E - VOTING GUIDELINES

Kindly note that to cast an e-ballot, a member must have access to the internet to open the link to the online voting platform. E-ballots can only be submitted from a laptop or smartphone.
Step 1
Click on the link https://www.eisaict.org.za/ufhconvocation to cast your vote.
Step 2
Enter your ID number, or passport number for foreign nationals or student number.
Step 3
Enter the one-time pin (OTP), a 5-digit number you received via SMS and/or email ufh2025convocation@eisa.org for authentication to proceed. If you did not receive an OTP via SMS and/or email, click the “Resend OTP” button. This OTP is randomly generated and secure.
Remember that your OTP is only valid for ONE vote, do not share it with anyone.
Please check your spam/junk mail folder if you have not received the OTP.
Step 4
Click on the “Login” tab.
Step 5
On the UFH President of Convocation ballot screen make your selection by clicking in the box of your choice. If you select more than one Candidate and click “Next” the system will display an error message and will not allow you to proceed to the next step.
Step 6
After making selection on the UFH President of Convocation Ballot click the “Next” button.
You may abstain from this section of voting by not selecting any Candidate and simply clicking the “Next” button.
Step 7
You will repeat steps 5 and 6 for the next three (3) ballots.
Step 8
On the final screen your selected candidates for all four (4) ballots will be displayed.
Step 9
If you made a mistake or wish to change your candidate selection while completing the voting process, you can click “Change Selection” and restart the process from Step 5.
Step 10
Click “Submit” to complete voting. Once you “Submit” your final selection you cannot change your selection.
Please note that you can only vote once. The system will reject any subsequent attempts after you complete your first vote. No duplicate votes are allowed.

The system will display the following message in the event of duplicate votes: “You have already submitted a vote”

VERY IMPORTANT:

If you have not completed the process due to reasons such as system or internet failure, then you may try again until you succeed. The process is only complete when you successfully receive an online message thanking you for your vote.

AUDITING OF ELECTION RESULTS

An external independent Auditing firm has been contracted by the University to review certain aspects of the e-voting phase. As part of its brief and scope (as defined by the UFH), the external auditors will attend to the following:

• A test run of the EISA online voting platform to test raw data, with the Office of the Registrar and Scrutineers.
• Test on a sample basis that those persons in the sample who cast their vote are eligible to vote.
• Inspect to confirm that no voting took place prior to the opening of e-voting at 08h30 on Monday, 17 February 2025.
• Be present to observe the closing of e-voting at 16h00 on Wednesday, 19 February 2025 and to confirm that no voting took place after 16h00 on 19 February 2025.
• Recalculate voting results to confirm the integrity of the votes received.

SCRUTINEERS/OBSERVERS

For this election, each candidate can appoint one (1) scrutineer/observer to participate in the testing of the online voting platform, prior to the opening of e-voting, and to observe the opening and closing of e-voting.
It is the responsibility of convocation members to ensure that they have updated their contact details to participate in the election by e-voting. Neither the University nor EISA will be held responsible for a convocation member being unable to participate in the election through the e-voting site due to failure on the part of the Convocation member to update his/her details.
Thus, if your cell phone number and email address is incorrect or has changed, the onus is on the Convocation member to update his/her details accordingly. Convocation members with outdated information will thus not be able to vote.
Please consult the communication sent to UFH Convocation members regularly for updates on the 2025 Convocation election process.
Should you require any assistance regarding the e-voting process, kindly contact EISA during office hours 08h30 – 16h30, Monday to Friday.

Ms. Crystal Africa
Chief Electoral Officer
Email: ufh2025convocation@eisa.org
Toll-free: 0800 11 43 73 (from landline numbers only)
WhatsApp: +27 62 929 6014