There are a few steps to the AGM process that you need to be aware of in order to ensure your group have completed the process correctly and efficiently as well as making sure you know what to do.
Step by Step
- If a compulsory committee position (President, Treasurer and Secretary) has two or more people running for the role then you will need to go through the process of using an electronic AGM form. These forms are created and monitored by the Student Groups Team to prevent bias and to keep the voting process confidential and in line with GDPR requirements. The group themselves are not permitted to set up your own forms. The results are then sent to your group's email address either the day the AGM form closes (if that is between 10am and 3pm) or the following day. Please feel free to contact firstname.lastname@example.org if there is a delay longer than 48 hours after the form's closure.
- If a compulsory committee position has only one person running for the role then you will not need to do this and we can add them to our spreadsheet for reference in the next academic year. But all current members of the group should be given the option to run and the role cannot simply be appointed without doing so.
- If a non-compulsory committee position only has one person running for the role then the group will not need to have a vote as they will win the role by default. They can simply be added to our spreadsheet for reference in the next academic year. But all current members of the group should be given the option to run and the role cannot simply be appointed without doing so.
- If a non-compulsory committee position has two or more people wishing to run for the role then the group's compulsory committee will need to hold their own informal interviews for said role. With regards to this interview process, there should be present in a panel interview two non-bias committee compulsory members (one from the current compulsory committee and one from the new compulsory committee) and a friend on another group's committee where possible to sit on a panel of interviewers. This, in turn, prevents bias. This informal interview should not dissuade any members from running as it is set up as a brief Q&A session.
If you feel that there is a committee position lacking in the current committee that would be a benefit to the group function yu need to raise this with the current committee and see if they are interested in holding a vote for the role. They should then contact the Groups Team via email that states in writing that the current committee agrees that this new role will benefit the group's function.
If you're still unsure as to what to do or want a quick summary of the process you need to take to complete your EGM, take this quick and helpful AGM/EGM Quiz.
How the Process Starts
To get the ball rolling, your current committee members will need to make sure they offer all of your members the chance to run for any committee roles that your group has. A deadline for members to come forward to run for a role should be included in the advertisement of the roles. We suggest a minimum of a one-week deadline but ultimately it is the group's decision how long members are given to come forward and run providing that it fits within the deadlines set by the Groups Team. This advertisement of roles should ideally begin at the beginning of February. Do chase your group if you wish to run for a role but haven't heard from them about it.
A strict voting deadline will be included in any electronic forms.
All of the changes to the committee online will be done in August, in time for the beginning of the next academic year in September. The changes are made at this time to coincide with the new academic year, the take over of the new committee and the digital refresh of our system.
In the months following the Handover Conference, your current committee should focus on a smooth handover transition working with the new committee and not abandoning them to their own devices. This should lead up to the end of the academic year when the new committee will take over at the beginning of July.