Election Campaign Resources
The IEEE Board of Directors’ primary goal for each election is to guarantee that members are informed of the issues under discussion, and that candidates and all opinions are represented fairly, accurately, and in a respectful manner. The Board created and updated election campaign policies after thoughtful deliberation and based on experiences from multiple IEEE election campaigns.
To support this goal, IEEE policies provides guidance for communications and presentations that involve election candidates. To ensure that all activities are in compliance with both the letter and the spirit the IEEE policies, refer to IEEE Policies, Sections 13, 14, and 9.28.
Candidate’s Code of Principles
Elections and Electioneering
IEEE Policies, Section 13.3 Elections and Electioneering provides guidance for:
- Event/conference organizers and editors on how election material is distributed (in person, via email, online, in publications, and in IEEE meetings/events)
- How presentations are to be made in IEEE meetings
- How statements for publication are to be sought and presented
This policy explains routine and non-routine non-electioneering activities of candidates in conferences, meetings, and publications, and scenarios where some candidates may hold volunteer positions that provide them with access and travel to IEEE meetings and conferences, and/or give them an opportunity to address wide audiences or present technical talks due to their volunteer responsibilities. Please keep in mind that:
- Organizational units shall not endorse candidates or petitioners and publish documentation that included endorsements or quote endorsements. Eligible voters will cast their vote based on informed decisions.
- Petitioners (individuals who are in the process of collecting signatures on a petition to become candidates) are not considered candidates until the individual has met the conditions that would make the petition an official candidate. After they have successfully met the petition conditions and placed on the ballot, organizational units cannot promote, endorse, or assist with the petition process.
IEEE Policies, Section 13.3 Elections and Electioneering provides guidance to editors and conference organizers on how campaign material is distributed (in-person, via email, online, in publications, and in IEEE meetings). It also explains the handling of presentations at IEEE meetings and how statements for publication are to be sought and presented. The editor, conference chair, or other individual responsible for the activity shall determine the information to be presented or published, within the guidelines established by the governing body of that organizational unit, provided all candidates are treated equally.
The sending and management of candidate messages and candidate publications are governed by the IEEE policy on Mailing Lists and Rosters (IEEE Policies, Section 14 – IEEE Mailing Lists and Rosters) and may be regulated further by guiding documents recommended by the IEEE Election Oversight Committee and approved by the IEEE Board of Directors. In all communication with potential voters, candidates, and their supporters should:
- Include provisions for opting out from future communications
- Include reminders about the need of recipients to adhere to IEEE policies, especially IEEE policy on Mailing Lists and Rosters (IEEE Policies, Section 14.1 – Use and Control of IEEE Mailing Lists)
- Avoid practices that would be interpreted by a reasonably prudent person as obtrusive or failing under the category of “spam”
- Include the following disclaimer:
"The opinions expressed herein are the opinions of the author and not necessarily the opinions of IEEE."
IEEE Policy 14. IEEE Mailing Lists and Rosters explains how IEEE mailing lists and rosters may be used by IEEE. Per this Policy Section, IEEE mailing lists or other resources may not be used for individual campaign activities and they may not be provided to candidates, petitioners, or supporters for this use.
IEEE encourages organizational units to use social media for communication, collaboration, data sharing, and content development in a manner that is consistent with IEEE’s mission and objectives. The use of IEEE social media is permitted in elections when the content informs members about the upcoming election and related processes, and the views of all candidates, or other items that will appear on the ballot.
Social Media Policy
The IEEE Policy, 9.28 Social Media Policy explains the use of social media to protect and enhance IEEE’s reputation and Master Brand. For the purposes of this policy, “social media” is defined as any form of electronic communications, such as websites, portals, or other digital-based applications including mobile applications that allow individuals to post and share content publicly, and/or to a select group of individuals in virtual communities and networks and that allow other individuals to view, respond to, and share this content further.
Specific information related to social media that is operated on behalf of, or associated with, IEEE are set out in the “IEEE Social Media Operations and Best Practices Guide.” View the guide.
Election Oversight Committee
The IEEE Election Oversight Committee (EOC) will assist IEEE in adjudicating election-related matters in the IEEE Annual Election and other IEEE elections. The committee will also provide advice and guidance on electioneering and campaigning-related matters and recommend appropriate changes to electioneering procedures, oversee electioneering-related information that flows from members, volunteers, and staff on the way the elections process is progressing, and advise candidates if violations are detected.
The IEEE Election Oversight Committee and IEEE’s election staff can be contacted at email@example.com.
Can candidates give a campaign presentation during a meeting/event?
Yes, candidates can give a presentation during meetings/events provided that the same opportunity to address the electorate is offered to all the candidates for the same office position and all candidates are treated equally. The individual responsible for the meeting/event is responsible for determining the information to be presented, within the guidelines established by the governing body of the organizational unit.
The same applies to invitations for candidates to provide information for a publication. The editor or other individual responsible for the activity will determine the information to be published within the guidelines established by the governing body of the publication, provided that all candidates are treated equally and have the same opportunity. (IEEE Policies, Section 13.3 Elections and Electioneering)
What can candidates do to promote his/her candidacy?
Can the Section (Chapter) or officers endorse a candidate or petitioner?
Can IEEE funds be used for electioneering?
IEEE funds may not be used for IEEE electioneering, except for expenses normally incurred in publicity and arrangement of meetings, and/or in publications. Candidates may be invited to appear at meetings to discuss their position, and they may be reimbursed for actual travel expenses by the organizational unit organizing the meeting.
The use of IEEE funds for electioneering purposes in any governmental election is prohibited. (IEEE Policy, 13.4 Use of Funds for Electioneering)
IEEE Complaint Processes
IEEE Annual Election
- Reports of violations, or concerns regarding potential violations, of IEEE Annual Election or petitions
- Contact the EOC at firstname.lastname@example.org.
- All complaints must be accompanied by the IEEE policies one believes that the violation occurred
- Reports of violations, or concerns regarding potential violations of Section/Chapter can be made at the local level to the Section Chair and if necessary to the Region Director
- MGA Staff can assist with Section/Chapter Election concerns as needed
- Concerns and complaints can be placed within the IEEE Ethics Reporting Line if resolution at the local level is not possible
IEEE Ethics Reporting Line