Election of staff delegates and members of works council

In application of the legislative and statutory texts relative to the professional elections, will soon be organized the elections of the staff representatives and the representatives in the Works council, by electronic way. To reach the space of vote, you have to connect at the address https://vote45.neovote.com may seize your identifier and your date of birth (an e-mail with your identifiers was sent to you on May 12th by the sender Elections Médecins du Monde).

Roles and responsibilities of the staff delegates and Works Council

Staff delegates bring individual or collective claims to the employer regarding labour regulation (labour law, salaries, working hours, security and hygiene…)

Every employee may refer their claims to the staff delegates

The Works Council :

• Represents the employees as a whole so that their interests are taken into account in major decisions taken by the General Management. The Works Council must be consulted on issues regarding the general running of the association, organizational matters, decisions affecting working time, work conditions, training…
• Manages the social and/or cultural activities

I – Voting channel

• You will be invited to vote for the Election of staff delegates and members of works council over the web.

• The adoption of electronic voting will allow all employees to express their opinion, even those who are travelling or absent during the poll. Polls will in fact be open for several days and each person will be able to place their vote in a secure fashion from any computer connected to the Internet. The vote is also available on smartphones (Iphone, Blackberry, Androïd, Windows phone) and electronic tablets.

• Electronic voting will also improve access to information which may be useful to voters. The following information will be available on the voting site:

– Electoral rolls

– Members of the electoral committee

– The list of candidates and their statements

• The use of electronic voting will also make the electoral process more environmentally friendly as the amount of paper required for the professional elections will be significantly reduced.

II – Election process

According to the Labour Code, the election will be managed under the rules of two-round list ballots with proportional representation at the highest average.

For each election and each college, separate votes will be required on one hand for titulars and on the other hand for substitutes.

The electoral committee will be designated to watch the election process.

Meetings held in order to control-test-seal the voting system and to count the votes will be conducted jointly by the electoral committee and the election project manager.

III – Polling dates

• First round dates : from 20/05/2016 at 09:00 AM to 27/05/2016 at 04:00 PM

Only the Labor Unions are allowed to submit lists of candidates in the first round of the election. In the absence of union candidacy received before the submission deadline, or if the quorum* has not been reached or if all available seats are not filled, a second round will be organized. In the second round, all eligible employees may be candidates. 

* quorum is met if the number of valid votes (blank and invalid votes excluded) is at least half of the registered voters.

• Dates of the second round if required : from 03/06/2016 at 09:00 AM to 10/06/2016 at 04:00 PM

IV – Conditions for voters and eligibility

Employees fulfilling the following conditions can be registered as voters:

• be at least 16 years old ;
• have worked in the organization for at least 3 months ;
• be clear of any conviction under the L5 and L6 articles of the (French) Electoral Code.

Employees holding specific powers delegated by the Employer shall not be voters nor candidates.

Employees fulfilling the following conditions are eligible:

• be a voter ;
• be at least 18 years old ;
• have worked in the organization for at least 1 full year ;
• not be the spouse, child, parent, brother, sister or an equal partner of the head of the company.

Seniority conditions to be voters and candidates are assessed at the closing date of the first round (27/05/2016). Seniority includes separate contracts.

V – Number of seats to fill

The election aims to elect the staff delegates and the Works Council.

The available seats are:

  Titulars and substitutes are elected for a 3 years term.

VI – Lists of candidates

The lists of candidates must be submitted to Isabelle Bouasse no later than May 11, 2016 at 12:00 PM for the first round, and no later than June 1^st, 2016 at 12:00 PM in case of a second round, over any of these channels: delivered in person ; emailed to the following address : isabelle.bouasse@medecinsdumonde.net.

The lists of candidates will be published on the Internet voting site. They must meet the following requirements :

• They must not include more candidats than the number of available seats; if a single seat is available for a position (titular or substitute), they must contain only one candidate;
• They must specify the college and type of seat (titular or substitute) they apply to, each candidate’s first and last name, the order of candidates in case of several candidates, and if applicable the Union they represent;

It is entirely possible to be candidate both as titular and substitute. In that case, if a candidate gets elected on both lists (titular and substitute), the candidate will be elected as titular only. The substitute seat will then be given to the best candidate after him/her.

• They can be individual or incomplete (less candidates than available seats). Under the rules of list ballots with proportional representation, each voter can vote for one list only, even if the list contains fewer candidates than the number of available seats.

The statements of each list (a single A4 double-sided sheet) will be published on the voting website.

VII – Electronic voting terms

• Each voter will have personal user ID and password, allowing the voter to connect to the voting system and to vote.

• The voting website will be accessible during, but also before and after the voting period, in order to display information related to the election.

• The personal user ID will be sent by email. The voter, once logged into the voting site, will be asked for a phone number or email address to send his password to, which is necessary to validate their vote; the password will then be send immediately by SMS or email. They are valid for both the election rounds.

• Online voting instructions will be sent along with the login credentials.

• In order to access the voting system each employee must:

– Go to the voting site dedicated for the election

– Enter their personal user ID

– Enter their date of birth

• In order to vote, each employee must:

– Mark their choice

– Check their choice

– Enter their password in order to validate their vote

• Once the vote has been cast a voter’s receipt will appear on the screen which can be printed out and kept.

• Each employee can vote from their work station or from any computer connected to the Internet.

VIII – Lost ID or password

If a voter loses his/her personal user ID or password, he/she can obtain new ones by contacting the voting support service from France by calling the Green number 0.800.808.900 (available from 7:30 am to 8:00 pm on Mondays through Fridays, and from 7:30 am to 12:00 pm on Saturdays) or from abroad by calling +33 (0)5 56 42 72 47.

To check the voter’s identity, the operator will check their:

– First and last names

– Date of birth

The new credentials will be sent by email or SMS.

IX – Personal data

In accordance with law of 6 January 1978 relating to computers, files and privacy, as amended in August 2004, the automated processing of personal data required for the electronic voting has been declared to the Commission Nationale de l’Informatique et des Libertés.

The rights of access and rectification of stored data as defined in the Articles 39 and 40 of Law No. 78-17 of 6 January 1978 can be exercised by postal mail, within a proof of identity, at NEOVOTE – 25 rue Lauriston – 75116 Paris.

You can contact Isabelle Bouasse (isabelle.bouasse@medecinsdumonde.net or 01 44 92 13 28) if you have any question related to the election.