Election of Officers

Society officers MUST be elected at an AGM before registration. A society cannot be registered until officers have been elected – temporary appointments are not permitted. All members MUST be informed of the date, time and place of this meeting at least 48 hours in advance. You must also inform the Societies Officer, Carys Morgan by email to su.societies@lse.ac.uk. At least 25%, or a minimum of 100, which ever is lower, of the society’s members must be present. The Societies Officer (or his or her representative) reserves the right to allow the AGM to continue, despite inquoracy if he/she considers the AGM to have been adequately publicised. However, if the Finance and Services Committee believe an election has not actually been held or has been carried out improperly, registration of the society will be suspended until a new election is held.

The Union requires you to elect a Chairperson, a Treasurer and a Secretary. All posts must be filled and different people must fill the three main posts. It is not permissible to have two Chairs, Treasurers or Secretaries. No Society Treasurer may be a member of the Finance Committee. No Society Treasurer may be Treasurer of more than one society.

Once elections have been held the names of the new society officers must be entered on the on-line Registration Form. Term-time addresses, phone numbers and e-mail addresses for the Chairperson, Treasurer and Secretary must be included. A list of registered societies, contact names and details can then be compiled and will be held on computer. This list will only be accessible to certain School and Union staff. A hard copy will also be available at SU Reception for people interested in contacting societies. The Chairperson’s contact details will only be listed in the hard copy with their written consent. (See the data protection statement in the Registration Form.) If the Chair has consented for his/her details to be given out they may be given out to any of the following: fellow students, members of the public, speakers or their representatives, members of the media, prospective employers, other universities and companies advertising their events, goods or services. If consent is not given for contact details to be given out any enquiries received at SU Reception either by phone or in person will be put in your society pigeonhole.

If the Society Committee consists of more than the three named officers, the Chairperson must email the Societies Manager (a.kington@lse.ac.uk) stating the position, name and email address of the other officers. It is important that the Societies Manager is informed of the names of the other Committee members because potential employers often request verification of the positions held in societies stated by students on their curriculum vitae.

It is the responsibility of the new Society Chairperson to notify the Union of changes in society officers as soon as they are effective. If required, the new society officers must sign a room booking agreement and the new Treasurer must also sign a file card. The relevant forms can be obtained from the Societies Manager and should be returned to her. Casual vacancies should be filled at the first available ordinary meeting of the society and must be communicated to the Societies Manager immediately.

Societies’ registration will be suspended if new officer’s details are not communicated to the Societies Manager within five working days of the election or meeting having taken place.

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