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Nominations and vetting

Receive or import candidates, review photographs and decisions, reconcile records and publish the final list.

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Candidate Nomination and Vetting Guide

1. Select the mode

Read NOMINATION_MODES.md. The mode controls who may introduce candidates and whether source nominations are mandatory.

2. Public self-nomination

In Self or Mixed mode, an active eligible voter submits during the nomination window using staff/member number and personal PIN. The voter selects a candidate position, enters a statement of 20–3000 characters, uploads a required valid photograph and may attach a PDF or DOCX supporting document up to 5 MB.

The same voter cannot submit twice for the same position. Credentials are verified but are not stored with the nomination or ballot.

3. Review

Authorised officers filter by name, email, position or status. A reviewer may set Under review, Approved, Rejected or Withdrawn, replace the photograph and record a comment. Rejection and withdrawal require a clear reason of at least ten characters.

Approval is impossible without a valid photograph. Approval creates or updates the linked Candidate record, copies the protected photograph to the public candidate photo and stores the nomination public identifier as the nominee reference.

4. Candidate statuses

Only Approved candidates appear on the final list and ballot. Rejected and Withdrawn nominations remain completed audit records. Their linked candidate must not remain Approved.

5. Commission candidates

Direct entry/import is valid in Upload and Mixed modes. It is invalid in Self mode. The management page detects unlinked Self-mode candidates and provides deletion of one or all before voting opens. Use deletion only after confirming the record is not linked to a valid approved nomination.

6. Photographs

JPEG, PNG and WebP are accepted, maximum 5 MB, minimum 400 × 400 and maximum 6000 × 6000 pixels. The photograph should be a clear head-and-shoulders image. Every approved candidate requires one.

7. Final publication

After nomination closure:

  • complete all Submitted and Under-review decisions;
  • confirm approved nominations have source photographs and linked approved candidates;
  • confirm approved candidates have public photographs;
  • correct stale candidate statuses;
  • remove invalid Self-mode unlinked candidates;
  • confirm each candidate position has a valid number of approved candidates;
  • publish the final candidate list.

Rejected and withdrawn nominations do not block publication merely because they exist.

8. Changes after publication

Changes to nomination status, photographs, candidates, positions or relevant election settings invalidate publication. Review and republish before readiness. No nomination or candidate edits are permitted after voting opens.

9. Evidence and privacy

Nomination photographs and supporting documents are protected before approval. Access is limited to authorised roles. Do not publish supporting evidence or voter credentials.

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