VII. Content of RSOs Constitution
The process of writing a constitution will serve to clarify your purpose, provide a basis for building an effective group, and set forth the basic structure of the organization. The function of a constitution is to set forth ground rules for the conduct of the business of an organization. As it constitutes a fixed reference on the permanent file of these rules, it should be so explicit in those areas which it seeks to govern as to leave no doubt as to its meaning. The Office of Student Involvement and Student Organization Committee will advise and recommend changes to the organization’s constitution when appropriate. A sample constitution can be found on the Office of Student Involvement’s website.
All student organizations must have a local/chapter constitution if they are affiliated with a national and/or international organization. The constitution of the national organization can not be used as the constitution of the local chapter at the University of South Alabama. In order to ensure compliance with both University of South Alabama and the National Organization’s policies, special clauses or articles may be included. See the RSO sample constitution for details or contact the Office of Student Involvement.
It is strongly recommended that the constitution be framed in the following manner:
- Article I - Name of organization and affiliation(s)
This is the first article in the constitution, which should clearly state the full name of the organization and any affiliations it may have with on or off campus organizations, departments, and/or businesses. This article should also include any acronyms or shortened versions of the organization’s name. - Article II - Purpose
State the purpose, aims, and functions of the organization. What is the main purpose of the organization? What are the core values of the organization? What does the organization desire to accomplish? Through what actions will the organization achieve its goals? - Article III - Membership
State the membership requirements and limitations here. Remember 100% of the organization’s membership must be currently enrolled students at the University of South Alabama. State what constitutes a majority (50% + 1, ⅔, etc.) of the membership for voting purposes. The constitution must also include a non-discrimination clause that is provided by the university; this clause cannot be edited. - Article IV - Officers
State the titles, term of office, and how and when elected. This should also include definitions and enumerations of authority of each role. The election of officers must be free, open, democratic, and periodic. In addition, there must be a provision for filling interim vacancies of officers and how to remove individuals from office should that become necessary. Every organization must have at least the following: President, Vice President, Secretary, and Treasurer. Examples of their duties are as follows:
President - The chief executive officer and primary contact person for the organization with the university. They are the director/planner and chief coordinator of all activities for the organization. These two functional responsibilities expand to include communications within the organization and with the advisor, involving the membership by delegating specific tasks, and assessing the overall success of the organization. The President or appointed delegate must attend the annual SOLD event at the beginning of the academic year.
Vice President - The second most important leader of the organization. Actual duties and responsibilities will vary depending on the organization; however it is extremely important to take advantage of this person’s talent and skills. If there is more than one “Vice President” then there needs to be a clear definition of which Vice President is second in command of the organization and be clearly classified as such with the university.
Secretary - Responsible for correspondence, recording minutes of meetings, and maintaining a historical record of the organization. The secretary is responsible for ensuring that the official membership roster is updated regularly with the university. This role is vital to involving the membership within the organization. It is the nature of historical records that builds pride in the traditions of the organization.
Treasurer - Responsible for the collection and wise expenditures of the organization's money. The treasurer is responsible to the entire membership to ensure that a sound budget plan is prepared for term and to provide the leadership for the budget’s execution. It is important that the chief financial officer is a person of integrity who will respect the best interest of the organization at all times. The Treasurer must attend the annual SOLD event at the beginning of the academic year.
Committee Chairs & Other Officers - Additional officers/committee chairs may exist in addition to the mandatory positions. Regardless of title, each person must be organized, be able to plan, work, commit time, and know how to effectively delegate work to others. It is important to clearly define the election and/or appointment process of additional officers or committee chairs. - Article V - Advisor
State the provision for choosing an advisor and if there are any specific requirements, ideals, or qualifications the advisor should have. All advisors MUST be a member of the university faculty or a full-time staff member. Any additional individuals who are not a part of the university community and wish to volunteer with the organization must be approved by the advisor and university. This includes, but is not limited to Fraternity and Sorority Life chapter advisors, campus ministers, and club sport coaches. - Article VI - Meetings
The constitution must provide for a minimum number of meetings semesterly for the membership. The constitution must provide suitable guarantees that the members will be given advance notice as to the time and place for conducting general meetings. This section must also provide a means for calling special meetings when the situation arises and who may call a special meeting. Beyond this, what other special requirements are there for planning or attending a meeting? What is quorum? What is defined as a majority to conduct business? (recommended to be the same as in Article III) - Article VII - Finances
In addition to following the university rules and guidelines as set forth in section IX of this handbook, this portion of the constitution must be specific to your organization. The constitution must provide for a clear and distinct delegation of financial responsibility to stipulated officers of the organization. When dues are to be assessed, the constitution must provide for the manner of assessment. All accounts, financial records and transactions must be readily available to share with the members, advisor(s) executive board, and university. The constitution must include in the financial transparency statement, that all accounts, financial statements/records and transactions of the organization are subject to audit or review by the University of South Alabama at its discretion. - Article VIII - Amendments and Bylaws
Once the constitution has been written and agreed upon by the founding or re-establishing members, it will be the foundation and basis for all business decisions. Changes to the constitution represent a change in the direction, operation and function of the organization. Amending this document should be harder to amend than the bylaws and should require a supermajority vote. Should there be any changes to the constitution, the new constitution must be submitted to the Office of Student Involvement immediately. Such amendments are subject to review and re-approval by the Student Organization Committee.
The Office of Student Involvement and the Associate Director of Student Organizations and Leadership Development have RSO constitution guides available to assist in the creation of a new constitution. The constitution guide is also available through the Office of Student Involvement website.