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How to Write a Constitution
This guide outlines and describes the articles, sections and paragraphs that should be included in an organization’s constitution.
All statements should be complete sentences. If a list is to be included, it should be included within a sentence. Constitutions should be organized in the following manner:
Article #: General Heading of article
Description
Section #: Next Specific Heading
Description
Paragraph #: Specific item or further delineated subheading pertaining to section
Description
See the following for an example:
Article 1: Name
State the name of the organization.
Article 2: Purpose
Include a general statement regarding the goals and objectives of the organization. Organizational purposes may be educationally, service, entertainment, or socially-oriented. Oftentimes, local chapters of national organizations may have stated purposes in their constitutions and/or by-laws from headquarters.
Article 3: Membership
Section 1: Eligibility
State who is eligible for membership in the organization. Organizational membership is not limited to students. Alumni, faculty, and staff may be members if their membership is germane to the purposes of the organization. Eligibility requirements may include such requirements as having a specific declared major, residing in a certain residence area, etc.
Section 2: Selection
If specific selection criteria exist, state them here. For example, members may be required to complete applications, attend meetings, pay dues, reside in specific residence halls, choose certain major fields of study, etc.
Section 3: Classes/types of membership
If there are different classes of membership, describe them here. Each class should be described in a separate paragraph. Organizations are not required to have different classes of membership. Some elect to include active and inactive, or student and faculty/staff. Members not affiliated with TAMU at Galveston are not permitted, unless the organization is meeting a need that cannot be met in the local community. TAMU at Galveston requires that only student members be permitted to hold office or vote.
Section 4: Revoking membership
If members can lose their status as members, describe such circumstances here. Organizations may revoke students’ membership for failure to attend meetings, meet responsibilities, or adhere to a code of ethics. Typically, a vote during a general or regularly scheduled meeting must be taken, with a 2/3 majority voting in favor of revocation of member’s membership status in order to revoke membership.
Article 4: Offices
Section 1: Officer Responsibilities
List the offices included in the governance of the organization and give description of their duties and responsibilities.
Section 2: Term of office
State the length of term of the offices. If offices are filled for different term lengths, be sure to differentiate. In addition, be specific as to the beginning and end of the term. TAMUG requires that elections are held before April 1st, and that new officers do not take office until the completion of the spring semester in which they are elected.
Section 3:Nominations and elections
If officers are elected, include a sentence stating that they are elected.
Paragraph 1: Eligibility
Describe specific officer eligibility here. TAMU at Galveston requires that officers must be currently enrolled students and must have a minimum 2.0 semester and cumulative GPA the semester prior to being elected, the semester elected, and all semesters while in office. Other criteria for eligibility can include number of years as members, service in previous officer positions, etc.
If an organization requires funds to operate, their source, oversight, maintenance, and disbursement should be described here.
Section 1: Oversight
Typically, the treasurer is charged with the oversight of organizational funds. If so, be sure that such responsibilities are described in Article 4: Offices Section 1: Officer Responsibilities
Section 2: Source of funding
Indicate how funds will be accumulated. For example, some organizations elect to charge dues. Others rely upon fundraising efforts. Some rely on both. If dues are to be collected, state the amount and frequency here. Organizations may also wish to make provisions for members who join at different time during the year. The following must be included in this section: "All funds raised by this organization must be deposited in the Student Organizations account within 24 hours."
Section 3: Maintenance of funds
The following must be included in this section: "All monies belonging to this organization shall be deposited and disbursed through an account established for this organization by the Office of Student Life."
Section 4: Disbursement of funds
All requests for funding, whether through check or purchase order, must be approved by one of the two authorized club officers and the organizations’ advisor. All requests must include a receipt or invoice.
Article 7: Rules of procedure
Rules and regulations particular to the conduction of organization business should be stated here.
Section 1: Meetings
Indicate frequency, and, if appropriate, occurrences of meeting here. Organizations may meet monthly, semi-monthly [bi-monthly is once every 2 months], weekly, etc. Some organizations state that meetings will occur on specific days of the month, week, etc.
Section 2: Attendance
State specific attendance requirements/expectations here. If specific attendance requirements exist, be sure that record maintenance associated with attendance has been assigned in Article 4: Offices; Section 1: Officer Responsibilities.
Section 3 Quorum
A quorum is the minimum number of members required to be present at a meeting in order to conduct the business of the organization. It may be stated as a specific number [NOT RECOMMEDED] or a fraction or percentage of the active membership.
Section 4: Minutes
State any requirements for maintaining meeting minutes. It is recommended that all organizations make provisions for maintaining meeting minutes. If so stated, be sure that an associated responsibility/duty has been assigned in Article 4: Offices; Section 1: Officer Responsibilities.
Article 9: Amendments
Describe how this constitution may be amended. Indicate who may propose amendments, how such proposed amendments are reviewed, and how they are decided. Be sure to state the minimum voting requirements for passing a constitutional amendment. TAMUG requires that all amendments be approved by the Office of Student Life.
Article 10: Review
“This constitution must be reviewed and resubmitted to the Office of Student Life every two years. All changes are subject to the approval of the Office of Student Life.”
Signature of President Date
Signature of Advisor Date
