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An EGM is an Emergency General Meeting. An EGM can be held at any point during the year, when necessary. EGMs are usually held when you need to change your constitution, or when you need to elect a new committee member outside of an AGM. Check out the guide on How to change your constitution, or view the Club and Society Regulations here. You can also refer to the Club and Society Election Rules for further guidance. 

You can either vote for your representatives at an EGM, or hold an online election. If you would like to hold an online election, please submit the following webform. If you are holding your vote at an EGM, please follow the instructions below. 

Step 1

Arrange the date and time of your EGM. It should preferably be outside of working hours, and you cannot hold it in a venue which serves alcohol. It should be fully accessible. Check out the guides on How to book UCL Rooms and How to book CSC Rooms for information on how to book rooms.

Step 2

You must publicise the date and time of your EGM to ALL OF YOUR MEMBERS at least 5 term days in advance of the meeting. You can either download a membership list from your club or society webpage, or email su.activities@ucl.ac.uk to request your membership list. When publicising the date and time of your general meeting, please cc the Student Activities Reception (su.activities@ucl.ac.uk) into the email. 

Your EGM must be advertised via email to a full and up to date membership list (as opposed to on social media, or through a freshers sign up list) to ensure all your members are notified. 

Step 3

You must circulate your agenda to all your members at least 3 term days in advance of the meeting. Please use the template agenda available here. Don’t forget to cc the Student Activities Reception (su.activities@ucl.ac.uk) in to this email. 

Step 4

Hold your EGM! You must take minutes (template here), an attendance record (template here), and record the results (template here). Remember to record the number of votes in your minutes. Your meeting must be ‘quorate’ - this means you are required to have a minimum number of members atttend and vote for your results to be valid. Quoracy for EGMs is 15% of your membership, or 10 members - whichever is the greater. If your meeting is not quorate, your results will be passed to the Activities Executive, who can ratify your results, or ask you to re-hold your EGM.

Remember, Visiting and Associate members cannot vote in your EGM. In order to vote, you must be a current UCL student, and have been a member of the club or society for 28 days. You are also not eligible to stand for election unless you have been a member of the club or society for 28 days before your EGM. 

If you are holding your EGM before the 24th November 2019, in order to be eligible to vote, students must have purchased their membership by the 27th October 2019. 

Step 5

Please submit your minutes, results and attendance using the following form - 

Annual / Emergency Meeting Results Form

This must be submited no later than 5 term days after your meeting. 

If you ratified any changes to your constitution, you will also be required to upload it here. 

Documents:

AGM Agenda Template

AGM Minutes Template

AGM Attendance Record

AGM Results Template

Club/Society Constitution Template