St. Cloud State University

Student Organization : Manual

Constitution

In order to be a registered organization, a constitution must be submitted with the initial registration materials. A good constitution is concise, clarifies the group's purpose, explains the fundamental purposes of the group, provides historical perspective, and is rarely revised. All organizations must comply with Affirmative Action, including Title IX, and state it under the membership section of the constitution. The statement reads: St. Cloud State University is committed to providing equal education and employment opportunities and does not discriminate on the basis of race, religion, color, creed, national origin, sex, sexual orientation, age, marital status, disability, membership on a local commission, or status with regard to public assistance.

Sample Constitution - The following structure should be used when writing constitutions. This will eliminate confusion and provide for easier review.

Name of Organization

Purpose of the Organization - Elements of the Purpose

• What is going to be provided by the organization?
• Whom are the services provided for?
• What are the members supposed to learn or get out of the services or actions?
• What will be the impact of the organization on the university environment?

Membership - (REMINDER: A minimum of 10 currently enrolled SCSU students is required and 75% of the total membership must be SCSU students in order to meet the requirements to form a recognized organization.)

• Eligibility for membership - Currently enrolled students, faculty and staff at SCSU are eligible for membership. Officers must be currently enrolled SCSU students.
• Include Affirmative Action Statement (See page 22, Constitution)
• Criteria for membership (one or more of the following may apply): dues paid, GPA, attendance at meetings, projects, initiations, etc. Various categories of membership and rights (voting privileges) of each (auxiliary, honorary, alumni).
• Reasons for removal (grounds for removal, procedure for removal, vote required, appeal policies).

Elections

• When elections are held and who calls elections.
• Nomination procedure (self-nomination, filing, nomination committee, application).
• Method (letters, phone calls, verbal at meetings, etc.) and time (two weeks prior) of announcing elections in advance.
• Election procedure (secret ballot, show of hands, verbal, etc.).
• Time when new officers begin their term. Be specific (spring, fall).

Officers

• Officers must be enrolled for at least 6 credits for fall and spring semester at SCSU
• Qualifications for becoming an officer (length of membership, experience, class level, etc.) SCSU requires 2.0 GPA for all officers.
• Various officers (president, vice president, treasurer, etc.).
• Responsibilities of each office (duties).
• Terms of offices (one academic year, one semester).
• Procedure for filling vacated offices (special election, ascending order, appointment, interview, etc.).
• Procedure for removal from office: who initiates (vote required, recall procedure).
• Appeal policy for removal (verbal or written, time period, etc.).

Committees

• Indicate standing committees with ongoing responsibilities. These might include: executive board, publicity committee, fundraising committee, etc.
• Purpose, duties and duration of each committee.

Meetings

• When meetings are held (weekly, monthly).
• Who announces the meetings (chair, president, etc.).
• How are members notified (in writing, posters, telephone, etc.).
• Quorum necessary for transaction business (majority, 2/3 vote).
• Method of conducting meetings (parliamentary procedure, informal, etc.).

Finances

• Note if dues are required or not; list dues or membership fees.
• When are dues payable (monthly, by semester, yearly).
• Person(s) responsible for the collection and disbursement of funds.
• Person(s) responsible for authorizing all expenditures.
• Procedure fo r disbursement of remaining funds upon dissolution of the organization.

Constitutional Amendments

• A Change in Your Constitution (Note: All revised copies of the constitution must be placed on permanent file in CSOLD.)
• Procedure for proposing amendments (verbal, written, etc.)
• Length of time between notification and vote on amendments (reading at two consecutive meetings, annual meeting, etc.).
• Vote required for passage (simple majority, two thirds membership, etc.).

Advisor

• Each organization is required to have one advisor who is a full-time SCSU faculty or staff member.
• Role of the advisor (responsibilities, duties, etc.).
• Duration of term (academic year, etc.).
• Criteria for selection of an advisor.
• Criteria for change of an advisor.
• Procedure for advisor appeal polic y in case of removal.

Ratification

• How will the constitution, as it presently reads, go into effect (vote of acceptance).

Constitution Checklist

Before submitting your constitution, please be certain of the following:

1. If your organization is affiliated with another local, state or national organization, a copy of that organization's constitution must also be provided.
2. Advisors - St. Cloud State University requires all organizations to have an SCSU faculty or staff advisor. The importance of an organization advisor should not be overlooked. Advisors, through their knowledge and expertise, are invaluable resources for your organization. Give serious consideration to what you would like your advisor to do and then select the advisor accordingly.
3. Have you included the document's date and revision number?

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