How to Manage Election Nominations in Australia
Thursday, 24 September 2026, 9:59 am
How to Manage Election Nominations in Australia
An election can go wrong before anyone casts a vote.
The problem is often not the ballot itself. It starts earlier, during nominations.
If the nomination period is unclear, eligibility has not been checked properly, candidates have been given inconsistent information, or nominations close without a clear process for dealing with late submissions, the organisation can find itself dealing with questions before voting has even opened.
That is why election nominations deserve their own process.
A well-managed nomination period gives everyone a clear understanding of:
There is no single nomination procedure that applies to every Australian organisation. A company, incorporated association, charity, union or other membership organisation may be subject to different legislation and governing rules.
The starting point should always be the organisation’s constitution, rules or other governing document.
Why the nomination stage matters
The nomination process establishes the pool of candidates from which members will make their choice.
That makes it a governance issue, not simply an administrative task.
A nomination process should give eligible candidates a reasonable and consistent opportunity to put themselves forward, while giving the organisation enough information to establish whether each nomination is valid.
A good process also creates a clear record.
If a candidate later asks why their nomination was rejected, or a member questions why someone appeared on the ballot, the organisation should be able to explain what rule was applied and how the decision was reached.
That is much easier when the nomination process was documented from the beginning.
Step 1: Start with the organisation’s rules
Before opening nominations, locate the current constitution, rules or governing document.
Look for provisions dealing with:
For an incorporated association in NSW, for example, the constitution must include provisions dealing with the election or appointment of committee members. NSW Government guidance also states that the constitution should specify voting eligibility and relevant membership requirements.
That is a useful illustration of a broader principle:
The nomination process should be built from the organisation’s governing rules, not from a generic election template.
The rules of an organisation in Queensland may not match those of an incorporated association in NSW, and a registered organisation under the Fair Work framework has its own requirements.
Step 2: Identify the legislation that applies
Once the internal rules have been reviewed, check the legislation that sits behind them.
The relevant requirements depend on the organisation’s structure.
Incorporated associations
State and territory legislation applies to incorporated associations.
For example, NSW incorporated association constitutions must provide for the election or appointment of committee members. NSW Government guidance also explains that an association’s constitution is a contract between the association and its members.
The details of the nomination process can depend on whether the organisation has adopted the Model constitution or operates under its own constitution.
Charities
For charities with members, the ACNC Governance Standards also form part of the governance framework.
Governance Standard 2 requires member charities to take reasonable steps to be accountable to members and give members adequate opportunities to raise concerns about how the charity is run.
The governing document remains particularly important because it sets out how the organisation’s governing body makes decisions and consults its members.
Registered organisations
Unions and employer associations registered under the Fair Work framework have more specific election requirements.
The Fair Work Commission states that organisation rules must cover matters including:
There are also formal steps that registered organisations must take before an election begins.
For example, the Fair Work Commission currently requires prescribed information to be lodged at least two months before nominations are due to open.
This is a good example of why an election timetable should be built well before the nomination notice is sent.
Step 3: Confirm the positions being elected
Before opening nominations, establish exactly what members are being asked to fill.
For each position, record:
Three ordinary committee positions are available for election for the next term. Eligible members may nominate in accordance with the association’s constitution.
Avoid vague descriptions such as “committee elections are now open” if there are several different positions or different requirements.
Candidates need to know what they are actually nominating for.
Step 4: Define candidate eligibility before nominations open
This is one of the most important parts of the process.
The organisation should know exactly what makes someone eligible before it starts accepting nominations.
Depending on the rules, eligibility might depend on:
Do not rely on assumptions.
A person may be a member but still not qualify for a particular elected position.
Example
Imagine an organisation has 2,000 members but its rules require a candidate for a particular position to have been a financial member for at least 12 months.
Being on the membership database does not, by itself, establish eligibility.
The nomination process needs a way to check that requirement.
Step 5: Decide how nominations will be submitted
The nomination method should be clear and consistent.
Depending on the organisation’s rules, nominations may be submitted using:
The nomination form should collect only the information actually required.
A typical nomination may include:
If online nominations are used, make sure the electronic process produces a reliable record of when the nomination was submitted.
Step 6: Open nominations with clear instructions
The nomination notice should answer the practical questions candidates will have.
It should tell members:
Avoid making candidates search through several documents to find the requirements.
A clear nomination notice can prevent a large amount of administrative back-and-forth.
Step 7: Set a definite closing date and time
“Applications close Friday” is not precise enough.
Use a specific date and time.
For example:
Nominations close at 5:00 pm on Friday 16 October 2026.
If the organisation operates across different states or time zones, state the relevant time zone as well.
This becomes particularly important when nominations are submitted electronically.
What about late nominations?
Decide this before nominations open.
Do not wait until a preferred candidate misses the deadline before deciding whether an exception will be made.
The organisation should follow whatever the constitution, rules or applicable legislation provides.
If the rules do not permit late nominations, administrators should not create an informal exception simply because a candidate was a few minutes late.
Consistency is critical.
Step 8: Make candidate eligibility checks systematic
As nominations arrive, check them against the same criteria.
A nomination checklist might include:
| Check | Completed |
|---|---|
| Candidate is an eligible member | ☐ |
| Candidate meets position requirements | ☐ |
| Nomination received before deadline | ☐ |
| Required nomination form completed | ☐ |
| Proposer requirements satisfied | ☐ |
| Seconder requirements satisfied | ☐ |
| Candidate consent received | ☐ |
| Required declarations supplied | ☐ |
| Supporting information supplied | ☐ |
Keep a record of the outcome.
There should be a clear difference between:
Nomination received
and
Nomination accepted as valid.
Those are not necessarily the same thing.
Step 9: Deal with incomplete or invalid nominations
An incomplete nomination needs to be handled according to the applicable rules.
For example, a nomination might be missing:
If the rules permit the candidate to correct the problem before nominations close, provide a clear opportunity to do so.
If the rules do not allow correction after a particular deadline, follow the prescribed process.
The key is consistency.
Every candidate should be assessed against the same requirements.
Step 10: Give candidates clear information about the election
Once nominations have been accepted, candidates should know what happens next.
Provide information about:
This is particularly important when the election is being administered electronically.
Candidates should not have to guess whether their information will appear on the ballot, on a separate candidate information page, or in another communication to members.
Step 11: Collect candidate statements consistently
Candidate statements can help members understand who they are voting for.
But the process should be consistent.
If candidates are invited to provide statements, establish the same basic rules for everyone.
For example:
Avoid giving one candidate significantly more opportunity to communicate than another unless the governing rules specifically provide for it.
Consider publishing candidate information separately from the ballot
In some elections, a separate candidate information page can make the ballot itself cleaner.
The voting screen can then focus on the actual decision:
Who do you want to elect?
while the candidate biographies and statements remain available for reference.
Step 12: Finalise the candidate list
When nominations close, prepare a definitive list.
At this stage, confirm:
This is the point at which the organisation can determine what happens next.
If there are fewer candidates than vacancies
The applicable rules may provide a process for filling remaining positions.
For example, the NSW Model constitution contains provisions dealing with insufficient nominations and further nominations.
Other organisations may have different arrangements.
Do not automatically declare every nominee elected without checking the applicable rules.
If the number of candidates equals the number of vacancies
Some organisations provide for candidates to be elected unopposed.
Again, this depends on the governing rules.
If there are more candidates than vacancies
A contested election will generally be required under the applicable election process.
Step 13: Lock down the candidate list before preparing the ballot
The ballot should be created from the final approved candidate list.
Do not build the ballot while nominations are still changing.
Before ballot preparation, confirm:
A final candidate sign-off process can be useful for larger elections.
Step 14: Decide how candidates will appear on the ballot
Candidate ordering can matter, particularly where many candidates are competing.
The applicable rules may specify how names are ordered or whether the order should be randomised or otherwise determined.
Do not simply put candidates into alphabetical order unless that is consistent with the applicable rules.
If the election rules specify a ballot-order process, document it.
The final ballot should also make it obvious how many candidates a voter can select.
For preferential voting, the instructions need to explain how preferences should be recorded.
Step 15: Prepare the ballot around the election rules
Once the candidate list is final, prepare the actual ballot.
Check:
This is where nomination administration connects directly with voting administration.
A mistake in the candidate list can flow directly into the ballot.
That is why the ballot should be treated as a controlled election document, even when it is delivered through software.
Step 16: Test the ballot before voting opens
Never test the election for the first time after members have received their voting invitations.
Run test scenarios before launch.
At minimum, check:
Candidate information
Voting rules
Voter access
Timing
Records
Testing should include someone who was not involved in building the ballot.
A fresh pair of eyes often catches things the administrator has stopped noticing.
Step 17: Keep a clear nomination record
Good election administration leaves an audit trail.
Keep records showing:
The exact retention period depends on the organisation and applicable requirements.
For example, NSW incorporated associations have specific record-keeping obligations, while particular electronic or postal ballot records can have additional retention requirements.
Do not apply one retention period to every Australian election.
Common Problems with Election Nominations
Opening nominations before checking the rules
This creates unnecessary problems.
The organisation may discover after nominations open that a proposer was required, a candidate was ineligible, or the nomination period was not long enough under its own rules.
Review first. Publish second.
Using an old nomination form
Organisations change their constitutions and election rules.
An old nomination form can contain outdated eligibility requirements or deadlines.
Always check the current rules before reusing election documents.
Assuming every member can nominate
Membership and candidate eligibility are not always identical.
A person can be a member but still be ineligible for a particular office.
Accepting late nominations informally
An informal exception can create a fairness problem if other candidates were required to meet the published deadline.
Follow the applicable rules.
Giving candidates inconsistent information
If one candidate receives a different deadline, additional space or a different opportunity to provide information, questions about equal treatment can follow.
Use the same process wherever the rules require consistency.
Changing the candidate list after ballot preparation
Last-minute changes can result in incorrect candidate information, ballot errors or communications being sent to members with outdated information.
Once nominations close, move into a controlled ballot-preparation process.
A Practical Election Nomination Checklist
Use this before opening nominations.
Before nominations open
During nominations
When nominations close
Before the ballot opens
When Should You Use Online Election Nominations?
For a small organisation, nominations may be manageable using a standard form and email.
That becomes harder when the organisation has a large or geographically dispersed membership.
Online nomination systems can help when an organisation needs to:
The benefit is not simply convenience.
A properly controlled process can reduce manual data entry and make it easier to demonstrate what happened during the nomination period.
That said, software should not decide who is eligible unless the organisation’s rules have been correctly translated into the system.
The governance decision still belongs with the organisation or its appointed election administrator.
Where Vero Voting Can Help
Vero Voting can assist organisations that need more than a basic form-and-email nomination process.
For larger member elections, nominations can be part of a broader workflow covering candidate management, voter eligibility, ballot preparation and online voting.
This can be particularly useful for organisations dealing with:
The advantage of bringing nominations and voting into a controlled election process is continuity.
The final candidate list can be checked before the ballot is created, reducing the risk of manually transferring information between separate spreadsheets, emails and voting tools.
Where an organisation requires additional independence, Vero Voting can also assist with election administration and returning officer services.
The technology should still be built around the organisation’s constitution and applicable rules. A voting platform cannot fix an unclear election rule.
Key Takeaways
The nomination stage sets up everything that follows.
A reliable process should:
- Start with the constitution and applicable legislation.
- Confirm exactly which positions are being contested.
- Define candidate eligibility before nominations open.
- Publish clear nomination requirements.
- Use a definite opening and closing date and time.
- Check every nomination consistently.
- Give candidates the same information and opportunities where the rules require it.
- Record accepted, rejected and withdrawn nominations.
- Finalise the candidate list before preparing the ballot.
- Test the ballot before voting opens.
- Keep appropriate election records.
Most nomination problems are easier to prevent than to fix.
A few hours spent reviewing the rules, checking the nomination form and testing the process before opening nominations can save considerably more time once candidates and members are involved.
If you are planning an upcoming member, committee or board election and need help managing nominations through to voting, contact Vero Voting for assistance or request a demonstration.
7. FAQ
What should an election nomination form include?
It should include the information required by the organisation’s rules, which may include the candidate’s name, position being contested, proposer and seconder details, candidate consent, declarations and candidate information. Only collect information that is necessary for the election process.
How long should election nominations remain open?
There is no single Australian nomination period that applies to every organisation. The required period depends on the organisation’s constitution, rules and applicable legislation. Some regulated elections have specific timing requirements, so the timetable should be established before nominations open.
Can a member nominate themselves for an election?
Sometimes. Self-nomination is permitted in some election processes, while others require a proposer, seconder or another form of nomination. The organisation’s constitution or election rules determine what is permitted.
What happens if there are not enough candidates?
The answer depends on the organisation’s rules. Some rules provide a process for further nominations, while others may provide another mechanism for filling remaining vacancies. The organisation should not automatically assume that unfilled positions can simply be appointed without checking the applicable rules.
Can election nominations be submitted online?
Potentially, yes. Online nominations can be a practical way to collect and manage candidate information, but the organisation must first confirm that electronic nominations are permitted under its rules and applicable requirements. The system should also create a reliable record of submissions and deadlines.
