June may seem like a long way away, but Conference 2026 will be here before we know it! Coming up even sooner is delegate election season – typically March, April or May – when chapters select the members who will represent them in important decisions that shape OSEA’s future.
Your chapter constitution sets the rules for delegate elections, so the process will vary a little from chapter to chapter. But executive boards should all start in the same spot: reviewing the constitution as early as possible to make sure you follow the election guidelines! And now is the time to do that – if your constitution specifies that nominations are made in March, you may need to send out notices right away.
To make sure your chapter is ready to hold delegate elections, chapter executive boards should answer the questions below as soon as possible.
1. How many delegates will you send to Conference?
Before holding elections, your chapter should determine how many delegates and alternates you will send to Conference. There are two factors to consider: the number of delegate seats you are entitled to and your chapter’s finances.
All chapters are entitled to one delegate, plus an additional delegate for every five members, up to a maximum of 10. Chapter leadership may decide not to fill every delegate seat if the chapter can’t cover the cost. (Please note: OSEA offers scholarships to ensure every chapter can send at least one delegate.)
2. Are any officer positions automatically delegates?
Some chapters have amended their constitutions to name one or more chapter officers automatic delegates. (Hint: this is most often found in the articles related to Conference or officer duties.) If that is the case for your chapter, you only need to hold elections for any remaining seats.
3. When are nominations and elections supposed to happen?
Your chapter constitution also determines when delegate elections are held. Holding the election in the wrong month could make your delegates ineligible for credentials and unable to participate in Conference.
Members nominate delegates during two chapter meetings before the election. Nominations are opened at the first meeting and closed at the second.
4. When do you need to send notices?
You must send an election notice to all members at least 15 days before the first meeting (when nominations are opened). The notice should specify the date, time and location for each meeting and include instructions for nominating delegates and voting in the election.
Chapter leaders have to plan ahead to ensure the correct procedure for election notices! If your constitution requires nominations in March and meetings are held once a month, you may need to send notices as early as February.
5. How are votes cast?
This process is also determined by – you guessed it – your chapter constitution. It specifies whether the vote should be held during a chapter meeting, at worksites, by mail or electronically. An election using a method that isn't in your constitution isn’t valid.
Only members in good standing may nominate, vote or be elected. If there is only one candidate per seat, the nominees are automatically elected and no vote is needed. If you have more candidates than delegate seats, the candidates with the most votes will be delegates. The others may be alternates, serving if a delegate can’t attend, selected in order based on the number of votes each received.
These rules are in place to ensure access to OSEA's annual Conference, not restrict it! Transparent, fair and compliant elections are integral to the democratic process which runs our union.