Organizational Constitution

Guidelines for Creating a Constitution

All student organizations are required to submit a proposed constitution as part of their application to become an officially recognized active campus organization. Once approved, this constitution serves as the governing document for your organization.

It is required that each organization have an up-to-date copy of the constitution loaded onto their organization’s Involve profile at all times. Additionally, all members of the organization should have an up-to-date copy and be familiar with the document. This information will help to ensure that all members are aware of how the organization functions.

The following information should be used to develop and maintain your organization’s constitution.

Key Elements

Note: You are welcome to use the italicized text as a guideline when writing your constitution.

Preamble

We the members of (name of organization), and subscribing to the mission and policies of Gardner-Webb University establish this Constitution to govern the matters within our organization.

 ARTICLE I: Organization Name

  • The name of this organization or association is: please provide the full, official name of the organization, as well as any acronyms the organizations may use.
  • This is the appropriate place to list any national or local affiliations.

ARTICLE II: Organization Purpose/Mission

  • Enter a comprehensive, yet concise statement of purpose. This statement may have several ideas or objectives. Be as precise as possible, as this statement outlines the overarching objectives of your organization.

The purpose/mission of____________________________ shall be _______________________.

ARTICLE III: Membership

  • This article should include a sufficient number of sections to cover all information and requirements about membership including, but not limited to: 
    • Active Membership: Detail what a member must do to be recognized as a member-in-good-standing such as: pay dues on a timely basis, have a current and valid individual membership in the club’s National Governing Body, attend 80% of all practices, participate in competitions, etc.
      • Club sports are encouraged to set a minimum requirement of practices that each member must attend to be able to travel/compete.
        • Average of 1 practice per week.
    • Privileges: Detail the rights and privileges to which a member-in-good-standing is entitled. Examples: competition eligibility, club officer position, club attire, etc.Dues: Any dues or payments necessary to be a member of the organization, both within the GWU team and nationally.
    • Method of Application: Sign-ups and time frames for accepting new members.
  • Included in an appropriate Article or Articles shall be the information:
    Membership shall be limited to regularly enrolled full-time traditional undergraduate students.

Note: Club sports are designed to accept members of any skill level, but individual club leadership may determine the composition of the competition roster defined by skill level.

ARTICLE IV: Non-Discrimination

  • It is required that you state and adhere to the following statement:

Membership and all privileges, including voting and officer positions, must be extended to all students without regard to age, ethnicity, gender, disability, color, national origin, race, religion, sexual orientation, or veteran status.

ARTICLE V: Officers (qualifications; terms; election and removal)

  • This section should contain the officer positions and the duration of terms. Provisions should be made for election, removal, and vacancy of office (typically accomplished through voting).
  • Note: Names should never appear in the constitution, only the positions and responsibilities.

Suggested Officer Responsibilities:

Each student organization should determine and outline the specific responsibilities of each officer in its constitution as best suits the needs of the organization. These role titles and responsibilities may vary, and organizations may decide to create additional “need-specific” officer positions as necessary. Listed below are suggested responsibilities for basic officer positions:

President

  • Serve as the liaison between the team and the Student Engagement Office.
  • Assure that his/her respective team is complying with the rules and regulations of GWU.
  • Oversee the scheduling of practices, competitions, and travel.
  • Ensure that the Emergency Binder is at each practice, competition, and travel.
  • Preside over the team.
  • Preside over team meetings and practices.
  • Call special meetings as needed.
  • Facilitate executive board meetings.
  • Familiarize new officers with the routines and guidelines for team operations.
  • Prepare and file required reports in conjunction with other officers.
  • Appoint committee chairs.
  • Maintain communication with the organization’s advisor.
  • Maintain communication with any affiliated national organization.
  • Represent the organization to the University.

Vice President

  • Assume the duties of the President in his or her absence
  • Work closely with the President in coordinating organization activities.
  • Coordinate recruiting and outreach events.
  • Serve as the liaison between the team and other schools when scheduling competitions.
  • Schedule facilities for team practices and competitions.
  • Direct constitutional revisions/updates
  • Coordinate executive board officer transitions and facilitate officer elections
  • Oversee recruiting of new members
  • Serve as spokesperson for the organization
  • Assist all executive officers
  • Provide follow‐up to organizational tasks
  • Provide encouragement and motivation to officers & organization members

Secretary

  • Verify that all required paperwork is on file and up-to-date within Involve.
    • Event Registrations, Event Evaluations, Leadership Meeting Logs, Roster, Constitution, Travel Requests, etc.
  • Equipment upkeep in cooperation with the Equipment Inventory Agreement in the Office of Student Engagement
  • Conduct correspondence for the team.
  • Obtain appropriate facilities for organization activities
  • Prepare meeting agenda with the President
  • Notify all members of meetings
  • Keep and distribute minutes of each meeting
  • Circulate publicity information about the team.
  • Prepare organizational calendar of events

 Treasurer

  • Maintain accurate financial records for the team including tracking fundraised money versus club funding allocated money.
  • Should be familiar with accounting procedures and policies in relation to spending club funds.
  • Collect any organization dues.
  • Order any equipment, pay for tournaments, etc.
  • Receive, record, and receipt dues from team members.
  • Maintain communication with advisor regarding all funds
  • Keep the team updated with financial activity.
  • Serve as the primary signatory on financial forms
  • Prepare annual budget and required allocation forms during the reregistration process.
  • Maintain a financial history of the organization

Inter-Club Council Representative

  • Attend and participate in all Inter-Club Council Meetings.
  • If elected by Club Sports on the ICC, represent Club Sports on ICC Executive Board.
  • Report back to team officers regarding ICC activities and requirements (i.e., forms, policy changes, and deadlines)

Additional common officer positions:

Parliamentarian, Programming/Special Events Coordinator, Fundraising Coordinator, Recruitment Coordinator, and Social Media Coordinator.

The officers of this organization shall consist of: (state the number of officers, their titles, and their general duties and responsibilities).

Qualifications for office, are: (if any: GPA, previous experience, etc.)

Term limits: (state the number of terms that an individual may be allowed to hold a particular office).

Election: (state the method and frequency of electing officers, as well as the vote required to take office).

Provisions for removal: (state how an officer is removed, how the process is initiated, voting requirements, and what steps for an appeal).

Provisions for officer vacancies: (State the processes for filling vacant position mid-semester/year.)

Faculty/Staff Advisor Responsibilities:

Faculty/staff advisors are vital to the success and effectiveness of every student-led organization. Advisors serve to equip and empower students to accomplish the mission of their organization and that of Gardner-Webb University.

Advisors should:

  • Be familiar with the information outlined in this handbook.
  • Assist the organization in identifying its goals.
  • Aid in submitting re-registration forms each spring, specifically the annual funding request forms.
  • Aid in the clarification of member and officer responsibilities within the group.
  • Be an advocate for the organization
  • Oversee spending, accounts, and budget.
  • Oversee all program planning as well as evaluate any potential risks involved
  • Reservations in Event Management Service (EMS).
  • Attend or assign an alternative faculty/staff member to attend all trips and outings sponsored by the organization
  • Sign all official forms pertaining to the organization.
  • Serve as a resource person to help in resolving problems and issues confronting the group through alternative solutions
  • Communicate information and requests from the university to student members as needed including due dates, forms, processes, policies, etc. These will come by email from ADSE.
  • Connect student members to resources as needed.
  • Oversee the organization’s adherence to policy and procedure.

Advisors should avoid:

  • Completing official club paperwork (have students do it.)
  • Organizing or facilitating leadership meetings.
  • Planning events without student involvement.
  • Running events, projects, or fundraisers.
  • Overseeing club communications.
  • Most of the “grunt” work

There shall be (1, 2, etc.) faculty/staff member advisors who shall be the members’ ex-officio with no voting privileges.

Method of selection of advisors:

Duties and responsibilities of an advisor (include expectations for involvement):

  • Method of removing advisors:

ARTICLE VI: Meetings and Practice

  • This article should state the provisions for setting up a regular meeting/practice time, any provisions to be made for calling a special meeting, and stipulations for a quorum; the officer position which has the authority to call meetings should also be stated here.
  • Note: Locations and/or specific dates should not be listed here as they are typically subject to change. More so detail the frequency of meetings/practices.

ARTICLE VII: Amendments

  • Explain the process for making amendments to this constitution. This is typically done through a majority vote by members at an official team meeting.