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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. 

Online EGMs

Please note, if you host an online EGM (e.g. over Zoom or Teams), your results will be recorded as 'interim'. This means, while they are recorded in our internal system, the position will not appear on the student's UCL HEAR record. Interim officers may also have reduced access to admin features on our website, particularly in the case of interim presidents, treasurers, and welfare officers. For most other purposes, the officer will be able to carry out their responsibilities as normal. This is because platforms other than the Students' Union website cannot guarantee a free and fair election, as outlined in our Regulations. For further information, please don't hesitate to email us at [email protected].

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 [email protected] to request your membership list. When publicising the date and time of your general meeting, please cc the Student Activities Reception ([email protected]) 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 ([email protected]) 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. 

Step 5

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

Annual / Emergency Meeting Results Form

This must be submitted 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

 

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