Credentials for the Annual Business Meeting FAQ
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1. What time zone is being used for the Credentials process?Back to Top
The deadlines for the Credentials process will be in Eastern Daylight Time (EDT)/Universal Coordinated Time (UTC) -4.
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2. When is the last day clubs can assign proxies?Back to Top
Clubs can assign their proxies until August 11 at 11:59 p.m. EDT/UTC -4.
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3. Can clubs assign proxies between August 12 and 15?Back to Top
No, clubs will not be able to assign proxies or make changes to their proxy assignment after 11:59 p.m. EDT/UTC -4 on August 11. Delegates at Large and proxyholders will only need to complete the Credentials process once.
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4. Can a club reassign their proxy after it has been submitted? How is that done?Back to Top
A club can reassign their proxy after it has been submitted at any point before 11:59 p.m. EDT/UTC -4 on August 11. To reassign their proxy, the Club President or Club Secretary should follow the steps below:
- Log in to www.toastmasters.org with your member ID/email and password.
- Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
- Click on “Club Proxy & Voting Instructions.”
- If you are an officer in multiple clubs, select the club(s) for which you are assigning the proxy.
- Click on the Edit button next to “Designate Proxyholder” to start the reassignment process.
- Click on the Edit button under “Proxyholder.”
- Select one of the three categories for the new proxyholder and input the required information.
- To submit your updated proxyholder designation, enter your name into the Signature box, click the checkbox, and press “Confirm proxyholder.”
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5. How will a club's proxyholder be notified of the Credentials process?Back to Top
All proxyholders will be sent daily emails that contain basic instructions and remind them to complete Credentials.
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6. How does a proxyholder, or a Delegate at Large, complete the Credentials process during the acceptance period?Back to Top
To complete the Credentials process, follow the steps below:
- Log in to www.toastmasters.org with your member ID/email and password.
- Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
- Click on “My Votes & Instructions.”
- Under My Proxies, click on Accept all at the bottom of the page.
- Confirm your intent to vote by checking the box and clicking “Accept votes.”
- Press “Ok.”
- Click on “Download Proxy Summary Report” and select the desired paper size.
- Print/Save your Proxy Summary Report to use when completing your electronic ballot during the Annual Business Meeting.
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7. Is a Delegate at Large required to complete the Credentials process to vote at the Annual Business Meeting?Back to Top
Yes, Delegates at Large must complete the Credentials process to cast their one vote at the Annual Business Meeting.
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8. Will communications relating to club Proxy Assignment, Credentials, and voting be available in multiple languages?Back to Top
All communications will be in English.
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9. When does voting begin?Back to Top
Voting will occur during the hours of the Annual Business Meeting. Due to legal requirements, there will be no 24-hour voting period. Voting for each election will be called individually by the chair and only remain open for a few minutes.
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10. If the Club President has opted out of receiving Toastmasters emails, which club officer will be sent the email about club proxies?Back to Top
The emails regarding club proxies are sent to both the Club President and Club Secretary. If there is no email address on record for either club officer, a letter will be mailed to the club’s mailing address.
Furthermore, if a member selected “No” for email under “My Privacy and Consents,” that member will still receive communications related to their membership and the organization’s business, such as voting, region alignments, dues, and recognition.
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11. Can a District Director see a list of which club proxies have been assigned within the District?Back to Top
District Directors will be able to see which clubs have assigned their proxies and which clubs have not. This information is accessed by following the steps below:
- Log in to www.toastmasters.org with your member ID/email and password.
- Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
- Click on “Club Proxy Designations.”
District Directors are provided the Club Presidents' names and contact information to allow the District Director to follow up.