Selecting a union representative

At PAM workplaces union representative selections are generally organised between October and December in odd years, i.e. once every two years.

If a union representative is selected at a workplace for the first time or if a union representative steps down, selections can be organised at any time.

A union representative’s term of office starts at the beginning of an even year and lasts two (2) years. The terms of office are 1.1.2024–31.12.2025, 1.1.2026–31.12.2027 etc.

If a workplace has not had a union representative previously or if the representative resigns due to a change of job or some other reason, a new union representative is selected. The deputy union representative stands in for the union representative until a new regular union representative is selected. The term of office of the new union representative starts immediately after the selection.

The union representative selected remains in place until the end of the current term of office. An exception is that a union representative selected in an election year (for example 2023, 2025, 2027) continues directly for the following two-year period.

Example 1
The union representative at a workplace changes jobs mid-term in spring 2024. The workplace must organise a new selection. The term of office of the new union representative continues until 31.12.2025.

Example 2
The union representative at a workplace changes jobs mid-term in spring 2023 (election year). The workplace must organise a new selection. The term of office of the new union representative continues until the end of the following two-year period, i.e. 31.12.2025.

Working PAM members shall have the possibility to propose, stand for election, vote and be selected as union representative or deputy union representative. Pensioner and student members are not eligible. PAM membership must be in force when standing for election or proposing candidates for union representative

• responsible for conducting fair selections

• organise communications relating the selection
• responsible for timetable for candidacies and practical arrangements
• organises union representative elections, if necessary
• makes sure that voting takes place fairly
• makes sure that there is no electioneering at the polling station (ballot box election)
• produces election minutes
• ensures a secret ballot
• makes sure election material is stored during the election
• archives election material (see section on storing election documents)

Employees must be notified of a candidate nomination meeting (ehdokasasettelukokous) in good time, but at least seven (7) days before the meeting.

The notice must state:

• the time and place of the meeting
• the collective agreement for which the union representative is being selected
• the operating region for which the union representative is being selected.

If the candidate nomination meeting is held at the workplace, the employer must be notified no later than 7 days before the meeting, unless otherwise agreed in the sectoral union representative agreement (luottamusmiesopimus).

The candidate nomination notice must state:

• the candidate nomination period

• the collective agreement for which the union representative is being selected
• the operating region for which the union representative is being selected
• where and how candidates are notified.

Candidate nomination in writing must last at least 7 days.

• All members whose membership is valid before the start of the vote are entitled to vote. Members themselves are responsible for the accuracy of their membership details.
• When voting, voters must have access to the candidate lists.
• The candidate list states the surname, first name, occupation and municipality of work.
• Candidates are listed alphabetically by surname. Candidates can also be numbered starting from the number 2.
• If the selection is organised at the workplace, the employer must be notified, having regard to the provisions of the relevant collective agreement.
• Voting cannot be by proxy.

Ballot paper for voting (pdf)

Selection meeting (vaalikokous)

Employees who are PAM members can hold a selection meeting where the candidates are verified and if necessary a ballot box election (uurnavaali) is organised between the candidates.

Minutes of selection meeting – one candidate (pdf)
Minutes of selection meeting – two or more candidates (pdf)
Minutes of selection meeting – voting (pdf)

Selection events (vaalitilaisuus)

In the case of a company with many operating locations, an selection event(s) can be held with a ballot box election.

This is how it’s done

The election committee provides a locking ballot box for voting and ensures that votes are kept locked for the duration of the election. The ballot box(es) are only opened once the election is over.

• Before the start of the electoral process, the election committee verifies the available number of voting slips. It is recommended to have some extra voting slips.
• Members’ voting rights are checked against a list of eligible voters before giving them a voting slip and simultaneously their vote is marked as having been used.
• The first member arriving to vote checks that the ballot box is empty. This is recorded in the minutes.
• In accordance with the voting instructions, voters mark either a candidate’s name or number on the ballot paper. No other marks may be made on the ballot paper.
• The voter hands the folded ballot paper to the election committee, which records it as a verified vote (stamp or initials).
• The voter drops the ballot paper into the ballot box.

Members themselves are responsible for
the accuracy of their membership details in the PAM membership register.

If it is difficult to arrange a single voting time and
place, a postal election may be held. In a postal election it is necessary to be able to verify
voters’ right to vote and have a secret ballot. When
organising a postal election, mail delivery times must
be taken into account.

The voting material includes:

• voting instructions

• list of candidates
• ballot paper
• voting certificate
• an election envelope, in which the ballot paper is
  sealed
• a return envelope, in which the election envelope
  and the voting certificate are sealed.

The list of candidates states the candidates’:

• surname

• first name
• candidate number if necessary
• occupation
• operating location or place of employment.

Members themselves are responsible for the accuracy of their membership details in the PAM membership register.

Electronic voting takes place using an external election system and in accordance with the voting system’s instructions:

• Voters are identified by strong identification.
• Voters can vote once only.
• Membership must be valid before the start of the
  voting period.

Voters themselves are responsible for the correctness of the membership details in PAM’s membership register.

At the end of the voting period a final vote count is made. In the event of a tie, the result is determined by drawing lots.

All election documents must be stored for the duration of the appeal time stated in the rules.

The documents to be stored are:

• candidacy notifications

• ballot slips, if any
• list of eligible voters
• minutes (to be stored at least for the duration of term of the union representative).

The union and/or branch are entitled to see the election documents.

Candidates for head union representative enjoy candidate immunity, on condition that candidates themselves notify their candidacy to the employer in writing.

If the arrangements relating to selections are contested, PAM members in the union representative’s operating area can appeal. Appeals must be made within 30 days of the end of the notification period of a selection. The notification is one week from confirmation of the selection. Appeals are to be addressed to the management team of the branch of the union representative selected.

Before making their decision, the board of the union branch must consult the election committee organising the selection and go through the election material. A PAM official must be present when this is done. Members of the election committee
cannot subsequently contest a selection confirmed by the election committee.

For a valid reason, if a union representative neglects his/her duties or exceeds his/her powers, the PAM members whom the union representative represents may demand a new union representative selection. If at least half of the employees belonging to PAM
and employed in the union representative’s operating area demand a change of union representative, they may submit their claim to start a new selection process to the board of the branch to which the union representative belongs.

The claim must state the reasons for the claim and the claimants. The branch’s board considers the claim and gives its written reply having consulted the serving union representative and PAM’s official. The board of the branch to which the union representative belongs makes its decision on the possible termination of the union representative position, the start of a new selection process and notifies the union of the termination of the position. PAM notifies the employer of the decision.

If the union representative whose replacement has been demanded is a member of the branch’s board, he/she must recuse him/herself from the decisions and any votes. Any member entitled to select a union representative may appeal against the branch’s decision to PAM’s Executive Committee within 30 days. PAM’s Executive Committee makes the final decision on the matter.