How to write a Student Organization Constitution
The Constitution of an organization contains the fundamental principles which govern its operation. The by-laws establish the specific rules of guidance by which the group is to function.
Why have a Constitution?
The process of writing a constitution will serve to clarify your purpose, create your basic structure and provide the cornerstone for building an effective group. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions. If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of the Constitution will be a much easier and more rewarding experience.
What Should be covered by a Constitution?
At Southern New Hampshire University, every organization, which seeks University recognition, must submit a constitution to the Office of Campus Programming & Leadership. It is recommended that certain information be present in an organization's Constitution in order for the organization to function efficiently and to protect the rights of all members. This is only a guide for your group to use to update or create a constitution. The Constitution of an officially recognized organization should contain minimally the following information (the sections that are in bold-faced font are standard for most documents):
Article I - Name of Organization
The name of this organization shall be...
Article II - Purpose of Organization
The purpose of this organization shall be...
Article III - Officers
Election of officers will require a majority vote from the general membership. If a candidate fails to receive a majority of votes, a run-off election will be held within the top two candidates that received the most votes. Members interested in becoming an officer must meet the following academic requirement: 2.5 cumulative G.P.A. The term of office will be one full year. The Executive Board of the organization is comprised of all recognized officers. The Executive Board shall meet in addition to regular organization meetings. The Executive Board shall appoint committees if they are needed to carry out organization goals.
President
• Preside over all meetings
• Represent organization on campus
• Insure that the organization is operating in conformity with the standards set forth by Southern New Hampshire University, the Office of Campus Programming and Leadership, and the Student Government Association House of Representatives & Senate.
• Co-sign organization budget disbursement forms
• Maintain communication with organization advisor
Vice-President
• Preside over meetings in the absence of the President
• Schedule meetings / events with appropriate University offices
• Coordinate organization promotion and publicity of events
Secretary
• Maintain an accurate record of all organization meetings and post for members
• Maintain membership directory and submit Student Organization Recognition forms
• Correspond when necessary with University administration and other recognized organizations
Treasurer
• Maintain accurate record of organization transactions
• Collect dues if required
• Develop organization budget and present to membership for ¾ vote
• Arrange fund-raising opportunities for the organization
• Solicits additional funding if needed from the Student Government Association in conjunction with the President
Officers may be removed from office by ½ vote of the other officers and ¾ of the general membership if actions are deemed inappropriate by membership. The officer is permitted to speak before the Executive Board and the general membership about the charges made concerning his / her performance. The officer is not permitted to participate in the deliberation of the Executive Board regarding the charges.
Article IV - Elections
Elections are held once a year, one month prior to the conclusion of the academic year.
Nominations are to precede Elections by two weeks. Any member that has been active with the organization for one or more semesters can run for office. Through a majority vote, a person can be elected into office. Members must be notified at least six weeks prior to the nomination period to prepare.
Article V - Membership
Membership in this organization is open to all SNHU, graduate and undergraduate students and will not be restricted on the basis of age, disability, ethnicity, gender, national origin, race, religion, sexual orientation or political affiliation. Students in good standing with the University (2.0 cumulative G.P.A. for undergraduate, and 3.0 for graduate) are eligible for membership after attending or participating in an organization event/meeting.
As a member, one is required to attend organization meetings regularly, pay dues if required, and actively support organization projects. Membership will be revoked by ½ vote of officers plus ¾ vote from the general membership if actions are deemed inappropriate by the membership.
Article VI - Finances
The organization may establish reasonable dues that must be paid by all members. The amount of the dues will be determined in the beginning of the academic year by the Executive Committee and presented to the general membership for a ¾ vote. Dues must be paid by (enter week in semester). The treasurer shall maintain all financial records and shall co-sign with the president for all organization transactions. All checking accounts shall be established through the Office of Campus Programming & Leadership.
Article VII – Meetings
The organization shall hold regular meetings during the academic term except when holidays, examination periods or other events make meetings impractical. Organization meeting day / time will be determined in the beginning of each semester by a ¾ vote of the general membership. Attendance at organization meetings is expected. If a member must miss a meeting, correspondence with the secretary is appreciated. A quorum shall consist of a simple majority of the membership plus one officer. Robert's Rules of Order shall govern all meetings.
What constitutes a quorum at meetings (or elections)?
A quorum is the absolute number of members or the percentage of members, (usually voting members) required to be in attendance in order to conduct business.
Article VIII- Amendments
Amendments to this constitution must be submitted in writing at a regular meeting of the organization. Said amendments will be voted on at a subsequent meeting. In order to adopt the amendment, a vote of ¾ of the general membership is required.
Article IX - Advisor
The advisor shall be a full time faculty or staff member at Southern New Hampshire University. The advisor will assume those responsibilities as outlined in this
constitution. The advisor will be selected by a ½ vote of the Executive Committee and then presented to the general membership for a ¾ vote. Advisors not fulfilling
responsibilities or not abiding by the organization's purpose may be removed from the position by a ½ vote of the Executive Board.
Article X - Ratification
This constitution shall become effective upon approval by a ¾ vote of the membership, The Student Government Association House of Representatives and the Office of Campus Programming & Leadership.
Article XI - Parliamentary Procedure
What reference will be used in parliamentary instances not covered by the Constitution or Bylaws (e.g., Robert's Rules of Order)?
Article XII - Affiliations
What is the affiliation, if any, with local, state, national or international organizations and what is the relationship of the organization to the affiliate.