Student Group Constitutions

The group’s constitution or by-laws must state the official name of the group as it will appear in directories, promotional materials, and all official documents. Student Group Names must be in accordance with the Name and Logo Use policies.

Required language: “The official name of the organization shall be…”

You must state that your group will operate as a nonprofit organization. This does not mean that your group cannot conduct activities that bring in revenue that exceed your expenses. It does mean that no individuals will profit as a result of any revenue the group generates. However, this does not restrict the payment of wages, salaries or incentives by the group for services rendered. Registered Student Organizations are not automatically recognized by the State of Minnesota as Nonprofit entities. (For information on obtaining this status, see the Tax Information section).

Required Language: “The organization shall operate as a nonprofit organization.”

Student groups must comply with all University policies and procedures, as well as local, state, and federal laws and regulations. Your constitution needs to include a statement about your group’s responsibility to operate in accordance with these policies and laws.

Required Language:  “The organization shall comply with all University policies and procedures, as well as local, state, and federal laws and regulations.”

Your constitution or by-laws must define to whom your membership is open. Your rules regarding membership must be consistent with the provisions of Student Unions & Activities policy. This includes, but is not limited to, the Board of Regents Policy on Diversity, Equity, Inclusion and Equal Opportunity. Religious student groups may require their voting membership and officers to adhere to the group’s statement of faith and its rules of conduct. Groups who have a Title IX exemption may require their voting membership and officers to adhere to their national organization’s bylaws and its rules of conduct.

Your constitution or by-laws should also define the qualifications and categories of membership in your group. Specifically, it will need to state who comprises the voting membership your group. The voting membership can be open to anyone, including; students, staff, faculty, or non-students. However, no more than one-third (⅓) of the voting membership shall consist of those who are not currently registered students at the University of Minnesota - Twin Cities campus.

Required Languagefor Groups Without a Title IX Exception:   “Membership is open to [all undergraduate/graduate/professional students, staff, faculty, etc.] without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. Voting membership is defined as[definition of voting membership in the group]. No more than one-third (⅓) of the voting membership shall consist of those who are not currently registered students at the University of Minnesota - Twin Cities campus.”

Required Language for Groups With a Title IX Exception: “Membership is open to [all undergraduate/graduate/professional students, staff, faculty, etc.] without regard to race, color, creed, religion, national origin, age, marital status, disability, public assistance status, veteran status, or sexual orientation. Voting membership is defined as[definition of voting membership in the group]. No more than one-third (⅓) of the voting membership shall consist of those who are not currently registered students at the University of Minnesota - Twin Cities campus.”

Your group is required to outline the procedures for removing a member and/or officer. 

Groups with a national organization are required to follow the national organization’s bylaws. Groups without a national organization are required to use the following language.

Required Language for Groups Without a National Organization: 

• “Any member/officer may be removed from office and/or the club for misconduct as defined by the group (for example - failure to perform duties, attendance, misuse of funds).
• A removal vote by two-thirds (2/3) majority vote from the voting membership shall be required in order to certify the removal.
• An officer of the group must notify the removed party via email.
• The removed party may submit a Student Group Incident Report to request an appeal.”

Your constitution or by-laws should define any officer’s roles and responsibilities as well as qualifications and election procedures, as covered later in this outline.

Required Language: “All officers must be currently registered, student services fee paying students at the University of Minnesota - Twin Cities. Exceptions to this requirement are permitted for graduate students upon receipt of a letter from the Director of Graduate Studies of the student’s department certifying the student is actively pursuing a degree. Officers must also be in good standing with the University and free of any sanctions defined by the Board of Regents Policy - Student Conduct Code, administered by the Office for Community Standards."

Your constitution or by-laws must state any procedures to be followed if the group is to be dissolved. At a minimum, you must state which organization(s) will receive residual assets in the event of dissolution. An individual or for-profit organization cannot be the recipient of any remaining funds. Because Campus Life Programs are part of the University, CLP group constitutions must state that any funds remaining at the time of dissolution shall be returned to the University department that sponsored the group.

You should have specific stated instructions for the disbursement of the group’s funds and residual assets, which includes listing one or more specific organizations or departments where you would like your group’s remaining funds to be distributed.

Required Language: “At the time of dissolution of the organization, residual assets shall be distributed to the following organizations according to the proportions below…”

The constitution or by-laws must include the date it was ratified or last date of amendment, and the printed names and signatures of at least five officers.

Signatures can be physical, electronic, or digital. Typed names without a digital signature certificate from a digital signing software (like Adobe Acrobat) will not be accepted.

Your group may provide a purpose statement that will inform non-members about the operations of your group. This can also serve as a mission statement that can guide the work your members do regularly.

Example language: “This organization shall exist for the following purposes:

1. To provide a forum for speakers to make presentations of timely interest to members on contemporary aspects of computer science.
2. To provide a support group for students majoring in computer science, including offering tutoring in various program languages.
3. To schedule visits and field trips to companies in the computer industry.
4. To provide social activities and events for the membership.”

Groups that are directly affiliated with another organization should outline that relationship in their constitution. Your group may operate as a chapter of a national organization, or your group may be an affiliate of a cultural center, or your group may have a special relationship with an existing group on campus. Your group may also have one or many affiliated groups, which may grant special benefits to your group’s resources within the bounds of student group policy. Regardless of the nature of the affiliation, your group’s constitution should specify the relationship between it and the other organization.

Example language: “This organization shall be affiliated from the [Parent Organization], and shall strive to uphold the Mission, Vision, and Values of the [Parent Organization]. This organization shall maintain jurisdiction of its members, and shall follow policies and procedures for affiliated groups as dictated by [Parent Organization].”

OR

“Any registered student group at the University of Minnesota - Twin Cities may apply to become an official affiliated organization (OAO).

Upon completed application materials created by the Executive Committee and at two-thirds (⅔) approval from the voting membership during a meeting at which quorum is present, an organization shall gain OAO status. In order to maintain OAO status, an organization shall complete the following tasks:

1. Maintain active registered status with the University of Minnesota - Twin Cities,
2. At least one (1) officer of the OAO attends all meetings of the Club,
3. Complete the OAO application form annually, and
4. Co-host at least one (1) event during the academic year with either another OAO or with the Club.

At a minimum, the OAO shall have access to the following benefits:

1. Access to utilize space and equipment rented or owned by the Club,
2. Voting Membership in the Club for all OAO officers,
3. Opportunity to co-host events and activities with the Club that exceed $500, and
4. Other benefits approved by the Executive Committee and Affiliates Committee

Failure to complete required tasks for OAOs shall result in loss of OAO status. An OAO may also lose OAO status by a two-thirds (2/3) approval from the voting membership and two-thirds (2/3) approval from the Affiliates Committee. A group that losses OAO status may reapply for OAO status the following academic semester.”

Your constitution should state how various decisions are made in the group and what type of vote is required to enact decisions. The voting procedures can vary depending on different situations, as long as they are outlined in your constitution. Your constitution should also consider what voting methods will be used.

Example language: “Decisions of the club shall be enacted by a majority vote of the voting membership unless otherwise stated in this constitution.”

“A vote of member impeachment will be enacted by a 2/3 majority vote of the voting membership.”

“Officers shall be elected by a plurality of the voting members present providing a quorum is present.”

Similar to officers, you should explain the committees of the group and their roles in the group. Setting standing committees will make it clear that there are certain committees that always exist within the group. You may also want to include a statement about the process for setting up committees, joining, and being a member of committees. This leaves the group the option to form special committees if something comes up that requires the work of a committee.

Example language: “The standing committees of this club shall be:

1. Executive Committee - Consists of the elected officers and chairpersons of all committees. Provides strategic vision for the club. Sets meeting dates for the club. Sets membership dues with approval of the voting membership. Determines committee assignments. Acts on behalf of the club during the summer.
2. Program Committee - Handles all planning and arrangements for educational and informational programming, including but not limited to guest speaker events and field trips.
3. Social Committee - Handles all planning and arrangements for social events held by the club.

Special committees may be established to carry out special assignments.”

The group should state when regular meetings are held and how to call special meetings. It should also be stated what is required for a meeting to be considered an official meeting of the group. You will want to define what will constitute a quorum for the group. Defining a quorum means to decide what critical mass of members need to be present in order to vote on, or enact a decision.

Example language: “A regular meeting shall be held at least once each month during the academic year. A special meeting may be called by the Executive Committee or by a petition of ten percent (10%) of the voting membership.”

“A quorum shall be required at a meeting of the club in order to conduct official business of the club. A quorum shall consist of two-thirds (2/3) of the Executive Committee and a majority of the voting membership.”

The constitution should state how the group’s constitution and by-laws are to be proposed, voted on, enacted and amended. Student groups that are local chapters of national organizations may adopt by-laws specific to their chapter that differ from the parent organization. Your group should state who can make an amendment to its constitution and the process by which a member makes this amendment. This section can include how amendments are voted on and passed.

Example language: “By-laws may be amended by proposing in writing and reading the change at a general meeting of the membership and then bring the proposed change up for a vote at the next general meeting where quorum is present. By-laws may be amended by a majority vote.”