With the deadline looming to submit motions to PCS group and national conferences – 5pm tomorrow (8 March) – branch officers are reminded not to leave it until the last minute to complete the process and ensure your branch’s voice is heard.
Motions for PCS annual delegate conference, which runs from 22 to 24 May, can only be submitted online. Check the arrangements for your respective group conference which might accept online and paper motions.
The two most common issues we are encountering are: submitting officers not having a registered email address and also not inputting the correct email address for the confirming officer, which should be the one they use to log on to the website. This will usually be a personal email address.
There are occasionally issues accessing motions online on employer IT systems. To minimise the potential for this we recommend that you use personal email addresses and personal computers/mobile devices.
If you have any questions about the process, or experience any technical difficulties in submitting motions, email email@example.com
Some branches have had to reschedule their annual general meetings because of the recent bad weather. Any branch that is having to reschedule its AGM and as a result cannot meet the deadline for motions and nominations of 5pm tomorrow (8 March) may request, from the general secretary, an extension to this deadline until noon on Saturday 10 March.
Only branches that have been granted an extension by the general secretary’s office will be allowed to submit motions after 5pm tomorrow (8 March). If you need an extension please email firstname.lastname@example.org well ahead of tomorrow’s deadline.
If you’re a submitting or confirming officer you can log in through the members’ area on this website.
Motions online can be used from any PC or mobile device with web access and an up to date browser. Branch officers do not have to be in the same place, at the same time to complete the process.
Two branch officers are required to make the submission. Both will need their membership numbers, member login username and password (which can be obtained through the member login page) and they must have separate email addresses.
Submitting, confirming and seconding a motion
The submitting officer
- Go to the motions online page, log in, then follow each page as it appears completing all required fields.
- Only one motion can be entered per form but, after you have completed all the fields once they will automatically repopulate for each additional submission you make.
- Insert the text of your motion into the text box. You can copy and paste your text which will be converted to a standardised font. Try to avoid the use of sub bullet points. The standard font will accept bullet points, but sub bullet points may be lost in translation.
- Click on the submit button which will store your submission in the actions page. You can revisit this page at any time to check the status of your submission.
- A reference number will be allocated to each submission, eg ID 144 and shown on the actions page. This reference should be quoted if, for any reason, you need to contact the relevant standing orders committee.
- The system will now ask you if you want to add another motion or leave motions online.
The confirming officer
Once the submission is stored on the actions page the second branch officer – the confirming officer – will be automatically notified by email that their attention is required.
- Emails received by the confirming officer contain a link for each submission. Follow the links and log in. Once through the member login page the confirming officer can view details of the motions.
- The confirming officer can agree that the submission should be sent to the SOC or, if there is an error, reject it.
- The number of submissions awaiting confirmation should match the number of emails received.
- If you confirm that the submission is correct it will be forwarded to the relevant SOC and an email will automatically be generated to both the submitting and confirming officers to show that it has been received (which must be by the published deadline for the relevant conference).
- If you spot an error and reject the submission, the submitting officer will be advised by email that corrections need to be made before it can be re-sent. The confirming officer will be prompted to enter a reason for the rejection which can be viewed by the submitting officer.
- Once corrected by the submitting officer the confirming officer will receive another notification email then follow the process as above.
Seconding a motion, withdrawing as seconder and withdrawing a motion from the conference agenda
A number of branches each year contact SOCs after the publication of the conference agendas asking to second a motion, withdraw as seconder or to withdraw a motion from the agenda. Such requests can be made via motions online under the reference back heading. Seconding slots will be handled on a first come first served basis. Branches can still submit these requests during conference in the usual way. Requests to withdraw a motion will be put to conference in the normal manner.
All motions for national conference shall be in the affirmative and contain no more than 500 words. Motions exceeding this number will be categorised as X.
Following the publication of conference agendas, motions online goes live again for the submission of emergency motions and references back at 10am on Monday, 23 April and will close at 3pm on 18 May. Branches should note that any submissions received after the published deadline for each respective conference will be considered as received late and disregarded.
Find out more about motions online.