How to Write a Constitution
This guide outlines and describes the articles, sections and
paragraphs that should be included in an organization’s constitution.
All statements should be complete sentences. If a list is to
be included, it should be included within a sentence. Constitutions should be
organized in the following manner:
Article #: General Heading of article
Description
Section #: Next Specific Heading
Description
Paragraph #: Specific item or further delineated subheading pertaining to
section
Description
See the following for an example:
Article 1: Name
State the name of the organization.
Article 2: Purpose
Include a general statement regarding the goals and objectives
of the organization. Organizational purposes may be educationally, service,
entertainment, or socially-oriented. Oftentimes, local chapters of national
organizations may have stated purposes in their constitutions and/or by-laws
from headquarters.
Article 3: Membership
Section 1: Eligibility
State who is eligible for membership in the organization.
Organizational membership is not limited to students. Alumni, faculty, and
staff may be members if their membership is germane to the purposes of the
organization. TAMU at Galveston requires student members to maintain a 2.0
GPA in order to participate in co-curricular activities. Eligibility
requirements may include such requirements as a GPA higher than 2.0, having
a specific declared major, residing in a certain residence area, etc.
Section 2: Selection
If specific selection criteria exist, state them here. For
example, members may be required to complete applications, attend meeting,
pay dues, reside in specific residence halls, choose certain major fields of
study, etc.
Section 3: Classes/types of membership
If there are different classes of membership, describe them
here. Each class should be described in a separate paragraph. Organizations
are not required to have different classes of membership. Some elect to
include active and inactive. Others include classes such as alumni,
honorary, student, and/or professional. TAMU at Galveston requires that only
student members be permitted to hold office or vote.
Section 4: Revoking membership
If members can lose their status as members, describe such
circumstances here. For example, students may lose their membership status
if their GPA falls below a certain level. Organizations may also revoke
students’ membership for failure to attend meetings, meet
responsibilities, or adhere to a code of ethics. Typically, a vote during a
general or regularly scheduled meeting must be taken, with a 2/3 majority
voting in favor of revocation of member’s membership status in order to
revoke membership.
Article 4: Offices
Section 1: Officer Responsibilities
List the offices
included in the governance of the organization and give description of their
duties and responsibilities.
Section 2: Term of office
State the length of term of the offices. If offices are
filled for different term lengths, be sure to differentiate. In addition, be
specific as to the beginning and end of the term. TAMUG requires that
elections are held before April 1st, but this does not mean that
officer terms must start at this time. Terms can begin once that semester is
completed. (May1-April 30)
Section 3:Nominations and elections
If officers are elected, include a sentence stating that
they are elected.
Paragraph 1: Eligibility
Describe specific officer eligibility here. TAMU at
Galveston requires that officers must be currently enrolled students.
Other criteria may include a certain minimum GPA, previously serving the
organization in another capacity, etc.
Paragraph 2: Nomination procedures
Describe how candidates for offices are nominated. For
example, candidates may be nominated by the executive council, a
nominating committee, "from the floor" by the general
membership, or by some combination of these.
Paragraph 3: Election procedures
Describe how elections will be conducted and the margin of
ballots cast in order to be elected. Elections may be conducted at a
general meeting of the membership or by casting ballots during a
pre-established time. Votes may be cast by a show of hands or by secret
ballot. Margins required for election range from a majority of members
present to 2/3 of the votes cast during a regularly scheduled meeting or
the organization?
Section 6: Vacancies
Include a general statement regarding office vacancies.
Paragraph 1: Resignations
Describe what is required of an officer in order to resign
from an office.
Paragraph 2: Removal
Describe what circumstances may result in the removal of
an officer from office as well as the procedure for such removal.
Paragraph 3: Filling vacancies
Describe the procedure for filling vacancies in offices.
When vacancies occur, the president or the officers my appoint
replacements or they may be elected by the officers or the general
membership.
Article 5: Committees
If standing or ad hoc committees are to be included in the
governance and operation of the organization, describe them here. If both
standing and ad hoc committees are part of the organizational structure,
describe each in a separate section. Describe how committee members and chairs
will be chosen. If ad hoc committees are used, describe how these committees
will be established. For example, ad hoc committees may be established at the
will of the president or as projects arise from organization business.
Article 6: Finance
If an organization requires funds to operate, their source,
oversight, maintenance, and disbursement should be described here.
Section 1: Oversight
Typically, the treasurer is charged with the oversight of
organizational funds. If so, be sure that such responsibilities are
described in Article 4: Offices Section 1: Officer Responsibilities
Section 2: Source of funding
Indicate how funds will be accumulated. For example, some
organizations elect to charge dues. Others rely upon fundraising efforts.
Some rely on both. If dues are to be collected, state the amount and
frequency here. Organizations may also wish to make provisions for members
who join at different time during the year. The following must be included
in this section: "All funds raised by this organization must be
deposited in the Student Organizations account within 24 hours."
Section 3: Maintenance of funds
The following must be included in this section: "All
monies belonging to this organization shall be deposited and disbursed
through a bank account established for this organization by the Office of
Student Life."
Section 4: Disbursement of
funds
All requests for funding, whether through check or purchase
order, must be approved by one of the two
authorized club officers and the organizations’ advisor. All requests must
include a receipt or invoice.
Article 7: Rules of procedure
Rules and regulations peculiar to the conduction of
organization business should be stated here.
Section 1: Meetings
Indicate frequency, and, if appropriate, occurrences of
meeting here. Organizations may meet monthly, semi-monthly [bi-monthly is
once every 2 months], weekly, etc. Some organizations state that meetings
will occur on specific days of the month, week, etc.
Section 2: Attendance
State specific attendance requirements/expectations here. If
specific attendance requirements exist, be sure that record maintenance
associated with attendance has been assigned in Article 4: Offices; Section
1: Officer Responsibilities.
Section 3 Quorum
A quorum is the minimum number of members required to be
present at a meeting in order to conduct the business of the organization.
It may be stated as a specific number [NOT RECOMMEDED] or a fraction or
percentage of the active membership.
Section 4: Minutes
State any requirements for maintaining meeting minutes. It
is recommended that all organizations make provisions for maintaining
meeting minutes. If so stated, be sure that an associated
responsibility/duty has been assigned in Article 4: Offices; Section 1:
Officer Responsibilities.
Article 9: Amendments
Describe how this constitution may be amended. Indicate who
may propose amendments, how such proposed amendments are reviewed, and how
they are decided. Be sure to state the minimum voting requirements for passing
a constitutional amendment. TAMUG requires that all amendments be approved by
the Director of Student Life.
Signature of President
Date
Signature of Advisor
Date