Regulation on the Nomination and Election of the Board of Directors

This Regulation establishes the process for the nomination and election of the Board of Directors of PMI Kazakhstan Chapter (the “Chapter”), and the composition, mandate, and operating procedures of the Nominations Committee (the “NomCom”) that manages that process.

This Regulation is adopted by resolution of the Board of Directors and is consistent with the Chapter’s governing documents, the PMI Chapter Charter Agreement (Articles 12 and 13), the Policy Manual for PMI Chapters (Sections 2.4.6 and 2.7), and the PMI Code of Ethics and Professional Conduct.

The NomCom is the sole body responsible for managing the nomination and election process and the sole distributor of all election materials for the Chapter’s elected positions.

All nomination and election activities must be fair, equitably applied in every situation, transparent, and non-discriminatory.

No funds or resources of PMI or the Chapter may be used to support the election of any candidate. No organized campaigning, electioneering, or similar activity on behalf of any candidate is permitted.

The NomCom is a standing committee approved by the Board of Directors.

The NomCom consists of three (3) members appointed by the Board of Directors.

Members serve a fixed term of three (3) years and may be reappointed by the Board.

The members elect a Chair from among themselves. The Chair coordinates the committee’s work and its communication with candidates and with PMI.

If a NomCom member becomes a candidate for, or is nominated to, an elected position, that member must resign from the NomCom immediately. A member with any conflict of interest in a particular matter must disclose it and recuse themselves from the related decision.

A quorum is all three (3) members. Decisions are taken by majority vote. All decisions are recorded.

A vacancy arises when a member resigns, is removed, ceases to meet the eligibility conditions of clause 2.5, or must resign under clause 2.6 (for example, by becoming a candidate). When a vacancy arises, the Board of Directors appoints a replacement, who serves for the remainder of the original term. While a seat is vacant, the remaining members may continue routine work but may not finalize a candidate slate, since that decision requires the full committee under clause 2.7.

NomCom members must complete the Confidentiality and Records Compliance Agreement upon appointment.

The Chapter President and the VP of Administration (Secretary) act as the Chapter’s coordinating body for elections. They are the point of contact between the NomCom and PMI’s region chapter engagement team on the organization of elections.

The coordinating body prepares the position (role) descriptions, assists the NomCom in creating the opportunities in VEP where needed, and provides logistical and administrative support to the NomCom.

The coordinating body does not participate in the NomCom’s evaluation of applicants, its disqualification decisions, or the finalization of the candidate slate. These remain the exclusive responsibility of the NomCom, so that its independence is preserved.

To be eligible, a candidate must be a member of PMI Kazakhstan Chapter in good standing at the time of application and throughout the election.

Candidates for positions carrying voting rights must reside within the Chapter’s geographic territory for a minimum of six (6) months each year.

Professional certifications or credentials (for example, PMP) may be stated as a preference for a role but must not be a mandatory requirement. A candidate must not be disqualified for lacking such credentials if they demonstrate equivalent experience or skills.

Candidates elected to office must complete the Chapter volunteer onboarding package (Conflict of Interest Policy and Questionnaire, Confidentiality and Records Compliance Agreement, and Chapter Volunteer Culture Guidelines) before assuming office.

Eligibility criteria and the grounds for disqualification are published to members in advance of each election and applied uniformly to all applicants.

The Volunteer Engagement Platform (VEP) is the sole official channel for the submission of candidacies. Applications submitted by any other means, including personal email, are not accepted.

For each open position, the NomCom creates a VEP opportunity named “Candidate for [position name]” (for example, “Candidate for VP of Events and Member Engagement”).

VEP automatically confirms receipt of each submission to the candidate. Where a submission is incomplete, the NomCom notifies the candidate and grants a cure period of three (3) business days to provide the missing items. A candidate must not be disqualified for an incomplete submission without first being notified and given this cure period.

Because VEP does not support photograph uploads, each candidate submits a recent professional headshot (square format, JPG or PNG) through a designated, access-controlled upload link provided by the NomCom (for example, a Chapter-managed cloud folder or intake form that logs submissions). The file name must contain the candidate’s first and last name (for example, “Firstname_Lastname.jpg”). Photographs are not submitted by personal email.

Access to the eBallot system is held only by the assigned PMI staff member. Accordingly, upon confirming a complete candidacy, the NomCom compiles the candidate’s Additional Questions answers, resume, and headshot and transmits them to the assigned PMI staff member for upload into the candidate’s eBallot profile.

The NomCom reviews and evaluates each application against the published eligibility criteria and may interview applicants.

Disqualification may be based only on grounds set out in the published, closed list of disqualification criteria. No ad hoc grounds may be applied.

The NomCom extends offers to qualified candidates through VEP and announces a slate of qualified candidates for each open position.

The candidate slate is finalized before the voting ballot opens. Any questions regarding eligibility or completeness of applications are resolved before the ballot opens.

Once the ballot has opened, the slate and its outcome are not revised.

The Chapter uses PMI’s electronic voting service (eBallot). The coordinating body (clause 2.10) contacts PMI’s region chapter engagement team at least four (4) to six (6) weeks before the election to arrange electronic voting, in support of the NomCom.

The NomCom is the sole distributor of all election materials and communicates the conditions for candidacy, the eligibility criteria, and the nomination and election procedures to members.

Voting is conducted through the eBallot system on the basis of the candidate profiles prepared under clause 4.7.

The election results are final once the ballot has closed.

The NomCom maintains an audit trail of the process, including each eligibility and disqualification decision with its stated grounds and supporting evidence, and retains election results and the applied policies.

Records are retained in accordance with the Chapter’s records-management practices and made available for charter-renewal compliance review as required by PMI.

Following the election, the Chapter President updates the officer listings in the PMI Chapter System (CS) promptly to ensure continuity of leadership access.

This Regulation takes effect on the date of its adoption by resolution of the Board of Directors.

This Regulation may be amended only by resolution of the Board of Directors.

The Board reviews this Regulation at least once per election cycle and updates it to reflect changes in the Chapter’s governing documents, the PMI Chapter Charter Agreement, and the Policy Manual for PMI Chapters.