Student Leadership and Development

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CSUSB Clubs & Organizations

Sample Constitution for Clubs and Organizations at CSUSB

This sample constitutional structure is provided to fully explain each section of the document in order to aid your organization in getting off to a good start and maintaining proper standing with the University.

The purpose of an organizational constitution is to ensure efficiency, fair and equal consideration, clarification and continuity in the regular operations of your group. Each student group should have standard operating principles and procedural rules, which this document merely states in writing. Each time new officers are elected, the constitution should be reviewed to ensure it is up to date. Constitutions must be resubmitted, along with the Charter packet, to the SLD office each academic year.

"CONSTITUTION OF [Official name of the organization]"

California State University, San Bernardino

Article I PREAMBLE

Section 1 Purpose

Reason for the establishment of the organization
What is to be accomplished (be specific as possible as to the aims and purposes of the club). Use separate sections for each purpose, making complete sentences.

Section 2 Nondiscrimination/Hazing (This section must be written exactly as follows for all student groups who are applying for a CSUSB charter.)

[Name of Organization] shall never discriminate by race, religion, natural origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability.
Neither the [Name of Organization], nor its members, shall conspire to engage in hazing, participate in hazing, commit any act that injures, degrades, or disgraces or tends to injure, degrade, or disgrace any fellow student or person attending the institution.

Section 3 Off-Campus Issues (This section must be written exactly as follows for all student groups who are applying for a CSUSB charter.)

[Name of Organization], or its members, when taking stands on issues, recognizes and will fulfill its obligation to make clear that it in no way represents the official position of the California State University, San Bernardino.

Article II NAME

The official name of the organization shall be (the name of the club must be one which will not be confused with another club already existing on campus. It should be appropriate to the purposes of the club and clearly indicate its aims and objectives) and shall be known as ______________ throughout the rest of this document.

Article III MEMBERSHIP

Section 1 Categories of Membership

List the categories defining each in a separate clause (i.e., Active, Associate, Honorary, etc.) Indicate the criteria for each type of membership. Care must be taken that this section does not contradict Article I, Section 2 above.

Section 2 Requirements

Discuss how to become a member. State all requirements for membership, i.e., what must an eligible person must do in order to belong and remain in that category of membership?

Section 3 Suspension

State the provision for suspension of members. These may be disorderly conduct, gross, misdemeanor, failure to fulfill requirements of their membership, category, or any other reason important to the organization. (For example, "A member may be suspended or removed for the above stated reasons following a hearing by the membership of the organization.")

Article IV OFFICERS

Section 1 List titles of all officers

Section 2 Duties

The duties of each officer must be described in detail, listed according to the order of Section 1. (If there are special requirement unique to each officer, list here too.)

Article V ELECTIONS

Section 1 Nominations

Specify how nominations of officers are made, whether from the floor, by petition, by committee, or by any other means.

Section 2 Time of Election

Time for election of officers shall be stipulated. It is recommended that Elections are held annually. (Most groups hold elections at the start of the Spring Quarter. You may wish to hold them in Winter Quarter and establish a President-Elect position.)

Section 3 Procedures

Specify how officers are elected, whether by secret ballot, majority vote, plurality vote, etc.

Section 4 Assumption of Office

Specify when a newly elected officer will take office and how long he/she remains.

Section 5 Vacancies

Specify what procedure will be taken to fill a vacant office in case an officer resigns or is unable or unwilling to keep office (i.e., line of succession, presidential appointment immediate election). Be sure to indicate if the procedure varies according to the office.

Section 6 Impeachment

Specify procedure.

Article VI MEETINGS

Section 1 Quorum

Specify how many members of the organization constitute a quorum for the transaction of business. This should be based on the number you feel must be present at a meeting to transact official business. In large clubs, the percentage will be smaller than in small clubs. The quorum should be as large as can be depended upon for being present at all meetings.

Section 2 Schedule

Specify when meetings are to be held, whether it is once a week, every month, or by arrangement. You may wish to make a provision for special meetings, and specify how they may be called. (Note: a quorum must be present at all special meetings, and only the business for which a special meeting has been called may be transacted at the meeting). Provide for the method of notifying members.

Article VII FINANCES

Section 1 Banking

Specify how treasury shall be kept, whether club banks through the CSUSB Foundation or an off-campus bank. Clubs must file an SS-4 form to establish a tax id # with the IRS prior to establishing any bank account. (All clubs must file this information separately with the Office of Student Leadership & Development)

Section 2 Dues

Specify how often they are set, how often they are collected, and whether or not there is an initiation fee and/ or other special fees.

Section 3 Dispersal of Funds

In the event that this organization does not become active during a two-year period, any funds remaining in the account is to be transferred to (give the name and address or proposed organization). You may wish to cite the Associated Students Inc. Club Allocation Budget Committee or the Associated Students, Inc. General Fund.

Article VIII CONSTITION AMENDMENTS

Specify how amendments are made, what kind of vote is needed, and the fact that the amendment is pending University approval. (Procedures to amend the constitution should be difficult. This ensures that the club really wants to change the proposed item. Normally, it requires a 2/3 vote of the membership to enact any change after it has been discussed at a minimum of two meetings.)

Article IX ADVISOR

Describe selection procedures, how long the advisor serves, etc.

Article X AFFILLIATION (optional)

Specify the organizations with which the club is associated.

Article XI COMMITTEES (Optional)

Specify standing committees, if any; how they are chosen, and duties, using a separate section for each committee. If the organization has an Executive Council or Executive Committee, that should be listed as the first standing committee.

By-Laws

This section includes more details provisions as well as those unique to the Organization. Procedures to amend by-laws should be less difficult than amending the Constitution. Normally, a majority vote is required after the change has been discussed at one meeting.

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Updated March 3, 2008

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