RSO Constitution Template How to Use This Template: Important

RSO Constitution Template

How to Use This Template:

A constitution is a written document that establishes the rules and guiding procedures of an

organization. This template was created to help you write a constitution.

In the template below, you will find an outline of a generic constitution. In each section, there are

instructions on how to make this template your own. Words written in red are instructions.

Words written in blue are an example. Words in black must be included.

We recommend following these steps to write your constitution in a timely and efficient manner:

1. Hold an E-board meeting with the leaders of your organization specifically for writing

your constitution.

2. Establish who is responsible for completing the constitution and follow up with them

3. Go through this template section by section, filling in information appropriate to your

organization. Delete the instructions as you complete each part.

4. Once you have a drafted version of your constitution that all the E-board members are

happy with, consider bringing it before your members and receive any feedback they may

have to offer.

5. After all feedback has been addressed, you should create the last version of your

constitution to upload to our form on OrgCentral

Important Notes:

Please be sure to update the date on the enabling clause.

Delete this page before submission!

Need help? Email [email protected] or visit us in HUB 103 and ask for an Organization Consultant

Registered Student Org Name (OrgName)

Insert your organization’s official name as written on OrgCentral above.

Article I – Name and Affiliation

i. Name

a. The official name of this organization shall be the Registered Student Org Name,

known herein as OrgName.

List the name of your organization. Follow the example.

ii. Affiliation

a. The OrgName is not affiliated with any national organization, it is local to the

University Park Campus.

If your RSO is affiliated with an off-campus entity, or on-campus department, list that here. You

can find your previous affiliation paperwork under your Documents section of your OrgCentral

page.

Article II – Mission Statement

i. The mission of this organization shall be to mentor students who are facing academic

probation or are struggling to meet the university academic requirements. We will

provide students with the necessary assistance to make their college experience an

enjoyable one.

Your mission statement is your purpose, what you exist to do. This highlights what your group

values and how it is different from other organizations

Article III – Membership

i. Any Graduate or Undergraduate student at Penn State University Park is eligible to join

the OrgName.

You will determine any additional criteria for membership and list it after the above.

ii. An accurate listing of our members must be maintained on OrgCentral, with a minimum

of 10 student members

iii. Only University Park student members are eligible to hold officer positions, solicit funds,

and vote. Faculty/Staff, Alumni, or Community members are not permitted to make

decisions on behalf of the organization, solicit funds, or vote

iv. RSOs, following the University’s Non-Discrimination Policy will not discriminate

membership based on any protected class outlined at PSU Policy AD91

v. New Members and Recruitment

a. All new members will be given full disclosure during recruitment, including but

not limited to:

i. New Membership Manual (if applicable)

ii. Schedule of New Member Events and Activities (if applicable)

iii. A list of responsibilities

iv. A copy of the University Hazing policy, prescribed by Policies and Rules

for Student Organizations

b. All members reserve the right to refrain from participating in any activities

without consequence, based upon personal/religious beliefs, personal values, or

moral reserve as defined by the member.

c. All interaction/activity between members and/or new members will be limited to

guidelines stated by university policy, as well as local, state, and federal laws.

vi. Non-Hazing Compliance Statement

a. The OrgName and The Pennsylvania State University does not tolerate hazing.

Hazing is prohibited for any University recognized or sanctioned organization,

student, or other person associated with an organization operating under the

sanction of or recognized by the University.

b. Organizations or individuals found responsible for hazing under this Policy,

whether occurring on or off campus, will be subject to disciplinary action by the

University, and may also face criminal charges under state law, including The

Timothy J. Piazza Antihazing Law, 18. Pa. C.S. § 2801, et seq.

c. Annually, the OrgName will share the University Hazing Policy with the entire

membership, prescribed by Policies and Rules for Student Organizations.

vii. Membership Mediation

How do you handle conflict between members and member removal? Write out your process

below. You do not need to use the process outlined in the template text and can insert your own

process

a. In the case of violations of constitution policies and/or a conflict between

members, the highest-ranking officer not involved in the instance, with assistance

from the RSO Advisor (and/or Student Leadership and Involvement staff), will

facilitate a mediated conversation

b. The mediation will occur outside of a normal RSO meeting; include opportunities

for both parties to speak; allow facilitation of a resolution between members

viii. Membership Removal

a. Membership may be removed if a member is found to violate any proceedings or

fails to meet membership criteria outlined above

b. If a member is at-risk of removal, the President will have a meeting with the

Member to let them know of their at-risk status prior to removal and outline

immediate and sustainable changes that must occur to maintain membership

c. If a member fails to make the necessary changes, the executive board will vote on

removal and the outcome will be shared with the member in question

d. Officer removal/replacement is outlined in the Officers section

Article IV – Officers

co-President and co-Treasurer are not permitted. President/Treasurer may not be held by the

same student at the same time

i. Executive Officers

a. PRESIDENT (required position)

i. Presides over all executive and membership meetings

ii. Always represent OrgName and all members in the best way possible

List the responsibilities and duties of the President, specific to your organization. Use a separate

bullet point for every duty.

a. TREASURER (required position)

iii. Keep financial records updated and accurate

iv. Balance OrgName’s financial transactions and all accounts with Penn

State Associated Student Activities (ASA account)

List the responsibilities and duties of the Treasurer, specific to your organization. Use a separate

bullet point for every duty.

b. EVENT PLANNER (required position)

vi. Create and manage events on behalf of the organization

vii. Works with staff and the university in the planning of events

viii. Serves as a resource within the organization regarding event planning and

marketing

List the responsibilities and duties of the Event Panner, specific to your organization. Use a

separate bullet point for every duty.

c. SAFETY OFFICER (if dance/physical activity RSO. If not – delete this section)

ix. May be same student in other officer positions

x. Must be present at all RSO practices/performances when physical activity

is planned

xi. Must provide certificate of completion of Adult CPR/AED and Standard

First Aid from a University approved organization (American Red Cross,

American Heart Association, Emergency Care & Safety Institute)

xii. Must sign a “Safety Officer Acceptance of Responsibility” form

xiii. Will verify safety of facilities and equipment prior to activity and will

attend to any injured members

xiv. Will complete and submit a University Incident report/Accident report

form for any incidents/accidents that occur

d. INSTRUCTOR (if dance/physical activity RSO. If note – delete this section)

xv. May be same student in other officer positions

xvi. Must be knowledgeable in RSOs style of activity

xvii. Will instruct all participants on proper techniques

xviii. Must sign “Instructor Acceptance Information” form

xix. If RSO is active outside of the academic year, the instructor must also be

present and participate in instruction

xx. Must provide certificate of completion of Adult CPR/AED and Standard

First Aid from a University approved organization (American Red Cross,

American Heart Association, Emergency Care & Safety Institute)

Does your organization have any other officers? Add their role and responsibilities in the

same format here.

ii. Election of Officers

a. Term of Office

i. Each Executive Officer position shall be elected once every academic year

in the Spring Semester

ii. The incoming officers shall serve from the Fall to Spring Semester of the

following academic year

How long is the term of your elected officers? Define the terms above.

b. Election Procedure

i. Elections shall be conducted electronically on OrgCentral no later than the

last week of classes in the Spring Semester preceding the beginning of

term of office. OrgCentral provides an opportunity for secure elections. /

Elections shall be conducted through a vote of all members present during

the announced election meeting

ii. No one involved in conducting the elections may be an official candidate

How will elections take place? How many votes are necessary to be elected? What other election

procedures do you use in your organization?

c. Officer Removal

i. If an officer is at-risk of removal for violating organizational policies or

culture, or a failure to complete their duties, the President and Advisor will

have a meeting with the Officer to let them know of their at-risk status

prior to removal and outline immediate and sustainable changes that must

occur to maintain an officer position. If the President is the officer at-risk

of removal, the next highest-ranking officer and advisor will meet with the

President.

ii. If the changes are not met or sustained and an officer needs to be removed,

the Executive Leadership/Membership must have a discussion and vote

iii. The highest-ranking officer and advisor will notify the officer immediately

d. Officer Replacement

i. If an officer needs to step down, or has been removed outside of regular

election time, the OrgName Executive Board will appoint a replacement

officer / Will hold an election to replace the officer

How will officers be removed or replaced should they no longer be able to do their job? Expand

on the procedure in this section. Enter that procedure above.

Article V – Operating Procedure

i. Meetings

a. A meeting of the OrgName shall be held no less than bi-monthly and no more

than weekly.

b. Adequate advance notice must be given to all student members.

How frequently will your organization hold meetings? Is there an attendance requirement for

certain rewards or recognitions? How will members be notified of meetings? Enter procedure

above.

ii. Decision-Making Process

a. The Executive Board shall put-to-vote any decisions being made concerning the

general membership of the OrgName to the membership / executive leaders.

b. A Majority vote of all members (or exec) present constitutes a passing vote

How will decisions be made in your organization? How will decisions be shared to your

membership? Enter procedure above.

iii. Amending the Constitution and Bylaws

a. Amendments to this document may be made at any point at which the Executive

Board or membership sees fit to make changes / The constitution will be reviewed

annually

How can this document be amended? Who can make amendments? When can amendments be

made? Enter procedure above.

b. Amendments must pass an affirmative vote following the Decision-Making

process above and be presented to the entire membership

c. All amendments must be submitted and approved by the Student Leadership &

Involvement Office as an updated constitution to ensure compliance with

university regulations

d. Constitution Renewals are due to the Student Leadership & Involvement Office

every 2 years but may be submitted sooner. Student Leadership & Involvement

will contact RSO leadership at the time of renewal

Article VI – Advisors

i. Requirements of the Faculty/Staff Advisor

a. The advisor must be a full-time faculty/staff member on the University Park

Campus, selected by the Executive Board

b. If our organization has a Co-Advisor, that advisor may be a University Park

Campus faculty/staff member, or a current Graduate Assistant (GA) or Graduate

Teaching Assistant (TA), or a Non-PSU Community member affiliated with your

organization

c. Co-Advisors are not required

ii. Duties of the Faculty/Staff Advisor

a. The advisor shall be available to mentor the students in the general membership

and assist them with procedures when necessary

b. Advisors/Co-Advisors do not have voting rights

c. Advisors/Co-Advisors may not conduct business on behalf of the organization

What are the duties/responsibilities of your advisor? Enter your advisor’s role above

Article VII – Financial Statement

i. Finances

a. All organizational funds will be deposited and handled exclusively through the

Associated Student Activities (ASA) office in HUB 240

b. The RSO will not have an off-campus bank account

ii. Funding

a. The dues for members of the OrgName shall be no more than ten dollars a

semester to be collected by the second meeting after the Involvement Fair

b. The OrgName will hold fundraisers at a minimum of once a semester to bring in

additional funding on top of dues to be used to further our mission

c. The OrgName will submit for UPAC (University Park Allocation Committee)

funding at least 40 academic days in advance of any planned activities

Will your organization collect dues? How much? What can they be spent on? Who determines

how much the dues are? Will your organization fundraise? How often? Will you apply for UPAC

Funding? Enter above.

Article VIII – Enabling Clause

i. This Constitution was reviewed and ratified by the Executive Board on October 15

2022, at a regular body meeting

ii. The entire membership and Executive Board have reviewed and agree to this document

Update the date to when you voted on this constitution.

Additional Procedures (if available)

If your RSO has additional procedures/bylaws, please include them here

Additional Information

if applicable – delete any that do not pertain to your RSO

i. Safety Considerations for High-Risk RSOs Only (delete if not applicable)

a. No member will use any undue force in contact activities

b. Members will not use any weapons in conjunction with OrgName’s activities

c. All members will wear safety equipment as outlined in the Participation Waiver

during all OrgName activities

d. Members will sign and acknowledge the Participation Waiver as a condition of

membership

e. Any violation of safety is grounds for immediate removal of membership

i. Contact with Minors for RSOs interacting with minors Only (delete if not applicable)

a. This RSO will abide by University policy AD-39 and AD-72

b. A designated officer (listed in Officers section above) will maintain all records

related to AD-39 and AD-72.

c. The designated officer will maintain a record of all member clearances

i. National Organization Recognition for RSOs affiliated with external entities Only

(delete if not applicable)

a. Documentation affirming national recognition has been provided to the Student

Leadership & Involvement Office

How to Submit:

• RENEWALS on http://orgcentral.psu.edu and scroll down under CAMPUS LINKS

• NEW ORG Applicants on http://orgcentral.psu.edu > Name Icon > Submissions > Org

Registrations