| Constitution and Bylaws FAQs |
What is a Constitution?
A constitution contains the fundamental principles that outline the purpose, structure, and limits of an organization. Essentially, the constitution provides a foundation upon which an organization operates.
Why should I have a Constitution?
Every recognized student organization at Iowa State University is required to file a current copy of their constitution and bylaws with the Student Activities Center each year at recognition. An updated copy should be filed promptly should the document change during the year. Your constitution serves an important purpose for your organization. The process of writing a constitution should help to:
• Clarify your purpose
• Outline your basic structure
• Provide the cornerstone for building an effective group
• Allow members and potential members to have a better understanding of what the organization is all about and how it functions.
If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of a constitution will be a much easier and more rewarding experience.
What should I include in my Constitution?
• A constitution should provide the structure for an organization, describe its purpose, and define the duties and responsibilities of the officers and members. The objective is to draft a document that covers these topics in a simple, clear, and concise manner.
• What follows is an outline of the standard information to be included in a constitution. Since your constitution should be tailored to the needs of your organization, you may wish to include additional articles or use a different organizational structure. However, the basic information outlined below must be included in the constitution you submit at recognition.
Click Here for Constitution Guidelines
What are Bylaws?
Bylaws are secondary principles that govern the internal affairs of an organization. Bylaws are essentially an expansion of the articles or sections of the constitution. They describe in detail the procedures and steps the organization must follow in order to conduct business effectively and efficiently.
Why should I have Bylaws?
Student organizations are not required to have bylaws, but may find them helpful to the organization's operations. The constitution covers the fundamental principles but does not provide specific procedures for operating your organization. Bylaws should set forth in detail the procedures your group must follow to conduct business in an orderly manner. They provide further definition to the provisions contained in the constitution and can be changed more easily as the needs of the organization change.
What should I include in my Bylaws?
Bylaws must not contradict provisions in the constitution. They generally contain, as needed, more specific information on the topics outlined below. If your organization has chosen not to develop bylaws, this information may be included in the appropriate sections of your constitution.
The following are some standard articles that commonly appear in organization bylaws:
• Membership
Sections under this article should discuss and detail the various aspects of membership that may be applicable: membership selection process, types of membership, and procedures for disciplining and/or removing members.
• Officers
Sections under this article should discuss the officer selection process, duties, powers, and responsibilities of each officer, and procedures for removal from office and filling vacant officer positions.
• Committees
Sections under this article should discuss and detail standing and special committees (formation, selection, powers, and duties) and the executive committee (membership, powers, and duties), along with the roles and responsibilities of committee chairs.
• Meetings
Sections under this article should discuss types of meetings, how and when they are to occur, requirements for notice, attendance, and quorum (number of members needed present to transact business), meeting format, and parliamentary rules of order (usually Robert's Rules of Order).
EXAMPLE
The organization shall hold regular (weekly) meetings during the academic term except when holidays, examination periods or other events make meeting impractical. Organization meeting day/time will be determined in the beginning of each semester by a ¾ vote of the general membership. Attendance at organization meetings is expected. If a member must miss a meeting, correspondence with the secretary is appreciated. A quorum shall consist of a simple majority of the membership plus one officer. Robert’s Rules of Order (newly revised) shall govern all meetings.
• Financial Procedures
Sections under this article should discuss and detail (if applicable) dues, initiation fees, and fines, collection procedures, and other financial procedures (budgets, expenditures, etc.).
• Amendment Procedures
Sections under this article should discuss the procedure for amending the bylaws (means of proposals, notice required, voting requirements). Other specific policies and procedures unique to your organization that may be necessary for its operation.
How can I use my Constitution & Bylaws?
• Remember the reasons for having a constitution and bylaws. They articulate the purpose of your organization and spell out the procedures to be followed for its orderly functioning. Constitutions usually require a 2/3 vote of the membership for adoption. Bylaws only require a simple majority for passage. Once you have developed your constitution and bylaws, review them often. The needs of your group will change over time and it is important that the constitution and bylaws are kept up to date to reflect the current state of affairs.
• Make sure every new member of the organization has a copy of your governing documents. This will help to unify your members by informing them about the opportunities that exist for participation and the procedures they should follow to be an active, contributing member. A thorough study of the constitution and bylaws should be a part of officer training and transition. You should also provide your Adviser(s) with a copy of your constitution and bylaws.
Where can I get help writing my Constitution & Bylaws?
For additional information or to schedule a personal consultation on your organization's constitution and bylaws, please contact the Student Activities Center (East Student Office Space, MU Ground Floor) at 515/294-8081 or sac@iastate.edu.
