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What is a Constitution?
A constitution provides
direction and guidance for the operation of a student organization. This
document establishes the principles and structure of the organization
and acts as a foundation for the overall development of a group.
Why have a Constitution?
As the foundation of an
organization, the constitution serves important purposes. A constitution
acts to clarify the purpose and delineate the basic structure of an
organization. It contributes to the stability and continuity of the
group. The constitution can also help current and potential members to
have a better understanding of the goals and functions of the
organization.
What to include in a Constitution:
In order to optimize its
effectiveness, the constitution should be written in a clear and concise
manner. Keeping in mind the purposes of a constitution, it should be
tailored to the needs of your organization. The minimum requirements are
listed below, but the organization may choose to include additional
information.
I. Name: (For example: “The name of this
organization shall be...”)
II. Purpose and Goals: (“The purpose of this organization shall
be…”). The statement of purpose can be one sentence or several
sentences.
III. Membership: There should be a general statement about the
eligibility and requirements for membership in the organization. Please
Note: Student organizations are prohibited from discriminating based on
an individual’s actual or perceived race, color, disability, religion,
national origin or ancestry, gender, or sexual orientation unless
otherwise permitted by applicable federal law (for example Title IX).
All sections of a constitution must abide by this policy.
IV. Officers: The titles, qualifications for and terms of office
should be listed in this section. An organization may choose to list the
election process and responsibilities of such officers in this section
or in bylaws. Please Note: Schreiner University requires that all
officers of student organizations meet an academic requirement of 2.25
GPA. A statement to this effect must be included in all Recognized
Student Organization constitutions.
V. Finances: This section may be helpful if the group requires dues
or to authorize specific individuals to authorize expenditures. Please
note: An advisor to the group must approve all expenditures before
payment.
VI. Amendments and Ratification: It is necessary to
delineate the rules and procedures by which amendments can be proposed
and adopted. Procedures for adopting the constitution should also be
included.
IMPORTANT NOTE:
In order to be valid, student organization constitutions must be signed
by at least the chief student leader and primary advisor, and approved
by the Director of Student Activities. If changes are made subsequent to
the organization registration process, the new document should be
submitted to the Director of Student Activities immediately.
What are Bylaws?
As
an extension of the constitution, bylaws provide further detail and
structure for the internal affairs of the organization. Although they
are not required, it may be helpful because they can help your
organization run more smoothly and modified more easily.
Suggestions for
Bylaws
Following the pattern
of the constitution, the bylaws should elaborate on those items and
possibly include other sections. Your organization may choose to include
these or other provisions:
Membership – It may be helpful to further describe the process
for selecting new members, types of membership, policies (i.e.
attendance), and procedures for disciplining and/or removing members.
Officers – This section may elaborate on the duties and
responsibilities of each officer, outline further expectations and
discuss the removal and filling of vacancies.
Committees – Primarily for larger organizations, this section will
provide guidance on the roles and responsibilities of standing and
special committees and their members.
Meetings – Specifics to include here may be information on how often
and when meetings will occur, special meetings, requirements for notice,
quorum, meeting format and parliamentary procedures.
Affiliations – It may be necessary to describe an affiliation with
local, state or national organizations and the effects of this
relationship.
For help with constitutions or bylaws, please contact or
visit the Department of Student Activities.
Sample Constitution of A New Student Organization
PREAMBLE
We, the new members of the NEW STUDENT ORGANIZATION NAME, to fully
realize our purpose do hereby and establish the constitution as the
guiding instrument in our organization.
ARTICLE I
NAME
The name of this organization shall be the NEW STUDENT ORGANIZATION
NAME, hereafter referred to as NSO.
ARTICLE II
PURPOSE
The purpose of NSO shall be to ______________ and to continuously
support and promote the values of Schreiner University.
ARTICLE III
MEMBERSHIP & DUES
SECTION 1. Membership in NSO shall be open to all students who have a
cumulative and previous semester GPA of at least a 2.25.
SECTION 2. Membership is open to students regardless of sex, handicap,
religion, race, color, or national/ethnic origin.
SECTION 3. Active membership in NSO shall be conferred upon those
members who, in addition to the above requirements, have paid the
semester dues in full within on month of the first day of class.
ARTICLE IV
ORGANIZATION
SECTION 1. The officers of NSO shall be elected from active members. Any
student seeking to hold or holding office must have a cumulative and
previous semester GPA 2.25 or higher.
SECTION 2. The elected officers of NSO shall consist of a President and
Executive Committees.
SECTION 3. ELECTIONS
A. All officers shall be elected on or before April 1 of each year and
shall serve on year terms.
B. All officers shall be elected by majority vote cast. Only active
members are eligible to vote. If no candidate for an office receives a
majority life of the votes cast, then only the top two candidates will
be placed on a second ballot for that office until a majority is
reached.
C. A quorum of one-half of the active membership shall be required for
all meetings where officer nominations or elections take place.
D. All elections shall be conducted by a secret ballot. The ballots
shall be tabulated by any two officers.
E. The same guidelines apply should an officer position be vacated
during the year (except in case of the office of President where the
Vice-President would become President.)
SECTION 4. OFFICER DUTIES
A. The President shall preside at all NSO meetings and have the
authority to appoint all committee chairperson, to create new
committees, and to act as a spokesperson for the organization.
B. The Vice President shall preside at all NSO meetings in the
President’s absence, and upon resignation, shall become the President of
the organization for the duration of the term. The Vice President will
support the President on special projects.
C. The Secretary shall hand and keep record of all NSO business and
correspondence, including, but not limited to: minutes of all NSO
meetings, and up-to-date file on all members, and inform members of all
NSO meetings and activities.
D. The Treasurer shall handle all financial transportation of the
organization, including, but not restricted to: the collection of dues,
managing all bank accounts, and recording all transactions in the
appropriate books.
SECTION 5. ADVISOR
A. The Faculty/Staff Advisor for NSO shall be nominated from the full
time University faculty or administration by the NSO Executive Committee
and approved by majority vote of quorum of active members. The Advisor
shall serve as a liaison with the University and help with the
transitions between officers. The Advisor will be invited to and
notified of all NSO meetings and activities. Confirmation of new
advisors is subject to the approval of the Director of Student
Activities or the Dean of Students.
ARTICLE V
DUES & FINANCES
SECTION 1. The dues for NSO will be established at the first meeting of
the fall semester by the Executive Committee. Payment of dues must be
received by the Treasurer within one month of the first day of class
each semester to be an active member of NSO.
SECTION 2. NSO will finance its activities through membership dues,
fundraising projects, and may apply to the Student Senate for additional
support.
ARTICLE VI
MEETINGS
SECTION 1. The first meeting of the Fall semester shall be held within
two weeks after classes start.
SECTION 2. Regular meetings shall be held at least once a month during
the school year at times set by the organization.
SECTION 3. The meeting shall be conducted in accordance with the revised
edition of ROBERT’S RULES OF ORDER.
SECTION 4. The basic agenda at regular meetings shall follow:
I. Call to order
II. Roll Call
III. Approval of the minutes
IV. Executive Committee reports
V. Officer reports
VI. Committee reports
VII. Old Business
VIII. Announcements
IX. Adjournment
SECTION 5. Action on any business, old or new, requires a quorum of
one-half of the active membership of the organization.
ARTICLE VII
REMOVAL FROM OFFICE
SECTION 1. An NSO officer whose dereliction of duty adversely affects
the operations of the organization shall be subject to disciplinary
action or removal from office.
SECTION 2. A written request stating the reason for dismissal and signed
by at least three active members of the organization must be submitted
at a regularly scheduled meeting.
SECTION 3. By the next regularly scheduled meeting, written notification
of the request and the reasons for dismissal must have been given to the
offending officers, who should come to that regular meeting prepared to
speak.
SECTION 4. A two thirds affirmative vote of all active members is
required to remove officers from office.
ARTICLE VII
AMENDMENTS
SECTION 1. Amendments to the Constitution may be proposed in writing by
any active member of NSO at any regular meeting at which two-thirds of
the active members are present.
SECTION 2. Proposed amendments shall be voted upon only after two
regular meetings following the introduction of the proposal.
SECTION 3. Proposed amendments will become active following a
three-fourths (3/4) affirmative vote of the active members.
SECTION 4. All amendments are subject for final approval by the
appropriate governing body.
ARTICLE VIII
RATIFICATION
We, the undersigned of Schreiner University, after a three-fourths (3/4)
affirmative vote of those members present, do hereby agree to follow the
guidelines of this constitution.
_________________________________
_____________________________
NSO President Signature
Advisor Signature
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