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Provost Election: Technical Advice for Voting Online

This Frequently Asked Questions (FAQ) page aims to answer the most common technical questions which may arise around voting in the forthcoming Provost Election. It is a dynamic document and will be updated between now and election day in light of the experience of the electorate. 

It is strongly recommended that members of the electorate take part in at least one of the dry runs which will be held before the election, as the ability to address technical issues will be limited on the day - and to use the same device, and network connection, for dry runs as will be used on the day. 

If you were unable to attend any of the dry runs, please watch both videos and read the FAQ carefully, and don't hesitate to contact provost.appointment@tcd.ie if you have any questions (please note that capacity to respond to emails to provost.appointment@tcd.ie will be limited on election day).

How to Watch the Election and Join the Voting Site: Video Summary

 

How to Cast your Vote: Video Summary


GENERAL QUERIES

What is involved in voting online?

The election process will be conducted over a Zoom webinar with the Registrar, candidates and key staff being present in the Public Theatre on campus.    

Votes are cast via a secure webpage, hosted by Mi-Voice (the electoral service provider that College has used for Board, Council, Faculty and School elections, and Fellows Assents, since 2018).

The webinar and the voting site are separate systems - remember to join both on the day of the dry run / election.

You will need to be able to access your TCD email account to receive your email for voting and your email for joining the webinar. 

You can use a desktop computer, laptop, tablet or smartphone. You can use two separate devices for joining the webinar and for voting, or do both from the same device, as you prefer.

Should I vote from home or my office?

Due to the current public health situation and government guidelines you should vote from home if at all possible. 

If absolutely necessary you can vote from your office. If you are planning to vote from your office, please note the following important points:

  • If the computer in your office has not been used for a while, it may take several hours to install updates when first turned on, and you will most likely not be able to use it to vote if that happens on election day. Therefore, it will be necessary for you to visit College before election day to make sure that your computer is in full working order.
  • Any staff member wishing to vote from their office must follow all current College Covid-19 return to work guidelines. Please see Staff FAQ on Covid-19 for further details.
  • Access to campus is restricted at present. Please email provost.appointment@tcd.ie to ensure you are on the essential staff list. Please also bring a valid staff or student ID card with you.
  • Leave plenty of time for your journey and access to campus, to allow for any delays.

If it is not possible for you to vote from home or your office, please contact provost.appointment@tcd.ie.

What should I do if my Wi-Fi connection isn't working at home?

Look for the simple fixes first: 

  • Check that any cables or wires are not disconnected, and that your broadband is plugged in. 
  • Reset your internet by ‘turning it off and turning it back on again’ – unplug the electrical plug of the Wi-Fi box, wait for a minute, and then plug it back in again.  It may take another minute before service is restored. 

You could also use your smartphone as Wi-Fi Hotspot.

What should I do if I don't know my Trinity password?

Visit this page from IT Services on how to update your password 

Be sure to resolve any password issues well in advance of 10th April. 

What accessibility features will be in place for the election?

If you have any accessibility queries, please contact provost.appointment@tcd.ie.

Webinar

An ISL interpreter will be on screen for all the Registrar's announcements on the webinar.

Closed captioning will also be provided (professional service).

Results of each round will also be displayed in writing (in Irish and English).

Voting Site

The voting site endeavours to conform to level Double-A of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines 2.0.

The site has been built using code compliant with W3C standards for HTML and CSS. The site displays correctly in current browsers and using standards compliant HTML/CSS code means any future browsers will also display it correctly.

 

EMAIL QUERIES

What emails should I receive?

You will receive two key emails:

1. WEBINAR EMAIL - i.e. email from the Registrar (registrar@tcd.ie) inviting you to register for the Zoom webinar. This was sent on Thursday 8th April (morning).

Follow the link in this email to register for the webinar, or click here to registerPlease register with your shortform TCD email address (i.e. bloggsj@tcd.ie, not joe.bloggs@tcd.ie).

You will receive a confirmation email from Provost Appointment (via Zoom) after you register. This will contain your link for accessing the webinar on the day. Put the link in your on-line calendar, or file the webinar confirmation email, for access on the day of the election.  

Webinar registrations are approved manually by staff in the Secretary's Office, so please don't be concerned if your registration isn't approved immediately, particularly outside working hours. The manual approval step is being taken to ensure that only members of the electorate (and certain others) will be on the webinar for the Provost Election.

2. VOTING EMAIL - i.e. email from Dr. Brendan Tangney, Registrar (via Mi-Voice, elections@mivoice.co) with a link to the voting site. Expect this on Friday 9th April (morning).

You will need to click on this link when voting is opened for each round - the same link is used for both rounds of voting.

Do not share your link with anyone else. Each link can only be used by one person. 

Again, save this link in your online calendar, or somewhere else you can easily access it.

Do not try to re-use emails sent to you for the dry runs - they will not work for the real thing.

What should I do if I don't receive one of the emails?

If you are a Trinity staff member, the emails will be sent to your main TCD email account. Please check the following advice from IT Services if you experience any issues with accessing your TCD email account: IT Services Staff Email FAQ

If you are not a Trinity staff member (i.e. if you are a student or external member of the Board or Council), the relevant email address will have been communicated to you directly - please contact provost.appointment@tcd.ie if you are unsure what email address we are using. 

If you don't see one of the emails in your inbox, the first step is to check if the email has gone into your spam/junk folder.

  • Key search term for your webinar invitation email (this email contains the link to register for the webinar): "registrar@tcd.ie". You can also click here to register for the webinar.
  • Key search term for your webinar registration confirmation email (this email contains your personal link to join the webinar, once you have registered): "Provost Appointment"
  • Key search term for your voting email (this email contains your personal link to the voting site, which is the same link that you use for Round 1 and Round 2): "elections@mivoice.co"

If you still cannot locate one of the emails then please call the IT Service Desk on 01 896 2000.

 

WEBINAR QUERIES

What will be happening on the webinar?

All announcements by the Registrar will be made live on the webinar, including announcement of the opening and closing times for voting in each round, and announcement of results.

A livestream of the Public Theatre (Exam Hall) will be visible on the webinar in between announcements by the Registrar. The count will take place in the Public Theatre with essential staff only.

How do I join the webinar?

  1. Click here to register or register at the link sent to you by email from the Registrar - either is fine.
  2. On election day, please click the link in the confirmation email you will have received from Provost Appointment (via Zoom) when you registered.
  3. If asked to "Open Zoom Meetings?" please click "Open Zoom Meetings".
  4. If the webinar hasn't yet started, you will see a window saying "The webinar is scheduled for...(etc.)" You don't have to do anything; just leave this open and wait for the webinar to begin.
  5. The webinar will be opened a few minutes before the advertised start time (9.20am), and at this point you will see a holding slide.
  6. The Registrar will appear on the webinar to open proceedings at the advertised start time (9.20am).

You can re-join the webinar any time if you drop off, using the link in the confirmation email you will have received from Provost Appointment (via Zoom) when you registered.

You can also re-register during the webinar, but this would only be recommended as a last resort as your registration will not necessarily be approved instantly.

Do I have to be on the webinar in order to vote?

No, you do not have to be on the webinar in order to vote, as the Mi-Voice voting site is independent of the Zoom webinar.

However, you are strongly recommended to join the webinar if possible in order to hear announcements from the Registrar.

 

VOTING QUERIES

How do I get onto the voting site?

There are two ways of accessing the voting site. For both of them, you need to have your VOTING EMAIL from the Registrar via Mi-Voice (see "What emails should I receive?" above).

  1. Click the link in your voting email.
  2. Go to www.mi-vote.com and enter your Unique Voting Code (UVC). Your UVC is provided in your voting email.

Never try to access the voting site using a link or UVC that has been shared with you by another member of the electorate. Only one person can vote per link/UVC.

The link and your UVC are for your use only; do not provide them to anyone else. Do not permit anyone to vote on your behalf.

Providing your link to the voting site, or your UVC, to any unauthorised third party, and/or permitting someone else to vote on your behalf, shall constitute “fraud” for the purposes of section 2(1)(e) of the Chapter on Academic Staff Conduct in the College Statutes (2010).

Making unauthorised use of such a link or UVC shall also constitute "fraud" for those purposes.

How do I get back onto the voting site if I drop off?

It is very simple to get back onto the voting site - just follow the instructions in "How do I get onto the voting site" above.

If you have already cast a vote, this vote will not be deleted if you leave or accidentally drop off the site.

Do I have to accept cookies from Mi-Voice?

No, you do not have to accept cookies from Mi-Voice when you go onto the voting site.

If you don't accept cookies, you will still be able to vote as normal.

What steps do I follow on the voting site?

Please see "How to Cast your vote" video above the FAQ.

Please also read all instructions on the voting site in full.

Some key points to note are:

  • You shouldn't press the "back" button in your browser when navigating the voting site
  • After you have made your choice in each round, you must also confirm that choice on a subsequent page
  • Once you have confirmed your choice in Round 1, you will see a "vote recorded" screen and from there you should click "Provost Election Home Page" to return to the homepage and wait for Round 2 to open
  • Once you have confirmed your choice in Round 2, you can close the voting site (but please stay on the webinar for the final announcement)

Do I have to make a declaration of identity before I can vote?

Yes - you cannot vote in either round until you have made your declaration of identity.

Simply check the circle beside "I confirm I am the individual this voting information was intended to be issued to", and then click the "Submit" button.

Much like in a postal ballot (e.g. in elections to the Seanad), the declaration step is a means of assurance against voter fraud.

What are the consequences if I share my voting email/link/UVC, or use somebody else's?

The VOTING EMAIL (see "What emails should I receive?" above) will contain your link to the voting site, and your associated Unique Voting Code (UVC). The link and your UVC are for your use only; do not provide them to anyone else. Do not permit anyone to vote on your behalf.

Providing your link to the voting site, or your UVC, to any unauthorised third party, and/or permitting someone else to vote on your behalf, shall constitute “fraud” for the purposes of section 2(1)(e) of the Chapter on Academic Staff Conduct in the College Statutes (2010).

Making unauthorised use of such a link or UVC shall also constitute "fraud" for those purposes.

Please note that only one person can vote per link - so if a colleague is having difficulty accessing the voting site, you must not share your voting link with them even if your intention is to assist. If you or a colleague are having any difficulty accessing the voting site, please call the IT Service Desk on 01 896 2000.

How do I abstain?

Simply select "I wish to abstain" on the voting site during the relevant round of voting, rather than selecting one of the candidates. This will be recorded as "abstain" and will be counted among the total votes cast for that round.

If you make your declaration of identity on the voting site, but do not cast any vote at all (not even "I wish to abstain") in the relevant round of voting, this will not be recorded as "abstain" and will not be recorded among the total votes cast for that round.

How do I know that my vote has been recorded?

Once you have made your choice and clicked "Cast my Vote", your vote has been recorded and you will see a screen with the headline "Vote recorded".

You will not receive an email.

How do I know when Round 2 will open?

The indicative schedule below is provided to assist members of the electorate with planning their time. However, the schedule is subject to change and you are strongly recommended to stay on the webinar on election day, with sound on, so that you can hear all announcements by the Registrar. Please also keep your email inbox open in case of email updates.

Please see "How do I join the webinar?" in the Technical FAQ if you have any difficulty joining the webinar.

9.20am Webinar begins
9.30am Voting opens for Round 1
10.15am Round 1 closes
11.00am Result of Round 1 announced
11.15am Voting opens for Round 2
12.00pm Round 2 closes
12.45pm Result of Round 2 announced. Provost-elect to address the webinar.
13.00pm Webinar ends

Do I use the same link to vote in Round 2?

Yes, you use the same link to vote in Round 1 and Round 2.

To vote in Round 2, please click on the link in your VOTING EMAIL again (see "What emails should I receive?" above) or you can simply leave the voting site open at the Provost Election Home Page after Round 1, and it will automatically refresh when Round 2 opens.

You will not receive a separate voting email for Round 2.

Can I vote in Round 2 if I miss Round 1?

Yes, the voting site will allow you to vote in Round 2 even if you haven't voted in Round 1.

How does elimination work on the voting site?

After Round 1, one candidate will be eliminated so in Round 2 you will have a choice of two candidates (or "I wish to abstain") on the voting site.

The eliminated candidate's name will still appear on the voting site but they will be clearly marked as "eliminated", and it will not be possible to vote for them in Round 2.

What should I do if I get an error message on the voting site?

If you try to vote before a round is open, you will get an error message saying that voting in this round is not yet open. The Registrar will announce on the webinar when each round of voting is about to open. There may be a short delay of a minute or so after the announcement before the voting page is automatically refreshed to allow you to vote. You can also manually refresh the page. 

For any other errors please call the IT Service Desk on 01 896 2000 in the first instance. They will take a record of the issue that you are encountering and attempt to help resolve it. It would be helpful if you could take a screenshot of the error message.  

The IT Service Desk may direct your enquiry to Mi-Voice or the Trinity election team as appropriate.

 

FURTHER QUERIES

Where do I go for help if my question is not addressed on this page?

All technical queries should be addressed to the IT Service Desk in the first instance (phone service only - call 01 896 2000).

Non-technical, non-urgent queries about the Provost Election should be emailed to provost.appointment@tcd.ie. Please note that capacity to respond to emails to provost.appointment@tcd.ie will be limited on election day.