Dormant Groups

What is a dormant group?

Your CSP or Management Group may be deemed "dormant" if you have not reached the minimum requirement to exist as an active CSP. The term dormant means your group may be closed due to inactivity. Once we identify that your group falls into the dormant category, we will work with you to try and improve your chances of remaining active.

As set out in the Clubs, Societies and Projects Policy, a Club, Society or Project (CSP) may be made dormant if they meet the following criteria:

  • Do not attend (or send apologies) to two consecutive Management Group meetings (unless otherwise stated in the Standing Orders of the respective Management Group).
  • Do not have the minimum of 20 members (for Clubs & Societies).
  • Have outstanding Naughty Officers i.e. people on the committee who have not paid to become members of the Club, Society or Project after 1st November.

Dormant groups have no reduced abilities eg. can still make room bookings, pay money into their accounts and receive payment.

In this article we will cover:


Making a CSP dormant

The process for making a CSP dormant is the following:

  • A CSP is identified as at risk of being dormant by your Management Group.
  • The Management Group will organise a Management Group General Meeting where a Dormancy Review is scheduled. This should happen once a term and all CSPs up for dormany review should be notified at least a week in advance, so they can send a representative to the meeting. 
  • In the Dormancy Review, members attending the Management Group General Meeting can vote on whether or not the CSP becomes dormant, and vote for the length of time for dormancy. If you do not vote for the length of time, it is assumed that the dormancy is until the end of the academic year. 
  • Once a decision has been made, you must inform the Student Opportunities and Development Team, so this can be recorded in our systems.

Dealing with dormant CSPs

If you realise your CSP is at risk of becoming dormant, we strongly reccomend you contact your Management Group chair as soon as possible to discuss what type of actions you can take to reduce the risk. 

CSPs contacted by Management Group Chairs to discuss dormancy must try their best to attend a meeting. 

  • If a CSP subsequently satisfies the criteria they failed to meet that made them dormant eg. getting 20 members, then they should notify their Management Group Chair who will notify the Student Opportunities and Development Team. 
  • If a CSP doesn’t satisfy the criteria that made them dormant in the time that they were given, then they can be closed by voting in a Management Group General Meeting. Alternatively, a Management Group General Meeting can vote to extend the period of dormancy.

Do you need help?

Management Group Committee/ Constituent Union Commitee: Your MG Chair/CU Committee is trained to help you with this topic. 

Union Email Contact:  activities@imperial.ac.uk 

Contact: Student Opportunities and Development Team

Training Week: This topic is an online training module only. Please contact the above for more help.

121 Session: Unavailable for this topic, please email the above

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