Policies for Student Organizations

The following are policies from the Student Handbook that directly relate to clubs and organizations (please note, students must abide by all policies in the student handbook http://www.longwood.edu/judicial)

For a downloadable copy of this document for printing please click here.

Table of Contents

I     Advertising Policy

II     Distribution of Printed Materials Policy

III    Posting Policy

IV    Student Union Policies

V     Student Union, Dinning Hall and Residence Hall Posting Policy

VI    Table Tent Policy

VII   Hazing Policy

VIII  Motor Vehicle Policy for Students and Student Organizations

IX     Facilities Reservations

X      Dining Hall Policy

XI     Set-up Requirements

XII    Additional Expectations and Guidelines

XIII   Funding for Events

XIV   Additional Planning Guidelines

XV    Activities During the Week Prior to Exams

XVI   Raffles

XVII  Responsibilities of Student Organizations

XVIII How to Write and Format a Constitution

XIX    Event Planning on Campus

XX     Publicity

Advertising Policy

The amount and variety of printed materials posted and distributed around campus is a concern to the University. Not only are indiscriminate posting and/or distribution unsightly, but also it can also result in fire hazards and can be an invasion of the privacy of members of the Longwood community. Therefore, the following posting policy should be followed:

The Office of the Student Union and Involvement oversees the hanging of all posters in the Lankford

Student Union and the Dining Hall. (See Posting Policy)

In academic buildings, materials may be posted ONLY (one piece of literature per event) on designated bulletin boards. To use bulletin boards adjacent to administrative or faculty offices, individuals must receive permission from the faculty or staff members in that office. No posting is allowed on other areas, such as walls, windows, and doors. Such posting will be confiscated, and appropriate sanctions will be imposed on the individual or organization responsible. All posted material must be removed by the person or organization doing the posting within 24 hours of the event.

 Literature must not violate Virginia Alcoholic Beverage Control regulations. Sale of alcoholic beverages cannot be advertised. Pictures depicting the use of alcoholic beverages or explicit pictures of bottles, cans, or glasses containing alcoholic beverages are allowed only when such material directly supports alcohol education programming efforts.

Advertising literature should emphasize the event at which the alcohol may be present and NOT the specific presence of alcoholic beverages. Concerns about the content of posted materials should be directed to the sponsor. Questions about the advertising policy and concerns about potential violations may be directed to the Director of the Student Union and Involvement. Advertising that does not comply with these guidelines could result in the cancellation of the immediate event and loss of privileges to sponsor future events.

Distribution of Printed Materials Policy

Members of the Longwood community may distribute leaflets, political materials, or other free printed material outdoors on campus if the individual or group responsible for the materials is clearly identified, and if the distributors do not obstruct traffic, block entrances to buildings or driveways, harass or interfere with passers-by, disturb others by excessive noise, or litter the premises. Those who wish to distribute at a sponsored outdoor event must have the approval of the sponsoring group. Distribution inside Longwood buildings is not permitted except at properly authorized meetings or classes with the consent of the sponsor/instructor.

Authorization to distribute materials involving campus-wide concerns must receive prior written approval from the Director of the Student Union and Involvement or

Residence Education Coordinator, as appropriate.

  Posting Policy

The Office of the Student Union and Involvement oversees the hanging of all items to be posted in the Lankford Student Union, the Dining Hall, and the Residence Halls. Students, businesses, or organizations should submit one copy of their original to be stamped for approval. Only Student Union and Residential and Commuter Life staff are permitted to post items in residence halls, Lankford Union, and the dining hall. Any items that are posted without following these guidelines will be removed, and, if any damage results from such postings, the individual or organization will be held responsible for the repair.

Guidelines:

-          Submit one original of the item to be posted at least one week prior to the event or prior to when the item should be distributed to the campus to the Student Union office, room 201 of the Student Union and Student Activities. If you have educational materials or pre-printed flyers to distribute and, thus, are not duplicating the flyer yourself, contact the Office of the Student Union and Involvement for further instruction.

-          After receiving the stamped original, the sponsor will then be responsible for making 30-40 copies of the stamped version. Ten copies should be delivered to Room 201 in the Student Union for posting in the Union and the Dining Hall, and 12 should be delivered to the Residential and Commuter Life Office (115 Lancaster) for distribution among the residence halls  and the remaining flyers can be posted throughout campus. Space is limited and posting is done on a first-come, first-serve basis. Flyers are to be posted on bulletin boards and cork strips only and must be put up with tacks or a stapler. NO  TAPE

Timeline for final distribution:

-          The Student Union staff will do their best to hang items each day evening for events and information pertaining to the week following. 30-40 copies of the stamped original to be posted should be delivered to 201 Lankford by the Friday before you would like the item posted.

-          The Residential and Commuter Life staff will post the items as soon as possible after receiving them.

-          Posting is not guaranteed if this timeline is not followed.

-          If you have any questions about the posting policy, please contact the Student Union Office, 201 Lankford, 434.395.2103.

Quick guide to posting in residence halls, dining hall, and student union:

1. Take one original to Lankford Student Union, Room 201, one to two weeks prior to the event or when you would like the item posted. If time permits the flyer will be stamped immediately
2.  Make 30-40 copies of the stamped original.
3. Deliver 12 copies to the Residential and Commuter Life office (115 Lancaster) by 5 pm on the Friday before you would like the item posted.
4. Deliver 10 copies to the Student Union Office (201 Lankford) by the 5 pm on the Friday before you would like the item posted.
5. Posting is not guaranteed if this timeline is not followed.
6. Items posted without following these guidelines will be removed.

Lankford Student Union Policies

Student Union Blood Drive Policy

The Student Union and Involvement will allow 2 blood drives each academic semester. One for the American Red Cross and one from Virginia Blood Services. These blood drives must not take place within 30 days of one another.  The purpose of this policy is to create fairness for both organizations and reduce competition for the same common goal.

Banners (Student Union and Dining Hall)

In an effort to utilize the limited advertising space in the Student Union and the Dining Hall, the following policies will be put into affect:

1. Lancer Productions and ARAMARK Dining Services will be responsible for posting banners in the Dining Hall and Student Union.
2.  In order to have a banner hung in the Dining Hall and/or Student Union, the student group must hand their completed banner to the  Lankford Student Union Office room 201 on the Friday of the week preceding the event being advertised (i.e., if your event is happening between a Tuesday and a Monday, your banner must be handed in the Friday before). The banner will then be stamped for posting. If banners are handed in after the deadline, posting will be on a space-permits basis.
3.  As time permits throughout the week a member of the Student Union staff will hang banners and posters.
4.  Space will be limited to a first-come, first-serve basis. There will be eight spaces for banners inside the arcade portion of the dining hall, the two walls located in the lobby of the Dining Hall, and several areas in the Student Union.
5.  If you want a banner to be posted it must follow these guidelines:
1. Outdoor Banner-no bigger than 6 feet by 3 1/2 feet in size;
2. Wall Poster-no bigger than 3 feet by 3 feet;
3. Information containing any offensive language will not be approved for posting.
6. Any items that do not follow the above policies and guidelines will be removed from the Dining Hall and/or Student Union.

Reservation Procedures for Students, Faculty, and Staff

The Student Union is the prime site for Longwood community gatherings. All facilities are booked on a first-come, first-serve basis. Reservation Forms and information are available in the Student Union Office, Room 201 So that the Student Union staff can best respond to the needs of all meeting and event sponsors, requesters are required to complete a Reservation Form.

Reservations for meetings utilizing existing room arrangements will be accepted up to one week prior to the session date. Activities involving special set ups, extensive audio/visual equipment, or support staffing (security, technicians, after-hours supervisor) require a minimum of ten days advance notice. The Student Union staff is eager to assist organizations and departments with meetings and program logistics and planning events. Individual students and student groups may utilize Lankford meeting rooms for study space on an availability basis. Advance reservations are not accepted. Reservations may only be made on the date desired. Call 434.395.2103 if you have any questions.

Sponsor Responsibilities:

Sponsors are required to comply with the following regulations:

1. Student Union equipment and furnishings may not be removed from assigned spaces.
2.  All decorations and outside equipment used for events must be removed by the reservation end time.
3. Decorations, signs, program supplies, etc. may not be taped, stapled, or tacked to any painted, glass, or wooden surfaces.
4. Major rearranging of furnishings is prohibited without prior approval of the Operations Manager.
5. Sponsors are responsible for any negligent damage to the building or property attributable to their event.
6. The Student Union Office must be notified of any cancellation in advance.
7. Events involving alcohol require the approval of the Assistant Dean for Student Affairs or the Director of the Student Union and Involvement and must be registered at least 7 days in advance. In approved cases, the sponsoring organization is responsible for employing Campus Police and conducting the activity in compliance with the policy outlined in the Event Planning section of the Student Handbook (http://www.longwood.edu/judicial/). The Lankford Student Union, including the Recreation area, is available for use by students, faculty and staff of Longwood only. The student, faculty or staff member must accompany their guest(s) at all times while using the facilities in the Lankford Student Union. Guests and community members attending evening socials (dances, parties, etc.) must be 18 years of age or older

General Building Guidelines

1. Signs, notices, etc. must be brought to the Student Union Office in Room 201 of the Student Union for approval. Once approved, a Student Union staff member will post the information. All unapproved material will be removed.

2. Selling, canvassing, or promotion of materials or goods within Lankford Student Union must be approved by the Director and appropriately registered.

3. No one shall remain in the Student Union after it is closed without the permission of the

Director.

4. Animals are not permitted in the building at any time, with the exception of service animals.

For specific information on posting within the Student Union, see Posting Policy.

STUDENT UNION, DINING HALL, AND RESIDENCE HALL POSTING POLICY

Any campus organization or student group that wishes to post flyers in the Student Union, Dining Hall, or Residence Halls advertising activities and events on campus must bring their flyer to the Student Union Office. Before making copies, bring the original flyer to the Student Union Office for approval. Once stamped “approved for posting”, you can then make copies of the flyer. At the Student Union Office leave 10 flyers for posting in the Student Union and Dining Hall, and then bring 12 flyers to the Office of Residential and Commuter Life, in Lancaster, Room 112 to be posted in the residence halls. All remaining posters and be posted on approved bulletin boards.

Any unapproved flyers (i.e. those that are not posted & approved by Student Union Staff) will be taken down immediately.

If you have any questions please call the Student Union Office at 395-2103.

TABLE TENT POLICY

(Dining Hall/Lancer Café)

            In order to reduce the clutter on the tables in the Dining Hall, students, faculty, and staff will not be allowed to place table tents on the dining hall tables. Instead the following service will be provided.

            ARARMARK Dining Services will provide the use of clear plastic menu holders, which will be placed on each table in the Dining Hall and Lancer Café. Lancer Productions will produce a weekly calendar listing campus events, athletic competitions, etc.

In order to have their information on the “table tents” the following policy has been established:

1)      Send your information via email to Lori Crowe, Assistant Director of Student Activities (email crowelm@longwood.edu). Information must be received no later than the Thursday (5pm) before the event takes place. If handed in after the deadline information will be listed only if space permits.

2)      Please limit the information to pertinent information only (event name, time, date, location, sponsor, a short tag line or description). Depending on the amount of submissions we will have to limit what is put on the “table tents”. Information will be included on a first come first serve basis.

3)      Information posted on the “table tents” will be limited to events happening during a specific week. If space is available we will add information about upcoming events.

4)      The “table tents” will be changed every Sunday evening.

Hazing Policy

In accordance with the Code of Virginia 18.2-56, it is unlawful to haze, or otherwise mistreat so as to cause bodily injury, any student at any school, including Longwood University. Any persons found guilty thereof shall be guilty of a Class 1 Misdemeanor, which carries a minimum of 12 months imprisonment or a $2,400 fine. Longwood students are not permitted to engage in hazing on or off campus; such actions are also violations of sections 4a and 13c of the Judicial Code of Conduct Standards and Regulations.

Hazing is defined as any action taken or situation created intentionally, whether on or off

Longwood property, by either fraternity/sorority organizations, recognized student clubs/organizations, organized athletic teams, individual students or student groups, to produce mental or physical discomfort, endangerment of life, embarrassment, harassment, intimidation, or ridicule. Examples include, but are not limited to, the following: paddling in any form; coerced physical activity that causes fatigue; forced or required consumption of harmful food, alcohol, or drugs; exposure to inclement weather; confinement in any room or compartment; acts of vandalism or acts that aid and abet vandalism or the destruction of property; physical or psychological shock; publicly wearing apparel and/or partaking in stunts not normally considered to be in good taste; participating in degrading or humiliating games and activities; or engaging in behavior that is in violation of Longwood University regulations or state and federal laws.

Further, the following principles for fraternity/sorority organizations, recognized student groups, organized athletic teams, individuals, or groups of students are established:

-          A willingness to engage in any hazing activity does not render the Hazing Policy unenforceable for any individual.

-          The President, Captain, or person "in charge" will be held individually accountable for ensuring full compliance with the policy. If an act of hazing is alleged, then the President, Captain, person "in charge," and student(s) involved will be charged with a violation of the Hazing Policy.

-           If hazing is confirmed, then the student(s) can be dismissed. The organization or group may also lose privileges and/or recognition status.

-          Student organizations are strongly encouraged to have their pre-initiation and other activities reviewed by the Director of the Student Union/Student Activities and the Assistant Director of Student Activities for Fraternity and Sorority Life to determine if they promote positive academic and character development.

-          Student organizations or governance groups may develop additional policies and procedures that are more specific in order to prevent incidents of hazing within their memberships.

Approved by the Board of Visitors, July, 1987; Revised July 1998

Motor Vehicle Policy for Students & Student Organizations

Student organizations are permitted to use State vehicles (cars and vans) for official State business. In all cases, a staff or faculty member (advisor) must travel with the students in the vehicle to and from the destination. The driver of the vehicle must have a valid Virginia driver's license and have passed the driving test (if a van is used). The cost of the trip must be charged to a Longwood departmental budget, not an individual student or a student organization. These vehicles are assigned according to the following priorities:

1. Admissions Office.

2. Students enrolled in Hampden-Sydney classes, as officially designated by the Registrar.

3. Class-related field trips approved by the Department Head.

4. Students representing the University in varsity and junior varsity athletic events approved by

the Department Head.

5. Academic-related events approved by Academic Affairs Office.

6. Trips by Longwood organizations approved by the sponsor and paid for by the organization.

Procedures for Requesting a Vehicle

1. All student drivers of vans must successfully complete a driver history check and evaluation conducted by the Campus Police. No student drivers will be authorized to operate State vans without Campus Police certification.

2. Requests for vehicles must be made in writing on the proper forms and submitted 72 hours in advance. Travel authorization forms may be obtained from the Accounts Payable Office.

3. The travel authorization form must be completed and signed by the appropriate individuals indicating approval:

a. Academic trips-driver and department chair.

b. Sponsor of the Longwood organization.

c. Non-academic trips-driver and department chair.

d. Out-of-state travel-Executive Vice President for Administration and Finance.

4. The first two copies of the form are to be sent to Accounts Payable. The requester keeps the last copy; the remainder goes to the Facilities Management Department (FMD) Transportation Office, which will authorize a vehicle, if available, and assign it to the requester.

5. A copy of the request form will be returned to the requester, who must present this to the FMD Transportation Office for assignment of keys.

6. The driver will be responsible for completing the mileage section of the form at the end of the trip. The completed form with mileage recorded must be returned to the FMD Transportation

Office so that mileage may be determined and charges assessed.

7. Upon return from the trip, the driver will drop the vehicle keys and mileage sheet in the labeled slot in the door on the north side (parking lot) of the Bristow Service Building.

The individual assigned to drive is responsible for following all instructions governing the use of State and Longwood vehicles. Copies of these regulations are either stored in the glove

 compartment of each vehicle or posted in a discernible area of the interior.

Facilities Reservations

Student Union Policy

The Student Union Building is dedicated first to serving the co-curricular needs of Longwood students and, second, to the Longwood community at large. Facilities within Lankford Student Union can be reserved by the following:

1. Registered Longwood student groups and organizations, if a meeting or event are for members of the Longwood community and invited guests.
2. Longwood faculty and staff for Longwood related meetings and events.
3. On a space-available basis, the areas can be rented by community organizations and individuals for non-related Longwood activities, provided those activities are compatible with the educational mission of Longwood. The Commonwealth Ballroom cannot be rented when Longwood is in session.

Procedure

1. Longwood Functions:
1. All Longwood-related functions are to be reserved through the Student Union office.
2. Such activities are to be reserved and conducted with compliance with student policies.
3. The service of alcoholic beverages within the building for Longwood functions requires the advanced approval of the Vice President for Student Affairs and the Director of the Student Union and Involvement.
2. Functions for groups not affiliated with Longwood:
1. All functions for groups not affiliated with Longwood are to be coordinated through Conferences and Facility Scheduling. Such activities are to be reserved, rented, and conducted in compliance with the Reservations Rules and Regulations published by Conferences and Facility Scheduling.

Dining Hall Policy

Catering services to both Longwood and community groups may be provided in these facilities as long as there are no conflicts between normal dining service operation and the catering event. The normal dining service operation for students will take precedence over any catering event. Catering events for students are also very important for Longwood.

Exceptions: The Vice President for Student Affairs will be empowered to decide when those exceptions will take place. Exceptions will be infrequent and the group will need to   show cause why their event should take precedence over the needs of the student population.

Catering Requirements: No group will be allowed to use these facilities unless their event is fully catered and supervised by ARAMARK. This is to insure the safekeeping of the facilities and furnishings.

Limitations on Use: Parties, proms, dances, and other events where a meal is not the primary event will not be allowed as there is potential for damage to the facilities. Exceptions are dinner/dances, wedding receptions, and events of this type which involve food and dancing and at which ARAMARK is fully involved in a catering role and a facilities management role.

Scheduling: Facilities reservations are made through the Conference and Facility Scheduling Office.

Student Groups: Student groups may sell items or give out information that benefits the group at the Dining Hall. To reserve a table in the Dining Hall requires approval by the Director of Student Union/Student Activities in Lankford Student Union.

Other Meeting Spaces

The Conference and Facility Scheduling Office schedules functions and events for the Lancaster Conference Room areas and for the Lancaster Board Room. All persons requesting use of these spaces needs to reserve the rooms at least 15 business days in advance of the function.

Set-up Requirements

The Facilities Management Department provides assistance with special events involving physical set-ups and custodial, grounds, electrical, carpentry, heating, or cooling arrangements. These services may only be requested by a student organization advisor or sponsor through a work order forwarded to the Facilities Management Coordination Center. Under no circumstances will set-ups be done in fraternity or sorority chapter rooms. All requests should be submitted at the earliest possible date in order to ensure a timely response.

Also, the requirements and procedures for obtaining room set-ups (chairs, staging, audio/visual equipment, etc.) may vary from building to building. Please refer to the Campus Resources list on pages 72-73 for the name and number of the contact person who can provide specific information and assistance in this area.

Additional Expectations and Guidelines

1. All events/functions must end by 2:00 a.m. unless prior approval is received from the Director of the Student Union and Student Involvement. Outdoor events should end by 11:00 p.m. because of the Farmville Noise Ordinance.
2. Event Managers and organization officers are responsible for ensuring that noise levels do not disturb others. They are also required to respond promptly to complaints.
3. Event Managers and organization officers are required to take precautionary measures in preventing potential damage to Longwood property as a result of the event/function.
4. Campus common areas where events/functions are held must be cleaned by 7:00 a.m. the next day. Billings for cleanings will be assessed to the organization or individual who registered the party.
5. Failure to follow any aspect of the procedures outlined above or in the alcohol/other drug policies and regulations may result in immediate termination of an event/function and loss of future registration privileges.
6. If you are holding an event, which is open to the community in the Student Union, the organization is responsible for having security at the event. The organization is also responsible for the cost of the security.
7. If your event will go past 12 a.m., is open to the public, and/or alcohol is being served, your advisor is required to be present for the entire event. If your advisor is not present, Student Union staff members have the authority to cancel the event.

Funding For Events

When planning a campus event or activity, it is critical to know what expenses for which you or your organization will be responsible. Examples of event costs include set-up fees, common room deposits, clean-up, police coverage, and fees for bands and speakers. Some suggested sources of funding include the Student Government Association and Hall Councils. Co-sponsorship with Lancer Productions and Lankford Student Union is also an option. In addition, specialized clubs and organizations may assist in funding events, which are relevant to their organizational mission. Further information on fundraising and solicitation is available in the Policy Section of the Student Handbook under: Solicitation Policy (pages 55-56), Distribution of Printed Materials Policy (page 42), and Advertising Policy (pages 38-39). Be sure to secure funding for the event you want to coordinate before committing to it (i.e., before signing a contract, publicizing the event, etc.).

Additional Planning Guidelines

Events for Oktoberfest and Spring Weekend must be approved by the sponsoring student organizations. Mortar Board sponsors Oktoberfest, and Lancer Productions sponsors Spring Weekend. Longwood policy prohibits students from signing on behalf of the University contracts utilizing Student Activity Funds. All contractual agreements executed with outside agencies that involve Student Activity Funds must be made under the direction of a Longwood official. For assistance in this area, contact the Student Union Office at 395.2103.

Activities During the Week Prior to Exams

The following activities are not permitted during the seven (7) calendar days prior to the first day of examinations.

1. Solicitation and sales on campus.

2. Registered parties (e.g., room/suite, chapter room, common areas) in the residence halls.

3. Registered parties in the Cabin, Idler Gym, Iler Field, or Student Union facilities (unless prior written permission is obtained from the Assistant Dean for Student Affairs and/or the Director of the Student Union).

Raffles

Organizations and students who wish to sponsor a raffle should see the Director of the Student Union and Involvement to obtain instructions and applications. All profits must be used for educational and charitable purposes.

Responsibilities of Student Organizations

Student organizations must comply with Longwood's policies and regulations. In particular, students are encouraged to be aware of Longwood's policies on non-discrimination and hazing. Specific questions pertaining to student organization conduct should be referred to the Director of Honor and Judicial Programs for possible disciplinary action .

Academic Standards

Student organization officers must maintain a cumulative GPA of 2.0 or above. It is the responsibility of each organization to ensure compliance with this grade requirement. Students whose GPA falls below 2.0 must relinquish any office or leadership responsibilities held. Individual students are accountable as well.

Accounting for Funds

Student groups receiving activity fee monies must comply with special accounting guidelines for the use and record keeping of these funds and must pass annual audits. The Vice President for Student Affairs Office has more details about use of activity fees, accounting policies, and audit requirements. Student organizations are responsible for ensuring compliance with the guidelines and requirements governing the use of any activity fee funds.

Contracts

All contracts involving Student Activity Funds entered into by student organizations with agencies, businesses, or groups outside of the University must be made under the direction of the Director of the Student Union and Student Involvement.

Purchasing

The Purchasing Office staff is available to assist registered student organizations in the acquisition of equipment, product information, or vendor listings.

Registration

All student organizations must be registered through the Student Union Office (see below).

Policy and Criteria for Registration

All student organizations at Longwood must meet the following criteria and register annually (Registration Forms are available in the Student Union, Room 201) in the Office of the Student Union/Student Involvement to maintain active status and accompanying benefits:

o       Provide the names and addresses of at least four registered Longwood student members or officers.

o       Provide the name and signature of at least one faculty or staff advisor.

o       Comply with all regulations pertaining to student organizations.

o       Have an up-to-date constitution on file with the Student Union/Student Involvement.

o       Any group wanting to form a club team must have enough members to form a team of their desired sport.

o       All club sports must be associated with a governing body of your sport.

Formation of New Organization

New groups seeking first-time registration and SGA recognition must submit a constitution and a

Student Club and Organization Registration Form to the Student Union/Student Involvement

Office. All materials will be forwarded to SGA for review and registration approval. Fraternities and sororities seeking to register for the first time should consult with the Assistant Director of Student Activities for Fraternity and Sorority Life to determine IFC and Panhellenic Council policy for expansion.

Change of Officers

Student organizations that change officers or advisors during the year, due to elections or vacancies, must provide the updated information to the Student Union/Student Involvement Office. The group's existing Student Organization Registration Form will be amended or replaced as appropriate.

Changes in the Constitution

Student organizations must report changes to their constitutions by submitting a new constitution to the Student Union/Student Involvement Office. Significant alterations might require review of the registration by SGA.

Benefits:

 The benefits of registration include the following:

-          Eligibility for activity fees (unless prohibited by law or Longwood/SGA policy)

-          Space reservation and facility rental privileges

-          Recognition for campus awards

-          Vehicle use privileges

-          Booth reservations at Spring Weekend and/or Oktoberfest

-          Use of name (e.g., Club XX at Longwood)

-          Leadership information (newsletters, conferences, and workshops)

-          Inclusion in directory/handbook for easier contact.

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

Event Planning on Campus

All student organizations, campus departments, and faculty and/or staff organizations are encouraged to sponsor events on campus. Events sponsored by student organizations fall into three categories: Public - Admission is open to anyone including those outside the Longwood community; Campus - Open to members of the Longwood community and their guests only; Closed - Open only to members of the Longwood organization on the guest list when alcohol is present.

Campus Resources

When planning events on campus, the following resources will be helpful: