Survey & Ballot Systems
Election Glossary

Member associations hold an annual meeting to connect leaders and members, review financial reports, and address governance issues like elections or bylaw changes. The annual meeting is an opportunity for members to have a say in the future of the association, ask questions, and vote on important issues. Most annual meetings include leadership reports, updates, and discussions about the

Bias is any undue influence or partiality that could affect the fairness of an election. Bias takes several forms. With cognitive bias, members vote based on familiarity instead of true merit. Conflict of interest bias happens when decision-makers have a stake in the outcome of an election. Selection bias can also occur when the association only presents certain viewpoints to members,

Collusion happens when people conspire to change an election's outcome to serve their interests. It isn’t something that happens accidentally: the parties involved are being intentionally deceitful and secretive as a way to limit competition or otherwise serve their interests.

Collusion threatens the fairness and transparency of membership organization elections. It often includes sharing

Committees are groups of members or leaders who specialize in a specific area. For example, an election committee is in charge of managing every aspect of the voting process. That includes vetting candidates to ensure eligibility, preparing ballots, monitoring voting, and certifying election results. Members of the election committee must have a high degree of integrity because they play a vital

Competing priorities happen when a member or leader has a goal that conflicts with your organizational mission. In some cases, competing priorities can affect voting outcomes. For example, board members may prioritize the need for budget cuts over expanding member benefits. The board could have a very good reason for their decision, but members need more transparency to understand that. Open

A contract ratification happens when members approve a proposed agreement or contract, which is standard in labor unions. During ratification, the union presents the terms to the members, who cast their votes. If there is a majority in favor of the contract, it’s ratified and legally binding. Ratification is critical to giving members a say in the agreements that affect their rights and working

During a contract vote, members vote on whether to approve or reject a proposed contract. Labor unions and professional associations often conduct contract votes because members need to ratify contracts negotiated on their behalf by the union. Unions conducting a contract vote should have a robust marketing plan to encourage voter participation and reduce barriers to understanding.

Exclusive access to information is when certain members or leaders have privileged access to information that others don’t. People with exclusive access to information could have undue influence on voting outcomes, making it look like your organization is corrupt or favors certain people. All members should have equal opportunities to access information. Minimize exclusive access wherever you can

A filtered ballot is a voting method that tailors options presented to voters based on predefined eligibility criteria, such as region, district, or membership category. This ensures members only see and vote on items relevant to them. Filtered ballots are often required by bylaws because they give certain members or districts better representation. To ensure transparency, clearly communicate the

Impartiality in member organizations refers to hosting a fair vote that’s free from bias. Impartiality requires that election officials, communication strategies, and voting systems don’t favor any candidate, proposal, or group. Upholding impartiality involves implementing unbiased communication, ensuring equal access to information for all members, and appointing neutral third parties like us to

Also known as in-person voting, onsite voting is a traditional way of casting votes at a designated place. Onsite votes usually happen during special events, like an association’s annual meeting. While it requires more logistics than digital voting, onsite voting fosters face-to-face engagement and often simplifies the vote verification process. Onsite voting usually happens with paper ballots,

Opt-ins are legally required to send your members SMS (text) messages. An opt-in is simply a member giving you permission to contact them about the organization and the voting process. If you offer online voting, opt-ins are an essential component of staying in contact via members’ preferred communication method. Let members know that they can always opt out, which is the process of revoking

In member associations, an opt-out means members don’t wish to receive messages through a particular medium. That could mean opting out of emails or, in many cases, requesting only electronic communication. Instead of receiving a paper ballot, members vote exclusively online. They receive all voting-related materials, including ballots, via email, text message, or online platforms. This option

Plurality is a voting system where the candidate with the most votes wins. This is different from achieving the majority vote, with 50% or more votes in favor. Instead of looking at percentages, plurality goes simply by the number of votes obtained. It’s commonly used for organizations with multiple candidates or proposals on the ballot, where you’re less likely to reach a majority.

A reminder email is a follow-up message that encourages members to take action. These emails reduce procrastination or forgetfulness by resharing important deadlines or instructions. Send reminder emails highlighting how long members have left to vote, sharing direct links to your voting platform, or emphasizing the importance of participation. If you’re struggling with low turnout or voter

Also known as a forced vote, a required vote is when members must select an option during a vote and can’t leave their choice blank. This usually happens when an association needs to comply with strict bylaws or legal mandates. Required votes are often utilized in scenarios such as revising governing documents or approving time-sensitive contracts. While members are required to make a choice, it

Resource allocation is the strategy an organization uses to distribute its financial, human, and material resources fairly. For member association votes, resource allocation has a big impact on accessibility and fairness. For example, allocating resources to a digital voting system can make elections faster and more accessible for members who can’t participate in person or via mail. Organizations

With selective information sharing, organizations only share partial information with members to influence decision-making before voting. For example, if a board of directors only shares the benefits of a contract without addressing its drawbacks, that’s selective information sharing. It threatens the integrity of organizational democracy by preventing members from making informed decisions and

A state statute is a law that influences how member organizations in that state operate. State statutes influence everything from voting processes to reporting requirements to governance structures. Many state statutes form the basis for organizational bylaws, providing helpful frameworks for transparency and member rights. Membership organizations must comply with state statutes to operate

A strike is an organized work stoppage by members of a union. The goal of a strike is to protest working conditions or pay, usually as a bargaining tool for negotiating with an employer. However, a strike won’t happen without strike authorization, where union members formally vote to decide whether to call a strike. Members typically vote after reviewing updates on union negotiations and the

Tabulation collects, counts, and verifies votes cast in an election. Accurate tabulation is a must not only to ensure the integrity of the election results, but also for maintaining member trust. Tabulation methods vary depending on how members vote, ranging from counting paper ballots to tabulating digital votes. Member associations should keep detailed records of their tabulation processes to

Also called an SMS reminder, a text message reminder goes directly to members’ mobile phones. Most text message reminders have to follow strict character limits, so these messages are ideal for quick touchpoints with members. Remind them about voting deadlines, meetings, and more. Don’t worry about open rates—most SMS messages are read and acted upon almost immediately. These reminders generate