Resignations, EGMs & Online By-elections

It is common for things not to go exactly to plan, including committee members resigning or not filling every position on your committee. When this happens, there are processes in place to bridge the gap.

Committee processes

  1. Resigning from a committee
  2. No nominations and EGMs
    1. When can I hold an EGM?
    2. Recording the results of your EGM
    3. Voting record
  3. Online By-elections

 

Resigning from a committee

If you or a committee member wishes to resigns from a position, then they should first discuss this with their committee. In most cases the committee can support you in reducing your workload, or finding more suitable work for you to do. If however you can no longer carry out your duties or simply wish to step down then please follow the process below.
Step 1: Email the Student Activities team stating your resignation

Email us on activities@imperial.ac.uk. You do not have to give a reason, however the email must come from the individual wishing to resign and include the following:

  • Your name
  • Username (shortcode)
  • Position
Step 2: Expiry of the role (eActivities)

The team will confirm and accept your resignation. Your role will then be expired on the system (eActivities) and will no longer appear on your CSP Profile page on the Union Website. It can take up to 24 hours for the system to refresh and your name to be removed.

Figure 1: Canoe society committee as listed on their CSP profile page on the Union website

A record of your time on the committee will be retained so that we can provide evidence in future if requested.

 

No nominations & EGMs

    Extrordinary General Meeting

    An Extrodinary General Meeting (EGM) is a meeting of members of an organisation...at an irregular time

    Investopedia

    An EGM follows the same format as an AGM and will simply afford another opportunity for the CSP to seek candidates to fill vacant positions. An EGM can be held in the following circumstances:

    • No nominations for a position are received by the close of nominations
    • Re-open Nominations (RON) wins the election at the close of voting
    • A commitee member resigns between election cycles

    When can I hold an EGM?

    An EGM can be held at any point in the academic year if a committee member resigns however it must follow the same process as an AGM and follow the Minor Elections Bye-Laws (rules).

    For example:

    • Spring term: if after holding your AGM in the spring term you have vacant positions, you should hold your EGM before the end of the summer termand record the results before 01 August. This is so that your newly elected officer(s) can get access to eActivities after the system refresh occurs.
    • Summer term: if a committee member resigns over the summer break you should hold your EGM at the beginning of the autumn term, ideally after Freshers' Fair so that you can attract as many candidates as possible.
    • Autumn term: If a committee member resigns during the autumn term, you should hold your EGM prior to the end of the autumn term, before the winter break.
    Imperial College London term dates can be found via the Term Dates page on the College website.

    Recording the results of your EGM

    As EGMs happen at an iregular time in the academic year, eActivities is not set up to record your election results as it does for AGMs. Instead, you must contact the Student Activities team and provide the following information for the successful candidate(s):

    • Full name
    • CID
    • Position
    • Phone Number
    Remember that committee members must be democratically elected and not appointed or selected by the existing committee. We may ask for evidence of your election such as the voting record and/or meeting minutes, so be prepared to have this to hand.

    Voting record

    A voting record might include the following:

    • Matter for decision (item to be voted on or position(s) to be elected)
    • Number of voting members present
    • Number of eligible voting members (total in the CSP)
    • Required majority (quorum), usually 50% + 1 
    • Number of votes 'Yes', or in favour
    • Number of votes 'No', or against
    • Number of abstentions 
    • Quota* (where required)

    *If two or more candidates and RON are standing in an election then the voting must be conducted by Single Transferable Vote (STV) with Quota for multiple positions or Alternative Vote (AV) for one position. A worked example of this can be found on the Electoral Reform Society website.

    Example voting record: Arts & Entertainments Board

     

    Online by-elections

    A by-election is essentially a 'second election' and is the online equivalent of an EGM

    It will afford you another opportunity for your CSP to seek candidates to fill vacant positions between election cycles.

    A by-election can be held in the following circumstances:

    • No nominations for a position are received by the close of nominations
    • Re-open Nominations (RON) wins the election at the close of voting
    • A commitee member resigns between election cycles

    By-elections at Imperial come in the form of the Summer and Autumn elections.They take the same format as the Leadership Elections in the spring term, however on a smaller scale.

    As with the Leadership Elections, the election is conducted online via the Union eVoting platform and runs according to the defined election timetable. 

    Do you need help?

    Visit the elections FAQ - here

    Management Group Committee/ Constituent Union Commitee: Your MG Chair/CU Committee is trained to help you with this topic. Please find your relevant contact here

    Union Email Contact:  activities@imperial.ac.uk 

    Training Week: A session was delivered on this topic during our Training Week, please find the recording and slides here.

    121 Session: Available for this topic, book here

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