Network Co-Option

What Does ‘Co-Option’ Mean?

If someone is co-opted into a committee, this means they volunteer to be appointed to a committee rather than elected via a Union-wide election process. Where there is a vacancy within a student group committee, the current committee can appoint by co-option in accordance with Students’ Union UCL guidance, as seen below.

A co-option can only occur after a Union-wide election process, and that this process has not filled all positions, or if a vital position has been vacated on a committee.

Conditions For Co-Option to Take Place

For a co-option process to be justified, the roles being filled must be vital to the operations of the Network. This would mean that the Network’s function as a community and solidarity group would be impaired should this role not be filled.

The Union Election rules apply to co-option. Please see the ‘Rules/Regulations’ section of this page for further guidance on the rules.

Elections should be democratic, free and fair. These principles are in addition to Union policies and regulations, and the law. This is why the co-option must take place via an Emergency General Meeting (EGM). Please refer to the 'Holding an Emergency General Meeting' section to learn how to do this.

You must notify the Union two weeks prior to the intended time of the EGM, before you can officially call an EGM and to Co-opt a committee member.

To get permission to co-opt a committee member, please use the following form. The link to that form is here. This form will be sent to the Elections inbox for review.

Rules/Regulations:

Oversight/Complaints:

The Union’s Returning Officer is Jeff Saddington-Wiltshire, the Representation and Democracy Manager at the Union. They oversee the fair conduct of the elections, interpret the Bye-Laws to rule on complaints, and oversee the count of the elections.
Any complaints about the elections process or the conduct of candidates and their supporters must be made no later than 24 Hours after Co-option via this link. Complaints not submitted through this webform will not be considered.
Complaints will initially be reviewed by the Representation and Democracy Team.
The Deputy Returning Officer, in consultation with the Returning Officer as appropriate, shall make a ruling on the matter within 48 hours of receipt of the complaint. They may give the candidate the right of reply before making a ruling.
Complainants may remain anonymous should they wish.
We may take any of the following disciplinary actions, including but not limited to:
1. Verbal warning
2. Written warning
3. Disqualification

Data Protection

Candidates must follow the Union's Data Protection Guidance.
As part of this guidance, candidates must not send unsolicited communication to individual students without their consent.
All ballots collected physically must be submitted to the Union to be destroyed after the Union confirms the co-option.

Eligibility/Nominations:

Candidates must be a current student registered on a programme at UCL.
Candidates must meet the self-definition requirements for specific roles.
Candidates must be members of the relevant Network.
Candidates are not able to run for more than one position within the same Network.
Candidates are not able to run for more than two positions across the Networks.
Associate and visiting members cannot run for election
Candidates must provide a manifesto of at least 150 words and no longer than 300 words. This must include a picture of the candidate. This must be submitted no later than 24 hours before the co-option meeting.

Voting

No member shall have more than one vote.
All voting shall be done by secret ballot, and for online elections the Single Transferable Vote system will be used.
Re-Open Nominations (RON) shall be a candidate in all elections. Should RON win an election where one person is to be elected to the position, a secondary co-option shall be held.
Candidates and their supporters may not make any unsolicited offer to provide a device for a voter to cast votes on.

Holding an Emergency General Meeting (EGM).

An EGM is an Emergency General Meeting. An EGM can be held at any point during the academic year, when necessary. However, when an EGM is for the purpose of electing Network Committee Members via co-option, it must be held in Term 1.

EGMs are usually held when you need to elect a new committee member outside of the normal election cycle.

REMINDER: You must inform the Equity and Inclusion Unit and the Representation and Democracy team at least Two Weeks before your intended EGM to gain permission from the Union to co-opt.

Step 1:

Your EGM needs to be held during term time. For more information, please refer to the UCL Term Dates.

Once you have arranged the date of your EGM, you need to ensure it is as accessible as possible. Your EGM needs to be held in a bookable space that is fully accessible and does not serve alcohol.

Your EGM should preferably be outside of working hours (e.g., evenings and weekends) to help make sure as many people can attend as possible.

Your EGM must be in-person, and ideally hybrid by also being held via video conferencing (e.g., Teams or Zoom).

Step 2:

You must publicise the date and time of your EGM to all your members at least 5 term days in advance of the meeting. As Network Leader, you can download a list of your members on your Network webpage.

You need to create an event with the EGM date and venue on the Students' Union What's On Calendar at least 5 term days before the meeting.

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 (found at the bottom of this page).

Step 4:

Hold your EGM!

You must take minutes, an attendance record, and record the results (found at the bottom of this page).

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 attend 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 & Engagement Officer, who can ratify your results, or ask you to re-hold your EGM.

The conditions of voting are:

a majority vote at an emergency general meeting
This majority vote includes current members and existing committee members
If a current committee member has applied to be co-opted into a different position, they shall refrain from voting in the co-option.
In case a committee member is co-opted into a different position, they will automatically be withdrawn from their initial position.
The Union should also be notified if this is the case.

Step 5: