Guidelines for Student Organization Constitutions
The constitution of a student organization must be specific and detailed enough to guide the operation of the organization in a consistent manner from year to year. The constitution, therefore, should be the primary operational guide for the organization and not simply a document that is filed away and forgotten. The constitution must be specific enough to demonstrate to the University that the conditions of certification are met by the group. To achieve this end, your constitution should include each of the following sections:
Name of Organization
Purpose
Activities
Membership Requirements
Associate Membership
Membership Procedures
Voting Privileges
Financial Obligations of Members
Officers
Election of Officers
Terms of Office
Removal of Officers
Voting Powers of Officers
Vacancies
Committees
Meetings
Finances
Advisor
External Affiliations
By-Laws
Amendments
Name of Organization
Specify the official name and any abbreviated name. The name of registered organizations may not include the name of the University of Pittsburgh in any way.
Purpose
State the philosophy, mission, goals and specific purposes for which the organization has been created. Be clear, precise and definitive. The statement will be used to describe your organization in published materials and on the Student Organization Resource Center (SORC) Organization Directory.
Activities
Describe the full range of activities, programs and services the organization will sponsor to fulfill its purpose. Be complete; this statement will be used in published materials and the SORC Organization Directory.
Membership Requirements
No illegal discriminatory criteria such as race, creed, age, sex and nationality may be used as criteria for membership. All groups, except those exempt by law, must have male and female membership. Sport clubs involving contact or competitive selection may limit participation in competition to one sex, but must permit membership in the club to both sexes.
Membership can be limited by selective criteria that are not illegal. For example, the Italian Club cannot limit membership to Italians, but it can limit membership to students enrolled as language majors. Similarly, membership can be limited by school, college, department, major and grades, etc.
Your specific requirements should be followed by this statement: “No hazing or illegal discrimination will be used as a condition of membership in the organization.”
Associate Membership
Faculty, staff, alumni and non-University persons may participate in the meetings and activities of the organization. If your organization desires to do so, state, “Faculty, staff and alumni of the University and non-University persons may participate in the meetings and activities of the organization but may not vote, hold office, or serve in formal leadership positions.” Please also define requirements for maintenance of associate membership status.
Membership Procedures
Define when recruitment takes place, the application procedure, method of selection or approval, the privileges of membership, how members are removed or made inactive, how they can be reinstated and the conditions for maintaining membership.
Voting Privileges
Only students of the University of Pittsburgh may vote in the decisions of the organization. Your organization’s constitution should state this as follows: “Voting privileges are limited to active student members in good standing with the organization.” Then you should define any requirements to maintain voting privileges or how they are lost.
Financial Obligations of Members
Your organization’s constitution should define exactly what the financial requirements are for the members. If there are none, state that there are no financial requirements for membership.
Officers
Three student officers currently enrolled and in good academic and social standing at the University of Pittsburgh are required for certification. Each organization should designate a president, vice president and business manager. You can call the officers whatever you choose and may have as many officers as you need. You must specify the responsibilities and duties for each officer in no uncertain terms to distribute the work of the organization and to delegate the authority necessary to perform the role. Faculty, staff, alumni and external affiliates may NOT serve as officers.
Election of Officers
The election of officers should take place once a year at a specified time and through a defined process. WE SUGGEST THAT ELECTIONS TAKE PLACE AT THE CLOSE OF THE FALL TERM. The section on election of officers should specify: (1) the nomination procedure, (2) the eligibility requirements for each office, (3) the election process including when, where and how the votes are to be cast, counted and announced, (4) the eligibility requirements for voting, (5) the vote required to elect an officer, e.g. a simple majority of votes cast versus a simple majority of eligible members, (6) whether or not an officer can hold more than one position, and (7) whether or not absentee or proxy ballots can be cast.
Terms of Office
The exact dates for the term of office should be specified.
Removal of Officers
It is essential to define the process by which officers are removed and the vote required to approve removal.
Voting Powers of Officers
Generally officers retain voting rights, however, the chairperson often votes only in the event of a tie. This should be addressed.
Vacancies
When an officer resigns or is removed, the vacancy should be filled. The process by which vacancies are filled and how the decision is made to fill or not fill the vacancy should be defined. Also, the term of the replacement officer, generally the remainder of the current term of office, should be specified.
Committees
The name, function, composition and specific duties should be identified. Who chairs the committee or how the chairperson is selected should also be specified along with the powers and duties of the chair. How standing and ad hoc committees are established and terminated should also be addressed.
Meetings
The organization should determine how regular meetings are scheduled and specify who may attend the meeting. Quorum requirements must be determined to officially conduct and approve the business of the organization. In addition, you should state how and by whom special meetings can be called and what kind of notice is required. Lastly, the chairperson should be specified, the powers of the chair should be defined, and Rules of Order adopted.
Finances
The budget policies and procedures and the authority to spend the money of the organization must be defined along with any limitations on how the funds can be spent.
Advisor
All organizations must have a faculty or staff advisor. The role, responsibilities, duties and authority of the advisor should be defined.
External Affiliations
Any external affiliations must be disclosed and should be identified in the constitution. This section should specify how the organization relates to external affiliates and the requirements of the relationship.
By-Laws
The organization may add by-laws that are intended to provide guidance for the operation of the group in a consistent manner.
Amendments
The constitution must provide the means to approve amendments. The procedures and the required vote for amending the constitution must be outlined in detail.