VOTING ARRANGEMENTS FOR
ELECTION OF CONVOCATION STANDING COMMITTEE MEMBERS

  1. This document sets out the voting arrangements for the election of Standing Committee Members at the Ordinary General Meeting (OGM) on 29 June 2020. 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 10 valid nominations were received.

  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 eVoting:
    Convocation members who are graduates may cast their votes electronically between 09:00 on 1 June 2020 (Monday) and 17:59 on 15 June 2020 (Monday) 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 22 June 2020 (Monday).

    (iii) In Person:
    Only members who have not voted electronically or by ballot are eligible to vote in person at the election to be held at the Ordinary General Meeting 2020 on 29 June 2020 (Monday). Voting will begin with the commencement of Item 3 of Order of Business, and will close at 7:15 pm or such other time as extended by the Chairman.

  6. In the event a voter casts his/her vote in more than one of the modes described in point 5 (i) – (iii) above, the electronic vote prevails and all other votes will become invalid.


    Graduate eVoting

  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 1 June 2020. 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. To maintain the privacy and anonymity of voting, please do not circulate your unique voting link to others.

  9. The names of all 10 candidates will appear on the Convocation Graduate eVoting 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 eVoting system will close at 17:59 on 15 June 2020 (Monday); please allow ample time to register your personal particulars and cast your vote before the deadline.


    12. Ballot Form Voting

  12. The ballot form comprises two parts:

    Part I contains the names of all 10 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 22 June 2020 (Monday).

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

  14. A ballot form will be INVALID if
    a) the voter has already voted via eVoting; or
    b) more than 8 candidates are selected; or
    c) it reaches the Convocation Secretariat after 18:00, 22 June 2020 (Monday); or
    d) it is torn, defaced or otherwise damaged on receipt by the Convocation Secretariat; or
    e) it is sent to the Convocation Secretariat by fax or email or any other electronic means; or
    f) it does not bear the voter’s original signature; or
    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; or
    i) any part of it is incomplete or contains inaccurate or unverifiable information.


    15. In-person Voting

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

  16. The Ordinary General Meeting 2020 will be conducted from 6:30pm to 7:15pm or such other time as extended by the Chairman, on 29 June 2020 (Monday).
Please click here for Frequently Asked Questions (FAQs) about the Election.