April 30, 2014) prior to the voting period designated in advance by the SAAI Election Committee. The SAAI Executive Committee or the Board of Directors may, in its discretion, waive or extend the filing deadline. The final list of the nominees and their pictures including the short biographies of the candidates and a brief statement on what they intend to do as a trustee shall be published on the SAAI Website not later than May 5, 2014. Only persons nominated in accordance with these provisions may be elected. The candidate receiving the greatest number of votes for the position of Overseas Alumni Representative in the SU Board of Trustees shall be elected.

The nominating chapter with a nominee shall transmit to the SAAI the amount of P2,250.00 or $50.00 to help defray the costs of the nomination and election.

Balloting materials relating to the election of the member of the Board of Trustees of Silliman University representing the Overseas Alumni shall be distributed to all lifetime member-alumni registered with the SAAI.  Only Active Regular, Associate and Lifetime member-alumni registered with the SAAI can vote, using the mail-in ballots. Electronic transmissions are not allowed.

The Trustee Election Committee shall send by mail, together with a self-addressed envelope for its return, an official ballot to every active regular and associate alumnus appearing in the list of active members of the SAAI as of December 31, 2013  and those submitted by every chapter.

The official ballot shall include the names, pictures , short biographies of the candidates and a brief statement on what they intend to do as trustees.

All envelopes containing the ballots shall be collected, recorded and deposited in a special locked box, which shall not be opened until it is time to canvass them. The canvassing, to be done by the Trustee Election Committee shall be held at least two weeks before Founders Day and the names shall be forwarded to the Board of Directors of the Silliman Alumni Association, Inc.

The voting period shall begin at eight o’clock in the morning on May 15, 2014 and end at five o’clock in the afternoon on August 14, 2014.  The notice on the voting period will be placed on the SAAI website 30 days before the beginning of the voting period on May 15, 2014.

Information regarding the election will be provided to alumni in the following manner: (a) posting of a notice on the Association’s website no less than 30 days in advance of the opening of the voting period and (b) sending a notice to all alumni by mail no less than 30 days in advance of the voting period. Such notices shall serve to inform alumni that there will be an election of the Overseas Alumni Representative in the SU Board of Trustees, and shall contain such other information as shall be required by the Election Committee. The notice also shall refer alumni to the Association’s web page for further information, including the names of the candidates, these Guidelines, and information on how to access forums where alumni may discuss, lobby and learn more about the elections if any. The notice shall include contact information for the SAAI and Election Committee office.

The form of the ballot and related materials shall be at the discretion of the Election  Committee. The mailing to alumni shall also specify the last date on which votes may be cast.

The election results will be announced immediately after the end of the canvassing and tabulation. The results shall also be published on the Association’s website after the SAAI Board of Directors’ proclamation of winner and through the appropriate alumni chapters (as determined by the Election Committee) after the SAAI Board of Directors’ proclamation of winner.

The appreciation, canvassing and tabulation of the ballots shall be done by the SAAI Trustee Election Committee.

In the event that there is only one candidate for the Trustee seat for which an election is held, the election shall be dispensed with and the candidate immediately proclaimed winner by the Board of Directors.

These Guidelines may be amended by a majority vote of the SAAI Executive Committee or the Board of Directors.