OFFICE OF THE CHAIRPERSON ELECTION COMMITTEE ALL INDIA OCCUPATIONAL THERAPISTS'ASSOCIATION

Dated: July 15, 2011

Dear AIOTA Members,
On behalf of the Election Committee of All India Occupational Therapists' Association (AIOTA), I take immense pleasure in inviting you all to take an active part in Election Procedure. The Elections are being held as per prevailing AIOTA Rules in order to elect the new Executive Committee for the period April 1, 2012 to March 31, 2014.

Kindly do carefully read the annexed ELECTION RULES, being provided with this letter, for filling up the NOMINATION FORM (also attached h/w) to ensure acceptance of your nomination for contesting.

We seek your esteemed cooperation and urge you for your active participation in electing a good team to constitute the next Executive Committee for effective and efficient functioning of the prestigious national /professional organization AIOTA.

Kindly do not hesitate to ask for the queries if any.

IMPORTANT

In accordance with EC Decision:

• Members who had obtained their Life Membership on or before 1995 and have not renewed their membership by 1st July, 2011 will be considered as MEMBER IN ARREAR and will not be eligible  to Contest and /or Vote.
• The Election Deposit: Rs. 1000.00 [Rupees One Thousand] only for contesting on any of the posts including Executive Committee Member, for which elections are being held to elect AIOTA Executive Committee.
• Mailing of Election Correspondence: Since  provision of sending mails Under Certificate of  Posting has been withdrawn very recently, by the Govt. of India, hence in confirmity with  AIOTA EC decision
  • Election Circular will be mailed to members by ordinary post. However Election Rules and Nomination Form downloaded from AIOTA Website: www.aiota.org  will be acceptable by the Election Committee for taking part in Election.
  • The Ballot Paper and all other related election correspondence will be sent to members by REGISTERED POST.
  • The duly filled ballot papers contained in the self addressed envelope provided by the Election Committee should be sent back by ordinary post only to Chairman, Election Committee AIOTA, 2012.

AIOTA ELECTION RULES

Members are requested to go through the following rules carefully for taking an active part in election procedure. The NOMINATION FORM is enclosed herewith.

• THE POSTS FOR WHICH ELECTIONS WILL BE HELD
  • PRESIDENT - One Post
  • VICE PRESIDENT - One Post
  • Hon. SECRETARY - One Post
  • Hon. TREASURER - One Post
  • EXECUTIVE COMMITTEE MEMBERS - Four Posts
• ELIGIBILITY TO CONTEST:
  • Only those Life members of AIOTA who have served for a Minimum of One Term as EXECUTIVE COMMITTEE MEMBER and/or office bearer may contest for any of the posts of Office Bearers viz President / Vice President / Hon. Secretary / Hon. Treasurer.
  • The Life members of AIOTA who had completed a minimum of 3 years of uninterrupted regular membership on /or before July 1st, 2011 may contest for the post of EXECUTIVE MEMBER.
  • Only those members can contest whose Membership has not been withheld / suspended, and there have been no disciplinary proceedings against the member due to any reason till date.
• ELIGIBILITY TO VOTE:
  • Only those Life members of AIOTA who were enrolled on/or before July 1st, 2011 are eligible to cast the vote in the election.
  • Students, Associate and Provisional Members of AIOTA have no voting rights.
• NOMINATION FOR CONTESTING
  Self Nomination: The Procedure
  • Members who are eligible and to wishing to contest, should nominate him/her self, but for one post only.
  • SELF NOMINATION FORM annexed with this circular should be duly filled and signed by the member wishing to contest. The nomination forms downloaded from AIOTA Website: www.aiota.org will also be acceptable.
  • The Members candidature for the desired post must be endorsed by two members of AIOTA, in the appropriate columns in Self Nomination From.
  • In case the member/s endorsing for the contestant are from other place, the separate letter of endorsement or the endorsement on Xerox copy of the Nomination Form, should be annexed carrying his/her signature in appropriate column.
  • Members desiring to contest for the posts, other than EC MEMBER must send a duly signed self-declaration letter carrying the information that “He/She has served AIOTA as an E.C. Member/Office Bearer for the period (———to———)”.
    
  • For contesting on the post of EXECUTIVE COMMITTEE MEMBER, the member must have completed 3 years of regular membership on or before July 1, 2011.
    • One member can endorse only one contestant for each of the posts of Office Bearers ie President, Vice President, Hon. Secretary and Hon. Treasurer.
    • For the post of E.C. Members, one member can make endorsement for four posts.
  • Any false/incorrect /incomplete information on the Nomination Form and the Annexure will make     the Nomination Invalid.
• CONTESTANTS ARE REQUESTED TO ATTACH THE FOLLOWING WITH THE SELF NOMINATION FORM AND SENT TO CHAIRMAN ELECTION COMMITTEE:
  • The Election Deposit:  (The Details are as under)
    • Rs. 1000.00 only for contesting on any of the posts including Executive Committee Member.
    • The Election Deposit (Non- refundable),  should be sent by DD only drawn in favor of AIOTA payable at Aurangabad (Maharashtra).
    • As per AIOTA Norms the Election Deposit will be refunded only in case of Withdrawal of Nomination.
  • A Self attested copy of Life Membership and/or ACOT Registration Certificate of AIOTA.
  • A Self Declaration Letter of serving as EC Member / Office Bearer (If applicable).
  • Letter of Endorsement from a member if not filled and signed in the Nomination form (Refer procedure- 4.4)
  • Self attested copies of Life Membership and/or ACOT Registration Certificate of AIOTA of the members endorsing for the contestant.
    
• WITHDRAWL OF NOMINATION:
  Members contesting the election on any of the post will be provided with the list of the valid nominations for that particular post along with a WITHDRWAL FORM. In case of members wishing to withdraw their nomination, the Election Deposit will be refunded.
• VOTING: THE MODIFIED PROCEDURE:
  • The Ballot Paper will be mailed to the address as per AIOTA Record (Till July 1, 2011) along with self-addressed envelope of the Election Committee Chairman, AIOTA, 2012.
  • All the Ballot papers should be sent back within the prescribed time schedule. All the ballot papers contained in the self addressed envelope provided by election committee should be sent back by ordinary post to Chairman, Election Committee AIOTA, 2012 within prescribed time schedule.
  • Ballot paper if sent in another envelope by any other mode likes registered post / courier / by hand etc. will not be acceptable.
    
  • Ballot paper received after the scheduled Date will not be acceptable.
    
• DECLARATION OF ELECTION RESULTS:
  • Counting of the Ballot Paper shall be held at next G.B. Meeting of AIOTA, and Election Result will be announced there itself soon after the counting.
• IMPORTANT
  • Members are requested to take an active part in the Election process and voting.
  • Any change in address should be notified to Election Committee at once.
  • The Election Rules and Nomination Form may also be downloaded from AIOTA Website: www.aiota.org.
  • In case of non receipt of Election Rules and Nomination Form, write to Chairman, Election Committee, and A.I.O.T.A. for sending it.
  • The decision of Election Committee in any matter of dispute shall be final & binding.
  • The Election Committee will not be responsible for any postal delay/misplace.
    
  • The suggestions if any from members are welcome for consideration by AIOTA in future Elections.

DATES TO REMEMBER

• Sep. 15, 2011: Closing Date for receiving Nomination Forms.
• Sep. 20, 2011: Withdrawal forms will be mailed to contestants.
• Oct. 15, 2011: Closing Date for receiving Withdrawal forms.
• Nov. 01, 2011: Postal Ballot Papers to be mailed to all the members.
• Dec. 31, 2011: Last date for receiving the Ballots.
• Jan. 17, 2012: Declaration of the Election results after counting of Votes at GB Meeting of AIOTA during 49th Annual National Conference ie OTICON' 2012 at Goa.

Members Election Committee -

• Dr Anoop Agarwal, Pt. DDUIPH, New Delhi
• Dr Mrs Seema Bharti, Safdarjung Hospital, New Delhi