Who We Are

The Elections committee is responsible for running the annual election to determine who will be the new members of the OTW Board of Directors. We are responsible for all aspects of the elections process, from start to finish. This election takes place every year, typically electing two to three Directors. Board candidacy requirements can be found on the Elections website.

Outside of running the election, Elections is responsible for raising awareness of the election, recruiting candidates, communicating with eligible voters to make sure they are aware of their right to vote, and facilitating communication between candidates and the public so that voters can make educated decisions. We also work to regularly update the electoral procedures, communicate with OTW members and other committees about the process, and help candidates prepare for and carry out their tasks.

We were formed in mid-2014 to move the management of elections out of the OTW Board and into a separate group, ensuring independence and fairness—principles that continue to guide us today. Every Elections volunteer is required to agree to our Confidentiality and Neutrality policies, committing to keep information about candidates, voters, and results private, and to avoid showing favoritism toward or bias against any candidate or potential candidate.

We work closely with Development and Membership to verify that Board candidates fulfill the membership requirement; candidates must be a paying member of OTW by eight weeks prior to the election. Development and Membership also ensures and supports the membership who comprise the voters in our elections. Additionally, we work with Volunteers & Recruiting to confirm candidates’ volunteer service records. Candidates must have served as a volunteer for nine of the 12 months prior to the month in which the election will occur.

We also work with the Communications and Translation committees to share news and information about the election with OTW members and users in as many languages as possible.

Internal Structure

Though all the members of the committee work together to foster a team environment and complete specific projects, there are five specialized positions that our volunteers hold:

• Candidate Liaisons are responsible for providing outreach to and support for election candidates. They work directly with candidates to guide them through candidacy declaration and election processes.
• Communications Specialists are the lead writers and editors of the committee. They prepare all public news posts and internal announcements surrounding the elections, and assist with, as well as helping with the writing and editing of committee documentation.
• Team Coordinators are responsible for the committee’s administrative and organizational work. They create procedures, run recruitment, schedule meetings, assist with creating project plans, and maintain committee documentation.
• Voting Process Architects create and maintain our voting procedures and software. They create, update, and verify the committee’s election procedures to minimize the risk of tampering. They also advise the committee on the best strategies to preserve voter and candidate privacy and the integrity of the voting process.
• Chair Track Volunteers are volunteers preparing to be considered for a Chair position. They spend six months learning everyone’s roles by shadowing other members and helping them to complete their tasks.

In addition to this, like all OTW committees, we have Chair volunteers who manage the Elections committee, work with committee volunteers of all specializations, and coordinate with outside committees that take part in the election process.

Voting & Voters

Voting is open to all OTW members. To become an OTW member, you must donate at least $10 USD in one donation and check the “I wish to be a member” box on the donation form by June 30 of the election year. If you are unsure whether your donation was made before the deadline, please contact our Development and Membership Committee by using their contact form and selecting “Is my membership current/Am I eligible to vote?” Check out the Election Timeline for other important dates.

If you are eligible to vote, you will receive two emails at the email you attached to your donation. The first email, which will be sent prior to the election, will contain voting instructions and the schedule. The second email, which will be sent when the election opens, will contain a link to the ballot.

One of our goals every year is to increase the number of voters who participate in OTW elections so that we better represent the OTW fannish community. If you’re interested in joining us, we encourage you to donate today!

Contact Us

If you want to learn more about the Elections committee, are interested in volunteering with us, or if you have any other questions, please contact us—we will be happy to hear from you.