SAMPLE OF WRITING A CONSTITUTION

Appendix I – Writing a Constitution

Introduction

The dictionary deﬁnes the constitution as the “system of fundamental principles according to which a

nation, state, or group is governed” (Webster’s Collegiate Dictionary). One authority on parliamentary

procedure states that the constitution of an organization: ) deﬁnes its primary characteristics; ) pre-

scribes how it functions; and ) includes all rules that the organization considers so important that the

rules cannot be changed without previous notice to members (Roberts Rules of Order, Newly Revised).

Thus, the constitution of an organization is its basic roadmap, deﬁning the limits of its authority, es-

tablishing the structure through which it achieves organizational goals, providing a sense of order and

organization, and identifying allowable actions. The recommended practice that all fundamental rules

be placed in only one document promotes easy readability and understanding. Keeping all provision

of a topic under one heading within a single document results in fewer problems of redundancy and

internal inconsistency.

The following outline /questions are designed to help you write a constitution for your organization.

The constitution should contain statements and provisions concerning the enduring aspects of your

organization. Items that are subject to frequent revision should be included in the organization’s oper-

ating rules. The staﬀ of the Oﬃce of Student Activities can provide you with advice and consultation

with constitution formation, revision, etc.

Sample Outline for Constitution

TITLE: CONSTITUTION OF THE (NAME OF THE ORGANIZATION)

ARTICLE I: NAME

Section 1: What is the exact title/name by which the organization is to be referred? If the organization

will be using the “University of Hawai’i at Kapi‘olani Community College” in its name, then

the organization should be referred to as “XYZ Club at the University of Hawai‘i at KCC.”

ARTICLE II: PURPOSE

Section 1: What is the purpose of the organization? What is its broad goals? Are the aims political,

cultural, religious, social, service, etc.? Why was the group founded?

Section 2: Include a statement of the group’s willingness to abide by established University policies.

ARTICLE III: MEMBERSHIP

Section 1: Who is eligible for membership? What qualiﬁcations are there for membership? Are there

any restrictions? Nondiscrimination clause should be provided for and include the

following: race, color, creed, sex, religion, handicapping condition, sexual orientation, etc.

Section 2: How does one become a member? What steps must be followed? How long is membership

--semester, yearly?

Section 3: What types of membership are there (e.g. regular, honorary, associate, alumni, etc.)? What

privileges accrue to each type of member? Which types of membership are voting members

and non-voting members?

Section 4: How can membership be terminated and be reinstated?

ARTICLE IV: OFFICERS

Section 1: Composition: How many oﬃcers are there? What are their titles?

Section 2: Qualiﬁcation: Who is eligible to become an oﬃcer (e.g. regular voting member, active

member, seniors and juniors, students only, faculty/staﬀ only, etc.)

Section 3: Duties & Responsibilities: What are the duties of each of the oﬃcers listed in Section 1,

Article IV. Have a separate paragraph for each oﬃcer listed, e.g.

The duties of the President shall be to preside at all meetings of the organization, to enforce

the constitution and rules of the organization, to decide questions of order, to appoint

committee chairs with approval, to call special meetings…

The duties of the Vice-President shall be to preside at all meetings in the absence of the

President, to assist the President in his/her duties…

The duties of the Secretary shall be to record minutes of meetings, to maintain the

membership roster, to take roll, to handle correspondence…

The duties of the Treasurer shall be to collect dues, to maintain ﬁnancial records, to make

expenditures, to regularly report to the organization…

Section 4: Term of the Oﬃce: How long do oﬃcers serve -- one semester, one year…specify begin and

end dates if standardized?

Section 5: Removal: What procedures exist to remove/recall oﬃcers?

Section 6: Vacancy: How are oﬃcers who resign, are recalled, are removed to be replaced?

Usually, provision is made for automatic succession by the Vice-President to President

should the President resign, be recalled, be removed. Provisions for the other oﬃcers

need to be speciﬁed.

ARTICLE V: EXECUTIVE BOARD

Note: Provision might need to be made for an executive board/executive committee in cases of large orga-

nizations. The executive board could be responsible for managing the aﬀairs of the organization between

meetings of the general membership. Speciﬁc provisions are suggested below.

Section 1: Composition: Who serves on the executive board? (Usually, the board would include the

executive oﬃcers; the organization advisor; sometimes, the chairs of all standing

committees; and an at-large member of the organization.)

Section 2: Powers & Duties: What is the executive board empowered to do? What are its

responsibilities to the organization? What are the restrictions of its powers and duties?

ARTICLE VI: COMMITTEES

Section 1: Composition: What standing committees are necessary for the eﬀective functioning of the

organization (e.g. membership/recruitment, social programs, educational programs, service,

ﬁnance, etc.)? Standing committees are generally permanent committees of the

organization.

Section 2: Duties & Responsibilities: What are the duties of each of the standing committees listed in

Section , Article VI? It is important to distinguish the duties of each committee to avoid mis-

understandings of which committee is responsible for programs/projects which come up.

Section 3: Committee Chairs: How are committee chairs selected? Who appoints them? Who approves

them? How long do committee chairs serve (usually, their terms run concurrently to the

appointing authority, e.g. the President of the organization)?

Section 4: Special Committees: What provisions are available to establish special committees as the

needs arises?

ARTICLE VII: ELECTIONS

Section 1: Nomination: How are oﬃcers to be nominated--open nominations by members, nominating

committee, etc.?

Section 2: Eligibility: What requirements must be fulﬁlled to be eligible for oﬃcer positions

(e.g. g.p.a. requirement, current in payment of dues, etc.)?

Section 3: Voting: When will oﬃcers be elected--speciﬁc month, designated time? How will oﬃcers

be elected--secret ballot, at open meeting, etc.?

Section 4: Installation: When do oﬃcers assume oﬃce? How will oﬃcers be oﬃcially installed-- at

special ceremony, immediately upon election, etc.?

The above provisions could be expanded to include election/selection of at-large members or any other

position deemed critical by the organization.

ARTICLE VIII: MEETINGS

Section 1: Time & Place: How frequent will regular meetings of the organization and of the executive

board be held--monthly, weekly, twice a month, every other month, quarterly, once a

semester, annual?

Section 2: Quorum: How many members of the organization must be present to oﬃcially transact

business at meetings of the organization and of the executive board --majority, /, whoever

shows up? It is important that serious thought be given to this as there are advantages and

disadvantages for any requirement selected.

Section 3: Voting: What is the basic requirement for approving actions of the organization and of the

executive board? Usually, this requirement is majority rule (% plus  of the regular, voting

members). Some cases require a / vote (/ of the regular, voting members).

Section 4: Order of Business: In what order will items be taken up by the organization?

A customary agenda follows:

1) Call or Order

2) Roll Call

3) Reading of Minutes of Previous Meeting

4) Oﬃcer Reports

5) Committee Reports

6) Unﬁnished Business

7) New Business

8) Announcements

9) Adjournment

Section 5: Parliamentary Authority: What resource will be relied upon for questions of parliamentary

procedure? Robert’s Rules of Order, Newly Revised is the most common resource used;

however, in smaller organizations, the following statement might be suﬃcient:

Parliamentary authority shall be derived from Robert’s Rules of Order, Newly

Revised for decisions related to budget, oﬃcer elections, and constitution

revision. All other decisions shall be consensus.

ARTICLE IX: FINANCES

Section 1: Dues: If dues are collected for membership, state here. An initial dues amount of $___ could

be speciﬁed, with the provision that dues may be changed. How often are dues to be paid?

To whom are dues paid?

Section 2: Budget: What plans for spending ﬁnances of the organization must be formulated for

presentation to the membership? Who is responsible for developing budgetary plans?

By when will the members present the budget for approval?

Section 3: Disbursements: Whose signatures are required to expend funds--Treasurer only; Treasurer

plus one other oﬃcer; Treasurer, another oﬃcer, and advisor; etc.? It is important that there

be a check and balance between individuals who have access to the organization’s funds.

Section 4: Audits: Who will audit and double check the expenditures of the organization against the

budget? This should be done at least once a year.

ARTICLE X: AMENDMENTS

Section 1: Initiation: Who can initiate proposals for amending the Constitution? How are these

proposed--in writing, verbally at meetings, etc.?

Section 2: Voting: By when must the membership vote on the proposals for amendment--at the next

regularly scheduled meeting, within two weeks upon receipt of the proposal, etc.? How will

voting take place--written ballot, at a meeting, etc.? What is the numeric requirement for

approving the proposed amendment--majority vote, / vote, ¾ vote? Usually,

constitutional amendments require / vote for approval.