Co-opting is a process which empowers student group committees to fill the empty committee roles that could not be filled during the normal elections process with a smaller, simpler democratic vote. Co-opting and recruitment may only take place on roles that have already gone through a normal election and that have been unsuccessful in being filled.
Co-Opting Core Committee Roles
(President, Secretary or Treasurer)
You may only use the co-opting process for core roles during the months of November, December, January, February and March. We expect that you have tried to elect these core roles in both the Spring Elections, Spring By Elections and Autumn Elections First.
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Step 1 - Notify The Union of a Co-Option
Submit a Co-option Notification Form Here.
To submit this form you will need to let us know the core roles in which you are planning to co-opt/recruit.
The timeline in which you wish to hold the co-option/recruitment so we can put time in the calendar for the DPCS to review the applications for core roles.
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Step 2 - Notify Your Members
You must notify all members of the roles that are available, and give them one week to submit a brief manifesto (200 words max) explaining why they would like a core position and why they think they would be good candidates.
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Step 3 - Submit Candidates for Review
Once the deadline has passed you must collate the applications and email them to the Deputy President (Clubs and Societies) on dpcs@imperial.ac.uk. Within 5 working days, they will review the applications and decide on the winning candidate. You will get an email notifying you of the winning candidate.
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Step 4 - Announcing the Outcome
You must then notify all candidates of the outcome of the process and notify members of the new committee officer. Failure to action these communications within 10 days of receiving the outcome from the Union may cause the co-option to be cancelled and may need to start again.
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Step 5 - Updating the System & Details
Now that you have a new committee member, to get them put on the system, please submit a committee contact details update request form.
And add their email to the committee mailing list here.
Co-Opting Non-Core Committee Roles
You may only use the co-opting process for non core roles during the months of June, July, August, September, October, November, December, January, February and March. We expect that you have tried to elect these core roles in both the Spring Elections and Spring By Elections,
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Step 1 - Notify the Union
Submit a Co-option Notification Form Here.
To submit this form you will need to let us know the core roles in which you are planning to co-opt/recruit.
-
Step 2 - Notify Members
You must notify all members of the roles that are available, and give them one week to submit a brief manifesto (200 words max) explaining why they would like a core position and why they think they would be good candidates.
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Step 3 - Review Candidates
If only one person stands for a role and the committee are happy, they can be co-opted into the role without further discussion
If more than one person expresses an interest in the role, the committee will need to decide via a vote who should be successful. The steps are as follows:
- The committee member organising the election should collate the manifestos of each candidate and send them out to all elected committee members.
- The current committee should then read through them all and vote on who they think should fill each available role, in an appropriate meeting.
- The committee member organising the election should ensure the panel reach a consensus.
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Step 4 - Announcement of the Outcome
You must then notify all candidates of the outcome of the process and notify members of the new committee officer.
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Step 5 - Updating the System and Details
Now that you have a new committee member, to get them put on the system, please submit a committee contact details update request form.
And add their email to the committee mailing list here.