CSP Elections & AGMs

Democracy plays a key part in how the Union runs and is one of our core values. In keeping with this, and in creating a meaningful student democracy, Clubs, Societies & Projects (CSPs) hold elections on an annual basis to decide on who will run the CSP over the next academic year. The positions being elected are those on the committee of the CSP and are outlined in the group's Constitution.

All CSP elections must be conducted in accordance with the Elections Bye-Laws (rules) of the Union Constitution, the Union's governing document.

 

When do elections take place?

There are a number of election cycles throughout the academic year as follows:

Election
Term
eVoting
AGM
EGM
Leadership ElectionsSpring 
Summer ElectionsSummer 
Autumn ElectionsAutumn 

 

Methods of election

There are two methods of holding an election for your Club, Society or Project: online or via a meeting of the CSP as follows:

Number of members
Election method
≥140 (equal to or greater than)Online (eVoting)
<140 (less than)Annual General Meeting (AGM) or Extrodinary General Meeting (EGM)
The method you use will depend on the number of members your CSP has. This excludes Departmental societies - those which fall under a Constituent Union - who automatically require an online election (eVoting).

Online elections (eVoting)

If you have equal to or more than 140 members, and therefore run your elections online (eVoting), your election will run in line with the associated election timetable. 

The timetable is set by the Elections Committee, by the advice of the Deputy Reurning Officer (DRO); the individual(s) that oversee the running of the election. This is then voted on at Union Council before it is communicated out to the student body. The timetable outlines key dates in the election including when nominations open and close.

To see a sample election timetable, you can refer to the Leadership Elections, By-elections & eVoting article.

The deadlines set are strict and cannot be moved so it is important you, your committee, and members are clear on the dates specified. For example, if a candidate misses the deadline to submit their manifesto, their nomination will remain in the election however without a manifesto.

To learn more about online elections, you can refer to the Leadership Elections, By-elections & eVoting article.

AGMs & EGMs

If you have less than 140 members, and therefore run your elections via an AGM or EGM, you will set your own election timetable. Your timetable will need to follow the Minor Election Bye-laws (rules). For example:

The Returning Officer shall produce details of the arrangements for balloting and for complaints procedures, and ensure that they are publicised to all Members of the Union who are eligible to vote in the election being held no less than five (5) clear College days in advance of the nominations period opening

Minor Elections Bye-Laws

Your election must be completed before the end of the respective term.

To learn more about AGMs, visit the How to run an AGM: before article. To learn more about EGMs, visit the How to run an AGM: after article.

 

Key contacts: elections

During your election, you may need to contact a member of staff. If you have any queries about running your election please refer to the key contacts below.

Query
Contact
Email
eVoting administrationThe Elections teamelections@imperial.ac.uk
AGMs and EGMsThe Student Activities teamactivities@imperial.ac.uk
Complaints & objectionsThe Elections teamelections@imperial.ac.uk
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