Committee Responsibilities

Running Online AGMs

In light of the recent challenging circumstances, we have been working hard to figure out a method for all of our Clubs and Societies to run their AGMs online this year.

You should aim to hold your AGM over the spring or early summer months, to allow the new committee to be registered and ready to go when they take over on 1st August 2020.

Remember that your AGM should serve three key purposes:

 

You can carry out each of these three core activities online as below.

We've also provided guidance around:

You can report to your members online by completing the Annual Report template here and circulating it via email. You must also submit this Report to clubs@qub.ac.uk or societies@qub.ac.uk by 30th June 2020. If you don’t submit your Annual Report, you will be unable to book a stall at Freshers’ Fair in September.

First thing's first - pick your dates and your count method


You should give your members at least seven days’ notice of your AGM (but the more notice, the better!).


Start by picking your AGM voting date and then work backwards to figure out your nomination window. I recommend running your AGM votes over two days to make sure everyone has a chance to vote online. So in my example in the videos below, AGM voting is going to happen on Tuesday 7th and Wednesday 8th April.


Then, work backwards from this date to make sure your nomination window gives people time to nominate themselves, but closes before voting starts. So my Nominations Period will open on Friday 27th March and then close on Monday 6th April.


You want the election info to be visible on your webpage from before nominations open to after voting closes, so I’ve selected to Display on Website from Thursday 26th March until Thursday 9th April.

You can also set up votes on constitutional amendments using the ‘Referenda’ tool on the system. Please contact us if you have any issues using this tool.


Remember to choose start and end times of 9am (09:00) and 4pm (16:00) on weekdays so that I can do my best to support you during working hours. Also be mindful that staff are on Easter leave from Friday 10th April to Monday 20th April, so no support or counts will be available during this time. 

 

Make sure that your Club/Society constitution specifies how the votes should be counted. You have the option of using Single Transferable Vote or First Past the Post - see here for definitions.

 

Log in to the system and create your elections

 

You can now set-up online committee elections by logging in with your student log-in details at home.qubsu.org. Watch our quick videos for a demonstration of how the system works. You can read along with a transcript of the commentary for each part here.


Access to this system is available to registered Chairs/Captains/Presidents, Secretaries, and Treasurers. If you can’t access the system and you think you should be able to, email us with the details of the issue and include your name, committee position, Club/Society, and full student ID number.

Add posts to an election

 

Make to sure to select a post for your election once the main 'Details' form is complete. To do this, simply click the 'Posts' tab, select 'Add New Post'. Beside the 'Group' box, click the grey symbol and select the post this election relates to (e.g. Chairperson, Secretary, or Treasurer). If the election is for a non-executive role (e.g. Social Media Officer, Equipment Officer, Marketing Officer etc), then you should select 'Other'. Before your polls can open, you need to select 'approve' for all posts and candidates.

If you're not sure how to do this, just email us and we'll do it for you.

Pre-written text responses for the form

 

  • Candidate terms and conditions: Only registered Student members of the Club/Society can run for this position. (Remember that this only applies to executive positions i.e. President, Secretary, and Treasurer)
     

  • Not Eligible message: You are not eligible to view or participate in this election. If you think this is incorrect, please contact societies@qub.ac.uk or clubs@qub.ac.uk with your full student ID number.
     

  • Voter terms and conditions: Only registered Student members of the Club/Society can vote in this election.
     

  • Abstention confirmation text: By choosing to abstain, I understand that my vote will not count towards any candidate, or towards the overall total count of votes received.
     

  • Voting completion text: Thank you for voting in this election. Your vote has been received.
     

  • Default ballot rubric: These boxes should already be filled in for you

Make sure to promote your AGM and encourage members to run for election! You can check to see who has nominated themselves at any time by checking the 'Candidates' page of the election. Download our promotional graphics here.

Remember that only registered Student Members will be able to vote in your elections. This means they must appear on the membership list you've submitted to the SU with their full, correct student ID number. Please check your membership list on the system by clicking into 'Members' before polls open and email the Clubs and Societies team with any additions. You can also re-send your full membership list and we will add any new members to the system. New members cannot be added when polls are already open.

Students at INTO, St Mary's, and Stranmillis are defined as Associate Members and cannot vote in these elections.

Members - How to nominate yourself to stand for election

Go to home.qubsu.org and log in with your student log-in details.

Click on Clubs and Societies, and find your Club/Society on the alphabetical list.

Simply click on your Club/Society and you should be able to see the link to nominate.

If you can’t see this link, email the Club / Society committee to check that their nomination window is open. If it is and you still can’t see the link, email clubs@qub.ac.uk or societies@qub.ac.uk describing the issue and including your full student ID number.

Committee - How to approve candidates

Before your polls can open, you need to make sure that you've approved all candidates in each election. If there are any candidates left unapproved, your polls will not open.

To approve candidates, click into each election and go to the 'Candidates' page. From there, you can approve all candidates by selecting 'Approved' in the dropdown list under 'Approval Status' and then click 'Update'. Alternatively, you can click into each individual candidate and approve them separately.

Go to home.qubsu.org and log in with your student log-in details.


Click on Clubs and Societies, and find your Club/Society on the alphabetical list.


Simply click on your Club/Society and you should be able to see the link to vote.


If you can’t see this link, email the Club / Society committee to check that their voting window is open. If it is and you still can’t see the link, email clubs@qub.ac.uk or societies@qub.ac.uk describing the issue and including your full student ID number.

After your voting window closes, the SU will run the counts for each of your elections. This takes a bit of time so please don't expect immediate results.

We will count the votes according to the method specified in your Club/Society constitution. You have two options - First Past the Post or Single Transferable Vote. You can find more info on each option here. If your constitution doesn't specify a method, the SU Executive Management Committee (EMC) will be consulted for a decision.

We won't be able to count votes over the weekend as staff will not be working.

Reporting to your membership

Electing your new committee - Setting up elections

 
 
 
 
 
 

Before polls open - how to stand for election and approve candidates

After polls close - time to get the results!

When polls open - how to vote

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