Constitution Writing Guide

Remember, Student Activities Advisors can help you along the way. Stop in to 126 Coffman, email sao@umn.edu, or call (612)626-6919.

The Constitution is a statement of your group's policies and rules. It is documentation of the means by which you will run your group. It is also an acknowledgement of the University of Minnesota's policies and regulations. By submitting a constitution, you provide documentation of your compliance with University policy and you have documentation as to the rules that will govern your group.

Student Unions & Activities uses your constitution as an advising tool. If you come to our office with a question about how certain situations can be handled by your group, your constitution provides for us a way of working with you to find a solution.

Remember that constitutions may seem like a burden to create, but they are vital documents. They ensure the smooth operation of your group and provide us with an official statement of purpose and a set of rules that will help you run your group to its fullest potential. Also, remember that constitutions can be changed. When creating or changing your group's constitution, you will need to be aware of Student Unions & Activities minimum requirements. We offer sample constitutions for your assistance.

Constitution, By-Laws Instructions

By registering with Student Unions & Activities, your group is agreeing to abide by University of Minnesota policies, including policies governing activities, events and other operations on the Twin Cities Campus. In order for your group to register with Student Unions & Activities, there are a few topics you are required to address in your Constitution.

The following outline is meant to guide you in creating or updating your constitution, and by-laws, by informing you about the topics that need to be addressed as well as providing recommended topics that will help you successfully operate your group.

A group's constitution contains the fundamental principles and structure of the group, and the by-laws outline the specific rules of procedure by which a group's membership govern their group. The process of writing a constitution and by-laws should clarify the purpose and structure of the group, and provide a cornerstone for building an efficient organization. Also, members and potential members can read the constitution to gain a better understanding of your group and how it functions.

Student Unions & Activities will approve constitutions that contain, at minimum, the following 7 items.

1. Official name of the group: This needs to be stated in your constitution as you will want it to appear on all directories, lists and promotional material used on campus. (See Naming your Organization in the official handbook for more information.)
2. Non-Profit Group: You will need to state that your group will operate as a non-profit. This does not mean that your group cannot conduct activities that bring in revenue that exceed your expenses. It does mean that no individuals will profit as a result of any revenue the group generates. However, this does not restrict the payment of wages, salaries or incentives by the club for services rendered. Registered Student Organizations are not automatically recognized by the State of Minnesota as Non-profit entities. (For information on obtaining this status, see the Tax Information of this document).
3. University of Minnesota Policy: Student Groups must comply with all University policies and procedures, as well as local, state, and federal laws and regulations. This includes, but is not limited to, the Board of Regents Policy on Diversity, Equal Opportunity and Affirmative Action as they relate to group membership and access to programs. Religious student groups may require their voting membership and officers to adhere to the group's statement of faith and its rules of conduct. Your constitution needs to include a statement about your group's responsibility to operate in accordance with these policies.
4. Membership: Your constitution must define whom your membership is open to. Your rules regarding membership must be consistent with the provisions of the policy handbook. Your constitution should also define the qualifications and categories of membership in your group. Specifically, it will need to state who the voting membership is open to in your group.
   The voting membership can be open to anyone, including; students, staff, faculty, or non-students. However, currently registered students at the University of Minnesota must comprise no less than 2/3 of voting membership.
5. Officers: All officers must be currently enrolled students at the University of Minnesota and registered for at least six credits. Exceptions to this requirement are permitted for graduate students upon receipt of a letter from the Director of Graduate Studies of the student's department certifying that the student is actively pursuing a degree. Your constitution should also define any officer's roles and responsibilities as well as qualifications and election procedures, as covered later in this document.
6. Dissolution of Organization: Your constitution must state any procedures to be followed if the group is to be dissolved. You should have specific stated instructions for the disbursement of the groups funds. An individual cannot be the recipient of any remaining funds. Because Campus Life Programs are part of the University, your constitution must state that any funds remaining at the time of dissolution shall be returned to the University department that sponsored your organization.
7. Ratification: The constitution must include the date it was ratified (adopted by the organization). With this, must be the printed names and signatures of 5 officers of the organization at the time it was ratified or amended.

Recommended Topic

In addition to the above items, the following topics are recommended to be covered in your organization constitution and by-laws. For more assistance with your constitution, you may also want to work with a Student Activities Advisor.

Statement of Purpose
Your organization will need to provide a purpose statement that will inform non-members about the operations of your group. This can also serve as a mission statement that can guide the work your members do regularly.

Affiliation
Groups that are directly affiliated with national, regional or other organizations outside the University, should outline that relationship in your constitution. This would also be an appropriate time to mention how your chapter, or specific local group, adheres to, or differs from, your parent organization's constitution and by-laws.

Group Leadership
The group will want to state in the constitution or by-laws; how to become an officer, the various titles to be held, the selection process for these positions and the duties of these leaders. Each group must have at least five officers registered with Student Unions & Activities who perform the major operations of your group, from reserving space on campus to communicating with University staff. These do not need to be the only leadership positions within your group. For this reason you may want to elaborate on each position's roles and responsibilities.

Membership
You will want your constitution to explain the procedures for becoming a member (which may vary by membership category), amount of dues, and termination of membership.

Voting procedures
Your constitution should state how various decisions are made in the group and what type of vote is required to enact decisions. The voting procedures can vary depending on different situations, as long as they are outlined in your constitution.
Example language - Decisions of the club shall be enacted by a majority vote, consisting of 50% of the voting membership plus one. A vote of member impeachment will be enacted by a 2/3 majority vote of the voting membership.

Committees
Similar to officers, you should explain the committees of the group and their roles in the group. Setting standing committees will make it clear that there are certain committees that always exist within the group. You may also want to include a statement about the process for setting up committees. This leaves the group the option to form special committees if something comes up that requires the work of a committee.

Meetings of the Group
The group should state when regular meetings are held and how to call special meetings. It should also be stated what is required for a meeting to be considered an official meeting of the group.
You will want to define what will constitute quorum for the group. Defining a quorum means to decide what critical mass of members need to be present in order to vote on, or enact a decision.
Example language - A quorum shall be present in order to conduct official business of the group. A quorum shall consist of 50% of the voting membership plus one.

Method of Amending the Constitution and By-laws
The constitution should state how the group's constitution and by-laws are to be proposed, voted for, enacted and amended. Student groups that are local chapters of national organizations may adopt by-laws specific to their chapter that differ from the parent organization.
Your group should state who can make an amendment to its constitution and the process by which a member makes this amendment. This section can include how amendments are voted on and passed.
Example Language By-laws may be amended by proposing in writing and reading the change at a general meeting of the membership and then bring the proposed change up for a vote at the next general meeting where quorum is present. By-laws may be amended by simple majority vote.