Student Organization Registration Application
Office of Student Life
205 Slep Student Center
(814) 949-5064
Student Organization Registration Application The Office of Student Life is responsible for the registration of “ALL” Penn State Altoona student organizations. Each student organization is required to register to be considered affiliated with Penn State Altoona. In addition, the Office of Student Life will keep a copy of this form on file along with a copy of your constitution and member roster. In order for your student organization to be fully registered, this form MUST be completed by your student organization, signed by your president and advisor, and submitted to the Office of Student Life along with a copy of the organization’s constitution and member list.
Organization Information * PLEASE PRINT CLEARLY * Application to: (Check One)
New Registration
Renew Defunct Organization
_____________________________________________________________________ Name of Organization (as it appears on constitution) State the purpose of your organization: (This statement will be used in the Student Organization Directory to describe your group. ) ____________________________________________________________________________________________ ____________________________________________________________________________________________
PART 1: OFFICERS Please identify officers of this student organization. As officers, we hereby certify that we are aware of and agree to abide by Penn State Altoona policies and regulations regarding student organizations as well as the regulations and rules of the constitution. Explanation of the policy can be found in the Club and Organization Manual.
Executive Officers’ Signatures: Print Name (CLEARLY & LEGIBLE)
Signature
Position
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
The officers identified on this registration form shall be responsible and accountable for the operations/actions of the student organization until his/her term of office is complete. over —>
PART 2: STUDENT INTEREST
Five (5) interested students are needed in order to create a student organization, these must be currently enrolled students. Print Name (CLEARLY and LEGIBLE) _________________________
Signature _____________________________
Position ___________________________
_________________________
_____________________________
___________________________
_________________________
_____________________________
___________________________
_________________________
_____________________________
___________________________
_________________________
_____________________________
___________________________
PART 3: MEMBERSHIP All student organizations must provide the Office of Student Life with an EXCEL SPREADSHEET of your current members and officers which includes the following information in the format provided: Full Name, Student ID Number, Position, On/offCampus Phone Number and Penn State Altoona Email Account. You can forward this spreadsheet via email in Excel format ONLY to [email protected].
PART 4: CATEGORY (Indicate the primary category of the organization)
Academic/Professional Club Sports/Recreation Fraternities/Sororities Governing Honor Societies
International/Multicultural Media/Publications Performing Arts Religious
Service Special Interest
PART 5: ADVISOR STATEMENT
(Advisor must be a current faculty/staff employee of Penn State Altoona) As the student organization advisor, I have read and understand the Penn State Altoona Student Handbook, Community Standards, Student Organization Manual, and will assist in educating this organization with the standards established at Penn State Altoona as well as encourage the membership to comply with these guidelines. Furthermore, I agree to guide students to follow their constitution, by-laws, and expectations accordingly. I understand the Office of Student Life reserves the right to intervene in the business of the student organization when deemed appropriate.
_________________________ Advisor’s Name (Please print)
_______________________________ Advisor’s Signature
__________________ Date
__________________________ Department
________________________________ Email Address
__________________ Phone No.
DATE RECEIVED BY the Office of Student Life: DATE APPROVED BY the Office of Student Life: DATE FORWARDED TO SGA:
OFFICE USE ONLY ___________________ ___________________ ___________________
Additional Notes:
HOW TO START A NEW ORGANIZATION Congratulations! You have made it this far. You are taking one gigantic step to “Get Involved!” Starting a student organization on campus is a big responsibility that takes a high level of energy, commitment, and time on your part. The Office of Student Life has compiled some information that will hopefully make the registration process less confusing. Please read through this packet before starting the paperwork. It may save you some time and trouble. 1. Submit a Student Organization Application: The first piece of information that needs to be submitted is a “Student Organization Application.” You must identify what you are applying for (registration or renew a defunct organization). This form must include the proposed name of the organization, purpose, five interested student signatures, membership contact list, inter est category, and the faculty/staff advisor which your student organization has selected. 2. Submit an officer and membership list: Officer and membership list: It is important for your student organization to submit a MICROSOFT EXCEL SPREADSHEET of your officer and members. Please include the following information: Full Name, Student ID Number, Position, On/off Campus Phone Number, Penn State Altoona Email Account and email this information to [email protected] 4. Submit a Constitution: The Constitution is the next piece of information you will need to submit. Some of the items that should be in cluded in your constitution are: affiliations with local, state, national groups, group membership requirements, advisor’s term of service and selection process, officer’s titles, terms of office, election process, purpose, amendments, meetings, etc. The enclosed worksheet will guide you on how to put a constitution together. Remember, this is just a guideline. Information in the constitution does not have to be limited to the items listed on this resource. Gaining SGA funding for your organization is based on your organization structure and can be found in the Student Organizational Manual. Once an organization is registered, it is that organization’s responsibility to submit an updated constitution if revisions are made. The registration of a student organization is contingent on that group’s compliance with all policies and procedures governing student organizations as set forth in the Penn State Altoona’s Student Handbook, Community Standards and Student Organization Manual. 5. Recruit a Faculty/Staff Advisor: One of the requirements of becoming a registered student organization is to have a faculty/staff advisor. This person is an important part of your group. Your advisor can play as active a role as you feel necessary; how ever, their expertise and experience are an added plus in helping your organization flourish. It is important, in any case, to choose your advisor carefully and consult them regularly to get their assistance, as well as keep them informed. Criteria for a good advisor are: being a member of the Penn State Altoona faculty/staff; some one who is available and committed, easy to get along with, and has knowledge of your area of interest and/or organizations in general. Enclosed in this packet is a sample guideline of the Advisor’s role within an organization.
6. Wait for SGA Approval Once all the paperwork is complete, processing your student organization’s application for registration takes place. The Student Government Association will review your application and constitution. The Student Government will vote on the approval of your organization. You will be notified approximately 3 weeks after submitting your completed application and constitution to the Office of Student Life. Upon registration, your organization will be notified by mail, phone, or email regarding the status of your registration approval. Once registered the following privileges and services are available to Student Organizations. A. B. C. D. E. F. G. H. I.
Use of Penn State Altoona’s name on campus and off campus. Use of facilities to hold events, activities, meetings, and programs. (ALL event registrations will need final approval from the Assistant Director of Student Life) Request of funding from Student Government Association in accordance with all guidelines set forth by the Office of Student Life. Soliciting of membership on campus. Claiming affiliation with Penn State Altoona. Participation in the Involvement Fair each Fall and Spring. Use of services, equipment, and materials from the Office of Student Life. Ability to fundraise on and off campus with approval through the Office of Student Life. Access to the Student Life Resource Library. This library will give you information on topics such as running effective meetings, team building, fundraising, event management, and how to run a committee meeting
You will find regulations set by Penn State Altoona for groups including registration, advisor commitment, use of Penn State Altoona’s name, recognition process, posting policy, requirements of recognition, responsibilities of registered organizations, Rights of the College, etc. contained in the Student Organization Manual located in the Office of Student Life. In addition, the Office of Student Life can answer any questions you may have throughout the year. We ask that student organizations utilize the Office of Student Life as a resource throughout this process. To assist us in keeping you informed, you must keep the Office of Student Life up-to-date. When making changes in your constitution, advisor, officers, etc., call us at 814-949-5064, email us at [email protected] , or stop by the Student Life Office in 205 Slep Student Center.
In accordance with Penn State Altoona’s Student Government policy, each student organization applying for registration as a Penn State Altoona student organization must submit a constitution to the Office of Student Life with the Application for Registration. (Your constitution must be typed, emailed to [email protected] and submitted as a hard copy to the Office of Student Life. Once an organization is registered, it is the responsibility of that organization to forward copies of any constitutional revisions to the Office of Student Life as they are made throughout the year. WHAT IS A CONSTITUTION? The Constitution of an organization contains the fundamental principles which govern its operation. The By-Laws establish the specific rules of guidance by which the group is to function. All registered student organizations must have their basic structure and methods of operation in writing. A constitution provides sufficient structure which allows you to comply within the rules, expectations, mission, powers, and check and balances that your organization creates. WHY HAVE A CONSTITUTION? By definition, an organization is a “body of persons organized for some specific purpose, as a club, union, or society.” The process of writing a constitution will serve to clarify your purpose, delineate your basic structure, and provide the cornerstone for building an effective group. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions. If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of the Constitution will be a much easier and more rewarding experience. WHAT SHOULD BE COVERED BY A CONSTITUTION? The following is an outline of the standard information to be included in a Constitution. The objective is to draft a document that covers these topics in a simple, clear, and concise manner. Student Organization’s Complete Name Placed at the top of the constitution. You may want to also add the acronym in parenthesis. Date of when this constitution was ratified by the organization It is always good to have the date of when your organization was ratified within your constitution. This gives you a time of when the constitution was last reviewed by your organization. Mission Statement Include your organization’s general purpose. Try to make the statement clear and concise, but rich with facts. This is often the most important part of the constitution; it should be the best reference for what your group stands for, what it stands against, and for what principles by which the group abides. This is usually a very ambitious generalized statement that sets high expectations.
Preamble The preamble introduces the rest of the document in no more than two or three sentences, stating the reasons for the group and the constitution. The inclusion of some general ground rules that govern the group is helpful as well. Preambles may include the group’s history and original reasons for organizing. Definitions Define the names and terms you are about to use in your constitution just so everything is clear throughout the document. Also, if anything will be abbreviated in your document, it should be defined here. Article I - Name of Organization The official name of the organization (i.e. The official name of the student organization shall be Penn State Altoona’s _____________ or The name of this organization shall be know as ______of Penn State Altoona) Article II - Affiliations with other groups (local, state, national, etc.) Explain if the organization is connected with other groups. Article III - Purpose, aims, functions of the organization Section I. Define organization’s purpose Section II. Define the purpose of the Executive Board Article IV - Membership Requirements (how determined, who is eligible, etc.) Section I. Define who makes up the organization and requirements for membership Section II. Define the privileges and responsibilities of membership. (i.e., a privilege of belonging to the Agriculture Club would be the ability to partake in trips run by the Ag Club.) Article V - Officers and Committee Chairs (titles, term of office, etc.) Section I. Define what officers the organization acquires Section II. Define what the officers’ duties shall be Section III. Define term of office for each position Section IV. Define committees that make up organization Section V. Define duties of each committee Section VI. Define how officers and committee chairs are selected Article VI - Electing, Appointing, Impeachment and Removing Officers Section I. Elections should take place once per year. Define general election procedures your organization may have. Detailed election procedures should be defined in the organization By-Laws. Section II. Define appointment procedures for appointing officers. Specific appointment procedures should be defined in the By-Laws. Section III. Define the process by which members of the Executive Board may be removed from office by the membership or by other members of the Executive Board or removing members of committees. Section IV. Define the procedure in the event of a mid-term vacancy of an elected official, temporary and/or permanent replacement. Article VII - Advisor Section I. Selection process Section II. Term of office over —>
Article VIII - Meetings Section I. Explain the frequency of when they will occur Section II. How will special or emergency meetings be called Section III. Who has the authority to call meetings Article IX - Quorum and Voting Requirements Section I. Number of members needed to be present to conduct business Article X - Amendments Section I. Define how amendments to the constitution are made. Include who proposes amendments and how they are adopted Section II. Is there a notice required? Section III. Voting requirements to amend Why have By-Laws?
WRITING YOUR BY-LAWS
The Constitution covers the fundamental principles, but does not prescribe specific procedures for operating your organization. By-Laws set forth detail the procedure your group must follow to conduct business in an orderly manner. They provide further definitions to the Articles of the Constitution and can be changed more easily as the needs of the organization change. What should be included in the By-Laws? (Look at Article IV, V, VI) By-Laws must not contradict provisions in the Constitution. They generally contain specific information on the following topics: A. Membership (requirements, resignations, expulsion, rights and duties) B. Dues (amount and collection procedures, any special fees, when payable) C. Duties of Officers (powers, responsibilities, specific job descriptions, procedures for filling unexpired terms of office, removal of office) D. Executive Board (structure, composition, powers) E. Committees (standing, special, how formed, chairpersons, meetings, powers, duties) F. Order of Business (standard agenda for conducting business) G. Parliamentary Authority (provisions for rules of order, generally Robert Rules of Order– newly revised) H. Amendment procedures (means of proposals, notice required, voting requirements) I. Other specific policies and procedures unique to your organization necessary for its operation Once we have got them, what do we do with them? Remember the reasons for having a Constitution and By-Laws. They articulate the purpose of your organization and spell out the procedures to be followed for its orderly functioning. Constitutions usually require a 2/3 vote of the membership for adoption. By-Laws only require a simple majority vote for passage. Once you have developed your constitution and By-Laws, review them periodically. The needs of your group will change over time and it’s important that the Constitution and By-Laws are kept up to date to reflect the current state of affairs. Make sure every new member of the organization has a copy of them. This will help unify your members by informing them about the opportunities that exist for participation and the procedures they should follow to be an active, contributing member. A thorough study of the Constitution and By-Laws should be part of officer training and transition.
What is an advisor? According to Webster’s New Collegiate Dictionary, an advisor is a person who gives advice or makes a recommendation as to a decision or course of action. 1. Advisors suggest and provide input. 2. The advisor will be in the background encouraging and supporting the student efforts. 3. Rewards are generally intrinsic in nature and depend upon the accomplishments and personal growth of the group. Advisors are not guaranteed that personal growth will occur and student appreciation may not be apparent for several years. 4. An advisor’s personal opinions should be removed when advising. Advising is not a vehicle to voice an advisor’s personal or job issues and concerns. Advisor Should/ Should Nots 1. Maintain good rapport with the group while maintaining professionalism. An advisor should not be come such a student advocate that the objective viewpoint is lost. 2. Suggest, not impose. 3. Work with the executive board and delegate. And advisor should not do the work of the president or executive board. 4. Help insure the group examines all sides of an issue by being a devil’s advocate. The advisor should not be a bleeding heart. 5. Help develop team spirit and cooperation. An advisor should not allow the organization to become a one-person operation. 6. Help the group develop assertiveness. An advisor should not allow the group to be laissez-faire or autocratic. 7. Attend the organization’s meetings and programs. An advisor should not assume the group will handle everything and does not need an advisor in attendance at events. 8. Treat members as individuals. An advisor should not assume the group attitudes, needs, issues, and personalities will remain the same year to year, or semester to semester. Guidelines for Effective Advising 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Be an educator. Make sure the group is in working order and understands group dynamic components. Help the group develop a realistic plan of action concerning its goals/mission statement. Know the group members and their individual and group needs. Be sincerely committed to the organization. Let the members know the advisor cares about their well being. Be available and approachable for the students. Attend their meetings and activities. Provide appropriate critical feedback through individual meetings. Evaluate programs and activities. Share in the group’s success and failure. Help guide the group to success. Be ready for new experiences. Be open to learning. Know available resources and provide this information readily. Have fun!
205 Slep Student Center
(814) 949-5064
Student Organization Registration Application The Office of Student Life is responsible for the registration of “ALL” Penn State Altoona student organizations. Each student organization is required to register to be considered affiliated with Penn State Altoona. In addition, the Office of Student Life will keep a copy of this form on file along with a copy of your constitution and member roster. In order for your student organization to be fully registered, this form MUST be completed by your student organization, signed by your president and advisor, and submitted to the Office of Student Life along with a copy of the organization’s constitution and member list.
Organization Information * PLEASE PRINT CLEARLY * Application to: (Check One)
New Registration
Renew Defunct Organization
_____________________________________________________________________ Name of Organization (as it appears on constitution) State the purpose of your organization: (This statement will be used in the Student Organization Directory to describe your group. ) ____________________________________________________________________________________________ ____________________________________________________________________________________________
PART 1: OFFICERS Please identify officers of this student organization. As officers, we hereby certify that we are aware of and agree to abide by Penn State Altoona policies and regulations regarding student organizations as well as the regulations and rules of the constitution. Explanation of the policy can be found in the Club and Organization Manual.
Executive Officers’ Signatures: Print Name (CLEARLY & LEGIBLE)
Signature
Position
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
__________________________
_________________________
___________________________
The officers identified on this registration form shall be responsible and accountable for the operations/actions of the student organization until his/her term of office is complete. over —>
PART 2: STUDENT INTEREST
Five (5) interested students are needed in order to create a student organization, these must be currently enrolled students. Print Name (CLEARLY and LEGIBLE) _________________________
Signature _____________________________
Position ___________________________
_________________________
_____________________________
___________________________
_________________________
_____________________________
___________________________
_________________________
_____________________________
___________________________
_________________________
_____________________________
___________________________
PART 3: MEMBERSHIP All student organizations must provide the Office of Student Life with an EXCEL SPREADSHEET of your current members and officers which includes the following information in the format provided: Full Name, Student ID Number, Position, On/offCampus Phone Number and Penn State Altoona Email Account. You can forward this spreadsheet via email in Excel format ONLY to [email protected].
PART 4: CATEGORY (Indicate the primary category of the organization)
Academic/Professional Club Sports/Recreation Fraternities/Sororities Governing Honor Societies
International/Multicultural Media/Publications Performing Arts Religious
Service Special Interest
PART 5: ADVISOR STATEMENT
(Advisor must be a current faculty/staff employee of Penn State Altoona) As the student organization advisor, I have read and understand the Penn State Altoona Student Handbook, Community Standards, Student Organization Manual, and will assist in educating this organization with the standards established at Penn State Altoona as well as encourage the membership to comply with these guidelines. Furthermore, I agree to guide students to follow their constitution, by-laws, and expectations accordingly. I understand the Office of Student Life reserves the right to intervene in the business of the student organization when deemed appropriate.
_________________________ Advisor’s Name (Please print)
_______________________________ Advisor’s Signature
__________________ Date
__________________________ Department
________________________________ Email Address
__________________ Phone No.
DATE RECEIVED BY the Office of Student Life: DATE APPROVED BY the Office of Student Life: DATE FORWARDED TO SGA:
OFFICE USE ONLY ___________________ ___________________ ___________________
Additional Notes:
HOW TO START A NEW ORGANIZATION Congratulations! You have made it this far. You are taking one gigantic step to “Get Involved!” Starting a student organization on campus is a big responsibility that takes a high level of energy, commitment, and time on your part. The Office of Student Life has compiled some information that will hopefully make the registration process less confusing. Please read through this packet before starting the paperwork. It may save you some time and trouble. 1. Submit a Student Organization Application: The first piece of information that needs to be submitted is a “Student Organization Application.” You must identify what you are applying for (registration or renew a defunct organization). This form must include the proposed name of the organization, purpose, five interested student signatures, membership contact list, inter est category, and the faculty/staff advisor which your student organization has selected. 2. Submit an officer and membership list: Officer and membership list: It is important for your student organization to submit a MICROSOFT EXCEL SPREADSHEET of your officer and members. Please include the following information: Full Name, Student ID Number, Position, On/off Campus Phone Number, Penn State Altoona Email Account and email this information to [email protected] 4. Submit a Constitution: The Constitution is the next piece of information you will need to submit. Some of the items that should be in cluded in your constitution are: affiliations with local, state, national groups, group membership requirements, advisor’s term of service and selection process, officer’s titles, terms of office, election process, purpose, amendments, meetings, etc. The enclosed worksheet will guide you on how to put a constitution together. Remember, this is just a guideline. Information in the constitution does not have to be limited to the items listed on this resource. Gaining SGA funding for your organization is based on your organization structure and can be found in the Student Organizational Manual. Once an organization is registered, it is that organization’s responsibility to submit an updated constitution if revisions are made. The registration of a student organization is contingent on that group’s compliance with all policies and procedures governing student organizations as set forth in the Penn State Altoona’s Student Handbook, Community Standards and Student Organization Manual. 5. Recruit a Faculty/Staff Advisor: One of the requirements of becoming a registered student organization is to have a faculty/staff advisor. This person is an important part of your group. Your advisor can play as active a role as you feel necessary; how ever, their expertise and experience are an added plus in helping your organization flourish. It is important, in any case, to choose your advisor carefully and consult them regularly to get their assistance, as well as keep them informed. Criteria for a good advisor are: being a member of the Penn State Altoona faculty/staff; some one who is available and committed, easy to get along with, and has knowledge of your area of interest and/or organizations in general. Enclosed in this packet is a sample guideline of the Advisor’s role within an organization.
6. Wait for SGA Approval Once all the paperwork is complete, processing your student organization’s application for registration takes place. The Student Government Association will review your application and constitution. The Student Government will vote on the approval of your organization. You will be notified approximately 3 weeks after submitting your completed application and constitution to the Office of Student Life. Upon registration, your organization will be notified by mail, phone, or email regarding the status of your registration approval. Once registered the following privileges and services are available to Student Organizations. A. B. C. D. E. F. G. H. I.
Use of Penn State Altoona’s name on campus and off campus. Use of facilities to hold events, activities, meetings, and programs. (ALL event registrations will need final approval from the Assistant Director of Student Life) Request of funding from Student Government Association in accordance with all guidelines set forth by the Office of Student Life. Soliciting of membership on campus. Claiming affiliation with Penn State Altoona. Participation in the Involvement Fair each Fall and Spring. Use of services, equipment, and materials from the Office of Student Life. Ability to fundraise on and off campus with approval through the Office of Student Life. Access to the Student Life Resource Library. This library will give you information on topics such as running effective meetings, team building, fundraising, event management, and how to run a committee meeting
You will find regulations set by Penn State Altoona for groups including registration, advisor commitment, use of Penn State Altoona’s name, recognition process, posting policy, requirements of recognition, responsibilities of registered organizations, Rights of the College, etc. contained in the Student Organization Manual located in the Office of Student Life. In addition, the Office of Student Life can answer any questions you may have throughout the year. We ask that student organizations utilize the Office of Student Life as a resource throughout this process. To assist us in keeping you informed, you must keep the Office of Student Life up-to-date. When making changes in your constitution, advisor, officers, etc., call us at 814-949-5064, email us at [email protected] , or stop by the Student Life Office in 205 Slep Student Center.
In accordance with Penn State Altoona’s Student Government policy, each student organization applying for registration as a Penn State Altoona student organization must submit a constitution to the Office of Student Life with the Application for Registration. (Your constitution must be typed, emailed to [email protected] and submitted as a hard copy to the Office of Student Life. Once an organization is registered, it is the responsibility of that organization to forward copies of any constitutional revisions to the Office of Student Life as they are made throughout the year. WHAT IS A CONSTITUTION? The Constitution of an organization contains the fundamental principles which govern its operation. The By-Laws establish the specific rules of guidance by which the group is to function. All registered student organizations must have their basic structure and methods of operation in writing. A constitution provides sufficient structure which allows you to comply within the rules, expectations, mission, powers, and check and balances that your organization creates. WHY HAVE A CONSTITUTION? By definition, an organization is a “body of persons organized for some specific purpose, as a club, union, or society.” The process of writing a constitution will serve to clarify your purpose, delineate your basic structure, and provide the cornerstone for building an effective group. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions. If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of the Constitution will be a much easier and more rewarding experience. WHAT SHOULD BE COVERED BY A CONSTITUTION? The following is an outline of the standard information to be included in a Constitution. The objective is to draft a document that covers these topics in a simple, clear, and concise manner. Student Organization’s Complete Name Placed at the top of the constitution. You may want to also add the acronym in parenthesis. Date of when this constitution was ratified by the organization It is always good to have the date of when your organization was ratified within your constitution. This gives you a time of when the constitution was last reviewed by your organization. Mission Statement Include your organization’s general purpose. Try to make the statement clear and concise, but rich with facts. This is often the most important part of the constitution; it should be the best reference for what your group stands for, what it stands against, and for what principles by which the group abides. This is usually a very ambitious generalized statement that sets high expectations.
Preamble The preamble introduces the rest of the document in no more than two or three sentences, stating the reasons for the group and the constitution. The inclusion of some general ground rules that govern the group is helpful as well. Preambles may include the group’s history and original reasons for organizing. Definitions Define the names and terms you are about to use in your constitution just so everything is clear throughout the document. Also, if anything will be abbreviated in your document, it should be defined here. Article I - Name of Organization The official name of the organization (i.e. The official name of the student organization shall be Penn State Altoona’s _____________ or The name of this organization shall be know as ______of Penn State Altoona) Article II - Affiliations with other groups (local, state, national, etc.) Explain if the organization is connected with other groups. Article III - Purpose, aims, functions of the organization Section I. Define organization’s purpose Section II. Define the purpose of the Executive Board Article IV - Membership Requirements (how determined, who is eligible, etc.) Section I. Define who makes up the organization and requirements for membership Section II. Define the privileges and responsibilities of membership. (i.e., a privilege of belonging to the Agriculture Club would be the ability to partake in trips run by the Ag Club.) Article V - Officers and Committee Chairs (titles, term of office, etc.) Section I. Define what officers the organization acquires Section II. Define what the officers’ duties shall be Section III. Define term of office for each position Section IV. Define committees that make up organization Section V. Define duties of each committee Section VI. Define how officers and committee chairs are selected Article VI - Electing, Appointing, Impeachment and Removing Officers Section I. Elections should take place once per year. Define general election procedures your organization may have. Detailed election procedures should be defined in the organization By-Laws. Section II. Define appointment procedures for appointing officers. Specific appointment procedures should be defined in the By-Laws. Section III. Define the process by which members of the Executive Board may be removed from office by the membership or by other members of the Executive Board or removing members of committees. Section IV. Define the procedure in the event of a mid-term vacancy of an elected official, temporary and/or permanent replacement. Article VII - Advisor Section I. Selection process Section II. Term of office over —>
Article VIII - Meetings Section I. Explain the frequency of when they will occur Section II. How will special or emergency meetings be called Section III. Who has the authority to call meetings Article IX - Quorum and Voting Requirements Section I. Number of members needed to be present to conduct business Article X - Amendments Section I. Define how amendments to the constitution are made. Include who proposes amendments and how they are adopted Section II. Is there a notice required? Section III. Voting requirements to amend Why have By-Laws?
WRITING YOUR BY-LAWS
The Constitution covers the fundamental principles, but does not prescribe specific procedures for operating your organization. By-Laws set forth detail the procedure your group must follow to conduct business in an orderly manner. They provide further definitions to the Articles of the Constitution and can be changed more easily as the needs of the organization change. What should be included in the By-Laws? (Look at Article IV, V, VI) By-Laws must not contradict provisions in the Constitution. They generally contain specific information on the following topics: A. Membership (requirements, resignations, expulsion, rights and duties) B. Dues (amount and collection procedures, any special fees, when payable) C. Duties of Officers (powers, responsibilities, specific job descriptions, procedures for filling unexpired terms of office, removal of office) D. Executive Board (structure, composition, powers) E. Committees (standing, special, how formed, chairpersons, meetings, powers, duties) F. Order of Business (standard agenda for conducting business) G. Parliamentary Authority (provisions for rules of order, generally Robert Rules of Order– newly revised) H. Amendment procedures (means of proposals, notice required, voting requirements) I. Other specific policies and procedures unique to your organization necessary for its operation Once we have got them, what do we do with them? Remember the reasons for having a Constitution and By-Laws. They articulate the purpose of your organization and spell out the procedures to be followed for its orderly functioning. Constitutions usually require a 2/3 vote of the membership for adoption. By-Laws only require a simple majority vote for passage. Once you have developed your constitution and By-Laws, review them periodically. The needs of your group will change over time and it’s important that the Constitution and By-Laws are kept up to date to reflect the current state of affairs. Make sure every new member of the organization has a copy of them. This will help unify your members by informing them about the opportunities that exist for participation and the procedures they should follow to be an active, contributing member. A thorough study of the Constitution and By-Laws should be part of officer training and transition.
What is an advisor? According to Webster’s New Collegiate Dictionary, an advisor is a person who gives advice or makes a recommendation as to a decision or course of action. 1. Advisors suggest and provide input. 2. The advisor will be in the background encouraging and supporting the student efforts. 3. Rewards are generally intrinsic in nature and depend upon the accomplishments and personal growth of the group. Advisors are not guaranteed that personal growth will occur and student appreciation may not be apparent for several years. 4. An advisor’s personal opinions should be removed when advising. Advising is not a vehicle to voice an advisor’s personal or job issues and concerns. Advisor Should/ Should Nots 1. Maintain good rapport with the group while maintaining professionalism. An advisor should not be come such a student advocate that the objective viewpoint is lost. 2. Suggest, not impose. 3. Work with the executive board and delegate. And advisor should not do the work of the president or executive board. 4. Help insure the group examines all sides of an issue by being a devil’s advocate. The advisor should not be a bleeding heart. 5. Help develop team spirit and cooperation. An advisor should not allow the organization to become a one-person operation. 6. Help the group develop assertiveness. An advisor should not allow the group to be laissez-faire or autocratic. 7. Attend the organization’s meetings and programs. An advisor should not assume the group will handle everything and does not need an advisor in attendance at events. 8. Treat members as individuals. An advisor should not assume the group attitudes, needs, issues, and personalities will remain the same year to year, or semester to semester. Guidelines for Effective Advising 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Be an educator. Make sure the group is in working order and understands group dynamic components. Help the group develop a realistic plan of action concerning its goals/mission statement. Know the group members and their individual and group needs. Be sincerely committed to the organization. Let the members know the advisor cares about their well being. Be available and approachable for the students. Attend their meetings and activities. Provide appropriate critical feedback through individual meetings. Evaluate programs and activities. Share in the group’s success and failure. Help guide the group to success. Be ready for new experiences. Be open to learning. Know available resources and provide this information readily. Have fun!
