CONSTITUTION & BYLAWS

WORKBOOK FOR PROSPECTIVE

STUDENT ORGANIZATIONS AT
West Virginia University
Institute of Technology

Published By:
Dean of Students
325 Old Main
(304) 442-3138

Updated: April 2012

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 INTRODUCTION
Page 2

On the next several pages is the required format which must be used by students in developing a
constitution and bylaws for prospective clubs, groups, and organizations in preparation for their
recognition by Student Government Association of West Virginia University Institute of
Technology. The outline is designed to address those basic elements of organizational structure
which the college feels are essential. It is recognized, however, that there may be some minor
variations among organizations in their need for certain positions, titles, and specificity within
each section. When completed, the workbook should provide a “working draft” for discussion by
organization members. Requirements should be incorporated into the final document.

Questions about the development of a constitution and bylaws should be directed to the
Associate Dean of Students.

A WORD ABOUT CONSTITUTIONS & BYLAWS

Occasionally students have expressed some confusion over the definitions of the terms
“constitution” and “bylaws”. For the sake of simplicity, these terms may be defined as follows:

Constitution - The fundamental principles of an organization which determine the

responsibilities and rights of its officers and members.

Bylaws – The detailed procedures and working guidelines of the organization which govern the
day- to-day operations of the organization and accompany the Constitution.

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 CONSTITUTION

PREAMBLE
Page 3

This section must include a statement of purpose for the organization. An equal opportunity
statement must be included which provides for access to membership regardless of race, color,
religion, sex, sexual orientation, creed, national origin, age, or handicap.

Sample: The purpose of the Indoor Gardens Club shall be to provide physical
activity for hard-to-reach elderly citizens through the medium of
horticulture. The club is designed to provide learning experiences for West
Virginia University Institute of Technology students and to extend the
resources of the college to the Fayette County community. Membership in
Indoor Gardens shall be open to any students regardless of race, color,
religion, sex, sexual orientation, creed, national origin, age or handicap.
The club shall strive to encourage a diverse membership.

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 CONSTITUTION

ARTICLE I – NAME
Page 4

This article should clearly state the name of the organization. Duplication of names of existing
organizations should be avoided, and an effort should be made to reflect the essence of the
organization in the title.

Sample: The Name of this organization shall be______________________.

ARTICLE II – MEMBERSHIP

Sample: Section 1. All registered students shall be eligible for membership in the
____________________________ (club, group, association).

Section 2. Voting members shall be designated as those persons who have

attended _________________________ meetings in an academic
semester.

Section 3. Honorary (non-voting) memberships may be given to __________.

ARTICLE III – OFFICERS

This article should include the titles and special qualifications for all the officers of the
organization. The method for electing officers, filling vacancies, and the length of the term for
each officer should be specified.

Sample: Section 1. The officers of the organization shall be:

a. President (or coordinator, chairperson, etc.)
b. Vice President (or co-coordinator, co-person, etc).
c. Secretary
d. Treasurer.

Section 2. All student voting members of the organization in good academic

standing shall be eligible to hold office.

Section 3. The term of office for the officers of _______________________

shall be from ___________________________________ of the
regular academic year to the ___________________of the
following year.

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 CONSTITUTION

ARTICLE III – OFFICERS continued

Page 5

Section 4. The officers shall be elected by _____________________ of the

voting members of the _________________at the annual elections
held on ________________________________.

Section 5. Vacancies of offices shall be (appointed, elected) by

________________________.

ARTICLE IV – EXECUTIVE BOARD

This article should be used to define the collective authority of the officers of the organization.

Sample. Section 1. The Executive Board shall consist of the President, Vice President
Secretary, Treasurer, and the Advisor (s).

Section 2. All executive and legislative power granted herin shall be vested in
the Executive Board.

Section 3. The Executive Board shall be empowered to recommend priorities

for various projects and to plan activities for the organization.

ARTICLE V - MEETINGS

This article should explain when and under what circumstances meetings are held.

Sample. Section. 1. The regular meetings of the membership shall be held at least
_____________________ a month.

Section 2. Special meetings of the organization may be called by the

President, or by the Executive Board, or upon the written
request of ______________________ members of the organization

Section 3. A quorum for the conduct of official business shall be defined as

__________ (percentage) of voting membership.

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 CONSTITUTION

ARTICLE VI – COMMITTEES
Page 6

Although no organization is required to have a standing committee structure, this section may
provide a good opportunity to state the membership and duties of existing committees. It should
provide for an ad hoc committee of inquiry which would be called together as needed to consider
questions of impeachment, sanctioning and removal.

Examples of Possible Committees:

Section 1. Ad Hoc Committee of Inquiry

Section 2. Finance Committee

Section 3. Publicity Committee

Section 4. Rules Committee

ARTICLE VII – IMPEACHEMENT, SANCTIONING, & REMOVAL

The organization should have some mechanism for the impeachment, sanctioning and removal
for good cause of officers, members, and advisors. Sanctions such as censure or reprimand may
be imposed for minor violations, in accordance with this article.

Sample: Section 1. Officers, members and/or advisors may be impeached on the basis
of not fulfilling the purposes and policies of the organization as
outlined in the Constitution and Bylaws or for violating of
University programming and/or financial procedures.

Section 2. Any member of the organization may initiate impeachment

proceedings by giving written notice to the
President/Chairperson. If it is the President/Chairperson who is
being impeached, noticed should be given to the Vice President/
Vice Chairperson.

Section 3. Upon formal notification, it is the President/Chairperson’s (or)

Vice President /Vice Chairperson’s) responsibility to convene
an ad hoc committee of inquiry in order to consider the filed
allegations.

Section 4. Any individual who is impeached shall be given full notice of the
allegations against him/her and shall have an opportunity to
respond to them.

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 CONSTITUTION

ARTICLE VII – IMPEACHEMENT, SANCTIONING & REMOVAL continued

Page 7

Section 5. The ad hoc committee of inquiry will investigate the allegations,

determine the validity of the charges, and makes
recommendations regarding sanctioning to the full body
(organization) for its consideration.

Section 6. Recommendations for sanctioning made by the ad hoc committee

of inquiry, in order to be implemented, must be approved by 2/3 of
the members present and voting

Section 7. Possible sanctions include, but are not limited to reprimand,

censure, and/or removal.

Section 8. An individual may appeal his/her sanction by submitting an appeal

request to the organization’s advisor within 10 calendar days of
his/her notification of the sanction. If it is the advisor who has been
sanctioned, appeals should be directed to the President/
Chairperson.

Section 9. An appeal may be requested only on the basis of one of the three
following claims:
a. That there was procedural error in the conduct of the
impeachment proceedings.
b. That there is significant new evidence which was previously
not available
c. That the sanction imposed was unreasonably harsh.

Section 10. The advisor shall determine whether there are grounds for appeal
and may choose to affirm the sanction or remand the case for a re-
hearing by a new ad hoc committee of inquiry. The President/Chair
person will act in the place of the advisor if it is the advisor who is
requesting the appeal.

Section 11. If an appeal hearing is granted, based upon one of the reasons in
Section 9, it will be conducted in accordance with the provisions of
Sections 5-7, and with new evidence submitted or procedural error
removed.

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 CONSTITUTION

ARTICLE VIII – RULES OF PROCEDURE

Page 8

The type of procedure for conducting the business of the organization and maintaining active
recognition status at the University should be specified. “Robert’s Rules” are the suggested rules
of procedure, but organizations may choose an alternative which better serves their needs.

Sample: Section 1. Robert’s Rules of Order (Revised) shall be the parliamentary

authority of this organization. Should Robert’s Rules of Order
conflict with this Constitution, this constitution takes priority.

Section 2. In order to maintain active status, the organization agrees to abide

by those rules and procedures, including financial regulations
which pertain to all student organizations.

ARTICLE IX – AMENDMENTS

A procedure for amending the Constitution should be clearly outlined.

Sample. Section 1. Amendments to this Constitution may be proposed either by

_______________________________________ of the Executive
Board or by a petition submitted by ________________ percent of
the voting members.

Section 2. __________________________ of the voting members shall be

necessary to approve amendments to this Constitution.

Section 3. Amendments to this Constitution shall be recommended for

approval to the Dean of Students.

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 BYLAWS

ARTICLE I – DUTIES OF OFFICERS

Page 9

This section should specifically outline the duties of each officer.

Sample. Section 1. The duties of the President shall be to:

a. Preside over all Executive Board and regular membership
meetings.
b. Call all special meetings.
c. Sign all financial documents of the organization.
d. The President shall be the organization representative to all
necessary coordinating meetings with the Campus Life
Office and/or Student Government Association.

Section 2. The duties of the Vice President shall be to:

a. Succeed the President should the President for any reason
be unable to carry out the Presidential duties.
b. Assist the President in administering the business of the
organization.

Section 3. The duties of Secretary/Treasurer shall be to:

a. Take brief minutes of each meeting and take care of any
major correspondence concerning the organization as a
whole.
b. Keep a record of all financial and historical documents and
submit all financial records to the Dean of Students when
required for audit.
c. Turn in all financial records for re-issue to the new
Secretary/Treasurer when required or appropriate.

ARTICLE II – DUTIES OF THE ADVISOR

This article should clearly describe the role of the advisor to the organization. It should also
indicate whether the advisor has voting privileges in the Organization.

Sample: Section 1. A faculty/staff advisor shall be appointed by ________________

of the voting members.

Section 2. The advisor shall (shall not) be a member of the Executive Board.

Section 3. The duties of the Advisor (s) shall be to:

a. Attend Executive Board meetings and regular membership
meetings.
b. Counter-sign all administrative financial forms.
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 ARTICLE II – DUTIES OF THE ADVISOR continued
Page 10

c. Act as consultant for projects and special committees of the

organization.

Section 4. The advisor shall (shall not) have voting privileges in the
Organization.

ARTICLE III – ELECTIONS

Specific election procedures for the organizations should include information on eligibility,
dates, and rules for handling election procedure violations.

Sample: Section 1. Elections shall be held during the (first/last) __________________

week of the ______________semester of each academic year.

Section 2. Candidates for offices shall be eligible provided they have met the
requirements for that office as stated in Article III of the
Constitution.

Section 3. Candidates running for office shall be members of the organization

at the time of their election and during their term of office.

Section. 4. Violations of election procedures shall be heard by a sub-

committee of the Executive Board.

ARTICLE IV – FINANCES

This article should state the guidelines for use of dues, income, and other funds.

Sample: Section 1. Dues will be paid by members of the organization as set by

_______________________________ of the voting members. (It
is not necessary to have dues).

Section 2. Funds will be used for the operation of the organization as directed
by __________ of the voting members.

Section 3. All finance shall be handled in accordance with the established

fiscal procedure in effect for the University as outlined in written
procedures.

Section 4. In the event of loss of organization recognition, any funds

remaining in the organization’s campus account shall revert to
Student Government Association.

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 ARTICLE V – INITATION PROCEDURES
Page 11

This article should state that the organization complies with applicable laws, which prohibit the
practice of “hazing”.

Sample: Section 1. The ________________________ (name of organization) does not

engage in any initiation procedures which could be considered
illegal under applicable state and federal law.

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