Paper Proxies

GetQuorum recommends that Partner Hosts convert paper proxy submissions into an electronic submissions. This will enable you to easily track all advanced and live voting in one place during the meeting. 

On this page...

• Why should I convert paper to electronic proxies?
• How Do I Convert Paper Proxies into E-Proxies?
• FAQ

Why should I convert paper proxies into e-proxies?

1. Attendance: all proxies used in quorum numbers will be accurately represented on the GetQuorum Dashboard.
2. Voting: all proxies in the dashboard mean that you no longer need to cross-reference paper tallies with electronic tallies on a spreadsheet.
3. Revocations:  if an owner decides to vote live, their proxy is automatically replaced by their live vote to ensure no double counting.

How do I convert paper proxies into e-proxies?

Instructions

1. Log into the GetQuorum Dashboard.
2. Navigate to the Meeting Card. 
3. Navigate to the Membership tab, search for the unit number, name or email, then click on the row to expand it. You will see "+ Add Proxy" under the unit, which brings you to the proxy form.
4. A dialogue box will pop up, where you can input the proxy information:
   1. Who is the proxy giver? This is where you input the registered owner (or authorized person). You can search the Membership database by typing in the owner's name, unit number or email address.
   2. Who is the proxy? You can name the proxy by selecting one of the preset proxy holders (i.e. President, Secretary), or choose "Other" and specify who by writing in their name.
   3. Under the Voting section, you will see the voting matters on the electronic proxy. You can input how the proxy instructed their vote, if they abstained, or deferred their vote to their proxy holder for each voting matter.

   4. Optional: If you have a PDF version of the paper proxy, you can drop the file into the box, and it will be uploaded

      5.  Click on "Submit Proxy" to complete your submission.

FAQ

1. How can I indicate that the proxy form had ranked candidate choices?

In order to indicate the ranking of the candidate choices, select the checkboxes next to the candidate's name in the order shown on the proxy form. You will see the 1st, 2nd, 3rd etc. choices

2. Can I indicate a write-in candidate (i.e. a new nomination)?

At the bottom of the preset list, there will be an option to add in a new candidate. Simply write in the name of the candidate and click on "Add".

Once the new candidate has been added to the list, you can indicate their ranking by checking off the boxes according to how the candidates were ranked on the proxy form.

3. How do I indicate that an offsite owner filled out the proxy form?

Under the Owner Occupied voting matter, select "Not Owner Occupied". You will notice that the candidate list will be removed, and you can proceed to the next voting matter, if applicable.

4. I want to upload the proxy form, but I only have pictures. Can I upload them?

The proxy upload tool only supports PDF files.

5. The owner submitted a new copy of their proxy or wants to submit an electronic copy on their own. 

You can revoke the owner's proxy by navigating to the Proxies tab from the left-hand menu. You can search for the owner's proxy by entering their name, email, or unit number. Once located, click on the Revoke button and the proxy will be revoked.

6. How can I distinguish a paper proxy I have converted from an electronic one submitted by an owner?

Under the  Proxies tab from the left-hand menu, you will see each proxy's status in the column all the way to the right. If you see a blue box with "dashboard", this indicates that a paper proxy was created via the dashboard.

7. Where do I see the votes from the paper proxies I converted?

Similarly to electronic proxies submitted by owners, all advanced voting data will be displayed under the Overview page.

8. I made a mistake! Can I reset the form?

Yes! At the bottom of the proxy tool, there is a "Reset Form" button. 

9. Is there a cutoff for submitting paper proxies?

No, you can enter paper proxies up until the AGM

10. What happens if a proxy is submitted with Box 2 checked off? 

When you select Box 2  (routine matters only) for what the proxy can do, you will notice that the rest of the proxy form disappears. The proxy then will be counted for quorum only and abstained from voting matters.