FAQs: CSP Elections

If you have any suggestions for questions to add to this list, please contact the Activities team with the subject title: Elections FAQ Suggestion. We'll do our best to respond and post the answer here for the benefit of all Clubs, Societies & Projects (CSPs).

Frequently Asked Questions (FAQs)

How can I get up to speed on CSP elections in 10mins?

Watch our Jan 2022, 10min recorded session on CSP elections, with the information slides

Why can't I nominate myself or vote for a CSP position? 

Students will only be able to nominate themselves and vote for committee positions in CSPs they signed up to before the close of nominations (12:00 noon 04/03/2022 Friday). If you want to nominate yourself for a position, you need to officially join the relevant CSP before the close of nominations. 

Which CSPs are involved in the Spring Elections 2022?

All CSP will be included unles they have opted out in time.

We missed the opt-out deadline, How can we ensure our committee roles are filled? 

The next Union elections will be in the Summer term. Please remember you can hold an EGM any time during term time that your club may need. This may be a better option as capacity in the Union Team may mean we can only support online elections for clubs with 140 members or more. 

What if those timelines don't suit my CSP?

You can hold and EGM or AGM any time during term time. 

What if we are left with unfilled positions? 

For positions which remain vacant or where members vote to re-open nominations you can hold and EGM or AGM any time during term time. 

How do I check for unfilled positions (vacancies) within my CSP?

eActivities will pick up any positions that haven’t been submitted in your Next Year Contact Details and enter this into eVoting for the Summer Elections.

Tip: to find out how to check your 'Next Year Contact Details', have a look at the Next Year's Committee Contact Details article.

How can my members participate in online Elections?

Your members can nominate themselves, upload their manifesto and vote all via our eVoting platform.

Tip: For basic guidance on how to use the eVoting platform, you can direct your members to the How to stand and vote in an online CSP electioncollection.

How do I record who has been elected to my CSPs committee?

For online elections, via the Union eVoting platform, your results have been uploaded to your Next Year Contact Details by the Union

Tip: For full guidance on how to submit your Next Year Contact Details, have a look at the Next Year's Committee Contact Details article.

I've filled all of my CSPs committee positions. What do I do now?

Great! We would recommend you check this has been updated correctly in eActivities, otherwise the system will pick up any un-submitted positions for re-election! You can check this by looking at your Next Year Contact Details submission.

Please note: If you have made changes to your committee positions (number of seats per position, title etc.) in the past year, we would recommend you check this has been reflected correctly in eActivities.

Any changes are approved by your Management Group, with requests for changes submitted in eActivities.

Tip: To check your committee structure change request has been approved, visit: eActivities > Administration > Clubs, Societies & Projects > Documentation > Constitution & Committee > Committee Structure.

If your committee change structure request is marked as pending, contact your Management Group Chair. 

I haven't filled all of my CSPs committee positions. What do I do now?

You can hold an EGM to elect the vacant roles, you'll need to ensure your EGM is run correctly, in line with the Union Minor Election By-Laws.

How can I make sure my CSPs election are successful?

For full guidance on how your CSP can participate and make the most out of any online CSP election, held via the Union eVoting platform, please read the CSP Online Elections (eVoting)collection.

I’m having issues uploading a committee member's details; I can’t find their name/CID in the list provided. What can I do?

If you have filled a position but are experiencing issues uploading the successful candidate's details, please contact elections@imperial.ac.uk by the deadline so we can make sure their position is not included for re-election in the future Elections.

This issue sometimes occurs when a student is moving from Undergraduate to Postgraduate study or is returning from an Interruption of Studies (IoS). In these situations, they will not show up in eActivities as the Union is waiting to receive their data from College Registry that confirms their status as a student. If you think this applies to one of your incoming committee members, contact the Union Systems team for help.

Why can't I see my CSPs detail on the eVoting platform?

Some CSPs have been removed from the eVoting platform because they had less than three members. Such low membership means they won't be able to meaningfully / truly democratically choose their three core committee members (President (or equivalent), Treasurer, Secretary).

These CSPs can hold in perosn AGMs if,

  • they have been able to grow their membership to more than three members
  • they don't have more than three members their CSP status would change to ‘dormant’

Can I still hold an AGM?

Yes, you can hold an AGM, however the voting must take place online through the eVoting platform within the eVoting timescale. If you are not able to organise your AGM in time, you can separate the hustings and AGM, so for example focus on organising hustings durign the between 9th June and 17th of March, and then hold an AGM later in the year.

I need to edit the roles that are up for election.

Constitution changes and committee structure changes must be submitted via eActivities, for your MG to approve.

You can submit these changes by going to your eActivities page , Administration > Clubs Societies & Projects > Documentation, there is more info on how to do this here https://eactivities.union.ic.ac.uk/training/articles/345

Remember these changes had to be submitted and approved by your Management Committee Chair, ready for the Union Systems Team to upload changes to our system.

If there are still changes you want to make to your committee structure and constitution you may still submit them for your MG Chair approval, but they will come in effect for the next round of CSP elections.

Tip: The Student Opportunities and Development Team are not able to action these committee structure or constitution changes via email. Please submit these via eActivities and contact your MG Chair if you have any questions.

Why have my constitution changes not updated on my committee structure? (Or vice versa)

Constitution changes don't automatically update committee structure changes (and vice versa). This is something we are working to rectify. Until then you will have to submit these changes individually, we understand this means a duplication of work for you and apologise for this momentary inconvenience. In the interest of time, you may want to consider prioritising committee structure changes in preparation for eVoting.

Why are ‘Training Lead/Coaching/Instructing' roles not up for election?

This is a traditionally misunderstood category originally designed for external trainers and not for students. For these reason roles of a training purpose have been removed from eVoting.

My CSP is in the incubator, are we still expected to take part in eVoting?

Yes, CSPs in the incubator will be part of online elections like allother CSPs.

How will Imperial Athletes affect 2nd team voting?

Imperial Athletes who joined a second Sports Club will be automaticly included in the electorol rolls. Remember, to stand or vote for a particular CSP you should join their membership before the close of nominations.

Can candidates run in pairs?

Yes, two people can run for the same role as a team. But, for the purpose of our systems, one will be the lead name or 'face of the pair'. This is so that, if the pair is elected, the lead name or 'face' can be automatically updated on our system, you will then need to request for us to add the second half of the pair to their committee members list of contacts. Please send this request to activities@imperial.ac.uk and cc in your Chair or President. 

So, in short, only one nomination and only one manifesto should be submitted. If the pair win, only one of name will show on our eActivities and Union A-Z pages, until the other name is requested to be added.

Can I run/vote/hold a committee position whilst on interruption of study?

No, to be able to participate in elections (that is run for election, be voted in and hold office) you must be an actively enrolled and registered Imperial College student. 

 

Do you need help?

Management Group Committee/ Constituent Union Committee: 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 

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