How to Write and Format a Constitution

(Courtesy of Longwood SGA website: http://lancerweb.longwood.edu/org/sga/registration.html)

Realizing the difficulty one may encounter in attempting to write or revive a constitution, the Constitution Committee has compiled the following guidelines with the hope that they will make the task a little less frightening.

MINIMUM ESSENTIALS:

The purpose of a constitution is to insure continuity within an organization from year to year. Therefore, the following minimum elements must be included.

Article I: Name and purpose. (See below.)
Article II: Membership. (Eligibility and selection.)
Article III: Officers. (Titles, duties, term, election, executive committee, etc.)
Article IV: Meetings.
Article V: Amendments.

The constitution should be short, compact, and general rather than detailed.

EXAMPLE:

Constitution of: (insert name of organization)

Article I. Name and Purpose

1. The statement of the purpose or objectives of an organization is broad enough to allow freedom in the choice of present and future endeavors.
2. This article may be divided into two separate articles (Article I: Name, Article II: Purpose) or it may be one article with two sections (A: Name, B: Purpose).

Article II. Membership

1. Membership is open to all Longwood students and will not be restricted on the basis of age, disability, ethnicity, gender, national origin, race, religion, sexual orientation or political affiliation.
2. Qualifications for membership are clearly stated.
3. Classes of membership - e.g. active, associate, honorary, etc. - are clearly defined.
4. Method of admitting members is explained.
5. Provision for dropping a member from the rolls is made (not officers - that is handled in separate forum).

Article III. Officers

1. Officers, with titles, are listed.
2. Qualifications for officers are stated.
3. Duties of officers are listed.
4. Term of office is stated.
5. Election procedure is clearly explained (nominating committee, secret ballot, quorum, etc…).
6. Method of filling vacancies in office is provided.
7. Method of officer impeachment is provided for.
8. Structure, powers, responsibilities of Executive Board (if any) is included.
9. Standing committees and duties are listed.
10. Power to appoint committees is granted.
11. Operational procedure between meetings is provided

Article IV. Advisor

A.    Explain role of advisor

B.     How is organization advisor chosen

Article V. Meetings

1. Types of meetings are explained (called, regular, etc…).
2. Power to call meetings is given.
3. Provisions are made for a percentage of the membership to petition for a meeting to be called, if necessary.
4. Program (activities) is stated.
5. Realistic quorum rule is established (see 7 in glossary).
6. Provision is made for notifying members in advance of meeting dates.

Article VI. Finance

1. Annual dues, if any, are provided for (entrance fee, initiation fee, dues, etc…).
2. Who will maintain financial records

Article VII. Amendments

A.A built-in method for exists for amending the constitution including a provision for notifying members in advance of proposed amendments

B.A realistic quorum is adopted

Article VIII. Ratification

This constitution shall become effective upon approval by a ¾ vote of the membership.

Statements highlighted in bold must be part of every constitution
 

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