Constitution Writing Guide

Article I – Name

The name should be unique from any other currently recognized student organization and should reflect the nature and activities of the organization. In addition, any organizational abbreviations or acronyms must be formally referenced in this article. Your name cannot use “The University of Alabama” in the title of the organization or any other trademarked UA phrase or saying. If the organization is affiliated with a local or national organization, that information should be stated here.

Items to consider:

• Does the name effectively indicate what the organization will do?
• Do any potential abbreviations or acronyms have unintended meaning?

Article II – Purpose and Objective

Section 2.1 – Purpose

The purpose must be clearly stated and should be unique from all other currently registered student organizations. This statement should be broad enough to allow for flexibility within the organization, while fulfilling its mission, but specific enough to convey understanding of the uniqueness and purpose of the organization.

Items to Consider:

• Does the organization have a recognized mission statement?
• How do you want the organization to impact The University of Alabama?
• What services will the organization provide and for whom?

Section 2.2 – Objectives

Objectives should be written as action statements (“to…”), which act as specific things the organization strives to achieve in order to fulfill its mission. These statements are specific concepts, ideas, or issues that provide tangible examples of what the organization does.

Items to Consider:

• Are these objectives realistic and achievable?
• Is each objective reasonable related to the organization’s purpose?
• Are these objectives written as action statements (“to…”)?

Article III – Relationship

Use this article to state any present or intended relationship the organization may have to any other local, state, or national organization. If your organization is not chartered by or associated with another organization, use this section to indicate that no such affiliations exist.

If your organization is chartered by another organization, you must include a copy of the constitution and by-laws of the chartering organization when registering with The SOURCE.

Article IV – Membership

This article outlines the requirements and expectations for membership to be granted into the organization. It typically includes three levels of eligibility: general membership, committee membership, and executive board/officer membership. These sections detail the initial requirements to be eligible for participation at each level of the organization.

Section 4.1 – General Membership Eligibility

Under this section, you should determine who is eligible for general membership in the organization.

If membership is open to non-UA students, at least 50% plus one of the members of any organization must be University of Alabama students.

Items to Consider:

• Who is eligible for membership? (faculty, staff, non-UA community members)
• Will you establish membership classes (ex: voting/non-voting), and if so how will those classes be determined?
• Is there a minimum attendance requirement?
• Are dues required?
• How and when can membership be revoked?

Section 4.2 – Committee Eligibility

Under this section you must determine who is eligible to serve on any standing or special committees of the organization, if applicable.

Items to Consider:

• Are non-students eligible to serve on committees?
• Are there additional expectations or requirements to be eligible?

Section 4.3 – Executive Board Eligibility

Under this section you must determine who is eligible to serve as an officer or an executive board member for the organization.

All executive board officers must be University of Alabama students.

Items to Consider:

• Who is able to hold an executive board position?
• Are there additional expectations or requirements to be eligible?

Section 4.4 – Non-Discrimination

The following specific language is required by law or University policy to appear in a student organization’s constitution.

Additional Information

Religious student groups will not be denied registration solely because they limit membership or leadership positions to students who share the same religious beliefs.

Article V – Organizational Leadership Positions

This article provides a detailed description of the structure of the organization. Individual sections under this article will define the individual rights and responsibilities of the executive board/officers, the advisor or advisors, and any standing committee positions. This article is essential to create an understanding of the role of each enumerated position and creates a measure of accountability within in the organization.

Section 5.1 – Executive Board

Under this section, you should list of each Executive Board Position (ex: President, Vice-President, Secretary, Treasurer) and provide a general description of the responsibilities associated with that role.

Items to Consider:

• Are there specific eligibility requirements for each position?
• Are there specific skills and/or relevant experience desired or required to be eligible to hold an officer position?
• Do the enumerated responsibilities allow for flexibility for the person assuming the position to make it their own?

Section 5.2 – Standing Committee Chairs

Not all organizations will have standing committees.

This section should be used to describe committees within the organization. The description should provide an overview of what the role/purpose of the standing committee chairperson is within the organization.

Items to consider:

• Are there specific eligibility requirements for each position?
• Are there specific skills and/or relevant experience desired or required to be eligible to hold a committee chair position?
• Do the enumerated responsibilities allow for flexibility for the person assuming the position to make it their own?

Section 5.3 – Advisor(s)

All student organizations are required to have at least one advisor who is a full-time employee of The University of Alabama.

Items to consider:

• How will the advisor be selected?
• What are the responsibilities of the advisor?
• What are the groups’ expectations for the involvement of the advisor?
• When and how may an advisor be removed?

Article VI – Election of Officers

This article outlines and details the process and procedures for electing/selecting executive board positions and committee chairpersons. There are various methods to selecting officers or executive board positions, which can include: selection committee and interview, nomination and vote, or appointment procedures. The elements contained within this section depend upon the method the organization decides to utilize. Ultimately this Article must expressly state:

• When the election/selection process takes place
• What notice is required to be given of the election/selection process;
• Any requirements to enter the election/selection process;
• How the election/selection process operates;
• When newly elected/selected officers begin their terms.

Section 6.1 – Election/Selection Timing

Items to Consider:

• When is the election/selection process held?
• How often is the election/selection process held?

Section 6.2 – Notice of Election/Selection

Items to Consider:

• How should members be notified of upcoming election/selection (e.g., email, flyers, social media event, etc.)?
• How long is the notification and posting period?

Section 6.3 – Nomination Process

Items to Consider:

• Who may make nominations?
• Who can accept nominations?
• When are nominations made?
• How are nominations made and accepted?
• Can someone nominations themselves?
• What happens if no one accepts nomination for a position?
• Who monitors the nomination process?

Section 6.4 – Election/Selection Procedures

Items to Consider:

• Is a quorum necessary for the elections/selections process to take place?
• What happens if there is no quorum present at the election?
• Can members participate remotely or vote by proxy?
• Do remote participants count when seeking a quorum?
• Who is eligible to cast a vote in the election/selection process?
• What is the voting method (e.g., paper, electronic, etc.)?
• Is an officer elected by simple majority or by another measure?
• What happens if there is a tie vote?
• Who monitors the election/selection process?

Section 6.5 – Election Certification

Items to Consider:

• When do you announce the individual elected or selected for a position?
• When does the individual selected or elected take office?
• Who is required to make the necessary changes with The SOURCE?

Article VII – Committees

This Article should provide the names, purposes, and responsibilities of any standing committees. Information in the Article should include the executive structure of the committees, a description of the responsibilities of each committee/committee chairperson, and the method of membership and chairperson selection.

Items to Consider:

• How and when are standing committees formed or disbanded?
• Are temporary/special committees allowable?
• What are the purposes and responsibilities of special committees?
• What is the duration of a temporary or special committee?

Article VIII – Removal or Vacancy of Officers/Chairpersons

This Article defines the process by which an officer or a chairperson may be removed from office as well as the procedures to follow when filling a vacancy in office. As with the elections procedures, there are various methods by which officers may be removed and vacancies in office filled. Removal from office usually requires either malfeasance (doing something outright wrong), misfeasance (doing a proper act in a wrongful or injurious way), or nonfeasance (failing to act).

Section 8.1 – Grounds for Removal of Officer/Chairperson

Items to Consider:

• What are the grounds for removal of an executive board member?
• Who can bring a charge or request for removal against an officer?
• Must the person seeking removal provide evidence, if so what is required?

Section 8.2 – Procedure for Removal of Officer/Chairperson

Items to Consider:

• When may a charge or request for removal be discussed?
• Is a quorum necessary to consider requests for removal?
• Does notice need to be provided to the individual being removed?
• Does the individual have the opportunity to argue a defense and offer counter evidence
• Who determines whether or not to removal is warranted?
• If the question of removal is put to a vote, who is eligible to vote?
• Is removal done by simple majority vote or by another measure?
• Is there an appeal process?
• Who oversees the removal process?

Section 8.3 – Vacancy in Office

Items to Consider:

• At what point is an office considered vacant?
• By what method are vacancies filled, election or appointment?
• Who is entitled to appoint or vote on a replacement officer?
• What notice is required before filling a vacancy?

Article IX – Meetings

This article should detail any meeting the organization holds, which can vary from executive board meetings, committee meetings, general body meetings, election meetings, and special meetings. The process of how and who can call a particular meeting, who runs the meeting, and the purpose of the meeting should be outlined. Each different type of meeting needs to have its own section so full understanding of the process and procedures can be conveyed.

Robert’s Rules of Order are strongly recommended as the rules used to govern meetings

Section 9.1 – Types of Meetings

Items to Consider:

• What are the different types of meetings (e.g., business, regular, special, executive, etc.)?
• Who is eligible to attend each type of meeting?
• When are each type of meeting held (e.g., weekly, monthly, as needed, etc.)?
• Who can call each type of meeting?
• What notice is required to members before each type of meeting?

Section 9.2 – Quorums

Items to Consider:

• Who is required to attend each type of meeting?
• What is the percentage or number of members needed for quorum at each meeting?
• What happens if quorum does not exist at a meeting?
• What happens if quorum is not reached for several meetings few meetings?

Section 9.3 – Meeting Procedures

Items to Consider:

• What rules shall govern the conduct of business for the organization?
• May those rules be revised, suspended, etc.?

Section 9.4 – Meeting Records

Items to Consider:

• Who is responsible for taking notes and/or meeting minutes?
• How are meeting records stored and who is responsible storing for them?
• How does the organization share the meeting minutes?
• How are meeting minutes corrected, if necessary?

Article X – Finances

This article outlines the procedures for handling organization funds. You must also expressly indicate all bank accounts held in the name of the organization, so that those any remaining funds within those accounts may be properly distributed in the event that the organization goes defunct or is terminated with The SOURCE. You can list another student organization or campus department/academic unit to donate the funds if you would like.

Items to Consider:

• Who will have authority to make withdrawals from organizational accounts?
• Who will have authority to make deposits into organizational accounts?

Article XI – Constitutional Amendments

This article outlines the process and procedures to amend the organization’s constitution.

If an organization’s Constitution is changed in any way, one new copy of the Constitution must be submitted to The SOURCE. The Office of Student Involvement will use the version of the Constitution on file with The SOURCE to resolve any dispute, unless the dispute itself involves allegations that Constitution on file was amended improperly.

Section 11.1 – Amendments

Items to Consider:

• Who can propose an amendment?
• How are proposed amendments introduced? (e.g., verbal, written)
• When can an amendment be proposed?
• Is there any notice required in advance of amending the constitution?
• How much time must pass between introducing an amendment and it being considered?

Section 11.2 – Ratification of Amendments

Items to Consider:

• Who can vote on the amendment?
• Is a quorum required to vote on an amendment?
• How many votes are required for ratification?
• When does a newly ratified constitution become in effect?

Article XII – Rules of Order

This article outlines the rules, processes, and procedures that shall be followed relative to the governance of the organization.

Section 12.1 – Interpretation of Construction

This section should describe the procedures under which this ambiguities or disputes arising from the interpretation or application of the organization’s constitution are resolved.

Items to Consider:

• Who should resolve situations that are not specifically address by the constitution?
• Should those decisions be appealable? If so, to whom?

Section 12.2 – Dissolution of Organization

This section should outline the requirements and procedures for the dissolution of the student organization

Items to Consider:

• What is the procedure for dissolution?
• When would dissolution of the organization be considered?