Sample Club Constitution

Most schools require that officially-recognized clubs submit an organizational constitution, mission statement, or some similar document. Below is the constitution from the Columbia chapter. You can adapt it as necessary, unless marked otherwise:

 

One for the World Columbia Mission Statement

One for the World Columbia is a student-run philanthropy group founded in Spring 2017 as a constituent part of the international One for the World movement. One for the World is a 501(c)(3) non-profit that was founded in 2014 to change charitable giving in order to end extreme poetry. One for the World has more than 75 established chapters at undergraduate, MBA, law, and medical schools across the U.S., Canada, Australia, and the U.K. to advocate about the problem of extreme poverty, educate students about effective giving and motivate students to consider pledging at least 1% of their post-grad income to a portfolio of highly effective charities. For more information about One for the World, please visit our website.
 

Columbia University

One for the World Columbia

Constitution and By-laws

 

ARTICLE I – STATEMENT OF PURPOSE (cannot be altered - contact your chapter manager if you need to amend this)

One for the World Columbia’s purpose is to revolutionize charitable giving in order to end extreme poverty. To this end, One for the World Columbia has a triple mandate:

  1. Advocate for those living in extreme poverty by providing programming and content that raises awareness about the problem of extreme poverty. 

  2. Educate students about a possible solution to extreme poverty called effective giving.

  3. Motivate students to consider pledging at least 1% of their post-grad income to a portfolio of highly effective charities serving those living in extreme poverty. 

ARTICLE II – STRUCTURE

One for the World Columbia will consist of the following sub-units: the Executive Board and the Student Ambassador/General Membership core. 

         SECTION ONE – EXECUTIVE BOARD

A. Definition – The Executive Board will be the governing board of One for the World Columbia.

The Executive Board will establish and enforce organization policy, approve all organization activities, supervise operations, and provide leadership development for members.


B. Membership – The membership of the Executive Board can consist of, but is not limited to, the chapters Co-President(s) and the various Vice President(s) 


C. Meetings – The Executive Board will have regular meetings on a (bi-)weekly, or other regular, basis as determined at the beginning of the semester by the Executive Board.

 

1. Procedures – Meetings will be conducted, when applicable, according to Robert’s Rules of Order.  In all other cases, meetings will be conducted by common practices as long as they are not inconsistent with the By-laws.

2. Attendance – All members of the Executive Board will be expected to attend each meeting of the Board and remain for its entirety.  After three unexcused absences in a one-year term, a motion for impeachment can be brought against the member by the Co-President(s).  The discretion of the Co-President(s) will determine what constitutes an unexcused absence.  The member will be notified within 24 hours whether the absence is unexcused.

3. Visitors – Any member of the University Community or other invited guest may attend an Executive Board Meeting.  If a visitor wishes to address the Executive Board, notification must be given to the Co-President(s) in order to be placed on the agenda.

        

D. Quorum – A quorum is defined as three-fourths of the membership of the Executive Board.  A quorum is necessary to transact business at any meeting of the Board.

 

E. Leadership – The Co-President(s) and Vice President(s) together constitute the Leadership of the Executive Board. 

 

         SECTION TWO – MEMBERSHIP

A. Definition – The standing membership outside the Co-President(s) and Vice President(s), which make up the Executive Board, will be referred to as the Student Ambassador or General Member core (SA/GM core).

 

B. Membership – The membership of the SA/GM core will be organized by the appointed Vice President(s).

 

C. Application process – Membership of the SA/GM core is determined by an application process, which usually takes place during the first two weeks of each semester. Applicants who apply after the deadline will be considered at the discretion of the Executive Board. Applicants are required to write a statement of interest. Following an in-person interview with a member of the Executive Board, qualified applicants will be selected to join the SA/GM core. The Executive Board will follow the recommendation of the interviewer unless a three-fourths majority of the Executive Board votes otherwise.

 

D. Meetings – The SA/GM core will meet at least once a semester for a training, social, etc. event organized and executed by the relevant appointed Vice President(s).

 

 

E. Powers and Duties – Each member of the SA/GM core will have the following responsibilities and expectations: 

1. Attend at least one One for the World Columbia each semester.

2. Attend at least one SA/GM core event each semester.

3. Advocate to their respective network about the problem of extreme poverty, the possible solution of effective giving, and motivate them to consider taking the 1% pledge.

4. Abide by and promote One for The World’s mission, vision and aims, as defined at www.1fortheworld.org (cannot be altered - contact your chapter manager if you need to amend this)

 

 

ARTICLE III – OFFICERS

SECTION ONE – OFFICERS

A. Definition – The officers of One for the World Columbia are:

1. Co-President(s)

2. Vice President of Events and Logistics

3. Vice President(s) of Outreach / Student Ambassador Program 

4. Vice President of Social Media & Marketing

 

B. Qualifications – The qualifications for officers are:

1. President

a) Have served on the One for the World Columbia Executive Board for at least one semester prior to selection

b) Be a student in good academic and disciplinary standing

c)  Be able to fulfill at least one term of office

 

2. Vice President

a) Have at least one-semester involvement in One for the World Columbia

b) Be a student in good academic and disciplinary standing

c)  Be able to fulfill at least one year of office

(Requirements are null and void in the first year of chapter operations)

 

C. Selection – Selection for all Officer positions will be determined at the discretion of the currently serving Co-President(s) and Vice President(s). The original Co-Presidents of One for the World Columbia assumed their roles by virtue of their being the founders of One for the World Columbia.

 

D. Term of Office – Officers will be selected for at least one term, which will begin with an

orientation and transition period after their selection and ends on the last day of classes of the semester in which they were selected. Officers will be offered the opportunity to continue in their roles for the following semester if the Co-President(s) and Vice President(s) deem their performance to have been satisfactory. There is no term limit for any position.

 

E. Vacancy –  In the event that an Executive Board position becomes vacant before the term

is completed, the Co-President(s) will appoint an interim replacement until the position can be filled permanently. If the position of Co-President(s) becomes vacant, the Vice President of Events will assume the position and appoint an interim replacement to the Vice President of Events position until it can be filled permanently.

 

F. General Duties and Responsibilities – All officers will be responsible for the following:

1. Serve as a member of the Executive Board and attend all meetings.

2. Attend all leadership weekends and training.

3. Abide by and promote One for The World’s mission, vision and aims, as defined at www.1fortheworld.org(cannot be altered - contact your chapter manager if you need to amend this)

4. Manage the orientation of their successor upon completion of the selection process.

5. Participate in sub-committees as needed.

6. Maintain scheduled office hours during regular business hours as needed.

7. Establish personal and position goals.

 

G. Detailed Duties and responsibilities:

 

Co-President(s) - Champion of the club, motivates and manages the Columbia board, and establishes a strong presence in the Columbia community.

Primary Responsibility: Maintain cohesion of One for the World Columbia and guide it in pursuit of its principal goals of effective altruism education and pledge-based fundraising.

Requirements: Strong leadership skills. Ability to maintain effective personal contact with every other Officer and with General Body members, and to preside efficiently over Executive Board meetings.

1.              Collaborate with One for the World HQ on long-term strategy and broad One for the World initiatives.

2.              Develop and prioritize initiatives to strengthen club standing at Columbia.

3.              Interface with the New York community, Columbia administration, other Columbia organizations, and other outside agencies.

4.              Work to coordinate and assist the other board members as needed.

5.              Build relationships with faculty and professors.

6.              Respond to external emails and requests for information regarding the initiative.

7.              Lead by example - get at least 10 classmates to make the pledge!.

8.              Preside over Executive Board meetings.

9.              Plan agendas for Executive Board meetings.

10.            Serve as an official spokesperson for One for the World Columbia.

11.            Provide general direction and ensure efficient functioning of all components of the organization.

12.            Serve as a liaison between One for the World Columbia and other University entities as needed.

13.            Serve as liaison for Student Government.

14.            Establish and organize ad-hoc committees as needed.

15.            Plan leadership development activities for the Executive Board.

 

Vice President of Events and Logistics - Serves as the operational backbone of the OFTW chapter and develops into a potential OFTW chapter president. 

Primary Responsibility:  Ensure smooth, seamless operations, including and not limited to: working with other members of the team to ensure their operational needs are met; and managing third-party relationships needed to support OFTW chapter success.

Requirements: Attention to detail, strong organizational skills and the ability to interpret and communicate non-profit indicators

1.              Work with One for the World Executive Committee to measure and report impact, and circulate this information to donors in a compelling but transparent way.

2.              Address any issues faced by donors and/or the team when using the platform.

3.              Work with our web developer to push new content/features to the website as needed.

4.              Lead by example - get at least 10 classmates to make the pledge!

5.              Assist the President(s) and serve in his/her absence for all matters pertaining to finance.

6.             Assist President(s) and function in their absence in all matters pertaining to human and public resources.

7.              Participate in the budget development process and represent One for the World Columbia in any budget hearings with the President(s).

8.              Be familiar with Student Governing Board financial codes and guidelines and ensure that all One for the World Columbia financial transactions are in compliance.

9.            Coordinate all fundraising activities.

 

Vice President(s) of Outreach / Student Ambassador Program  - Lead a committed team of students who act as ambassadors for the program by committing their 1% and encouraging their friends to do the same.

Primary Responsibilities: Recruit, train, and motivate the Outreach Committee members and Student Ambassadors – the campus liaisons who recruit their classmates to commit to One for the World.

Requirements: Ability to lead, motivate, and coordinate a group of peers. Strong organizational, communication and interpersonal skills.

1.              Organize nomination / recruitment process of Outreach Committee members and Student Ambassadors. Student Ambassadors serve as advocates for One for the World Columbia on campus, but are required neither to attend Outreach Committee meetings nor to staff One for the World Columbia events.

2.              Develop Outreach Committee and Student Ambassador training materials and recruit faculty to lead training sessions.

3.              Develop goals and metrics for Outreach Committee members and Student Ambassadors.

4.              Provide ongoing support and motivation to Outreach Committee members and Student Ambassadors.

5.              Set target number for number of Student Ambassadors and manage Student Ambassador progress towards individual goals.

6.              Lead by example - get at least 5 of your classmates to make the pledge!

7.              Responsible for membership recruitment drives in cooperation with the Executive Board.

8.              Direct year-long drives for membership recruitment and retention.

9.              Maintain accurate active membership list.

10.     Organize Committee members to staff One for the World Columbia events. 

 

Vice President of Social Media & Marketing - Oversee One for the World Columbia brand management and marketing planning and implementation.

Primary Responsibility:  Responsible for One for the World Columbia brand strategy and marketing initiatives.

Requirements: Creative writing and social media skills; previous marketing experience ideal but not mandatory.

1.              Create print and digital collateral (emails, posters, etc.) and visual assets.

2.              Update/maintain website with: Student Ambassador and donor testimonials; fundraising targets/goals met; press releases; etc.

3.              Create brand awareness campaigns and integrated marketing strategies to be implemented by the board and Student Ambassadors.

4.              Develop and send out newsletters and other communication content to Columbia’s campus.

5.              Lead by example - get at least 5 of your classmates to make the pledge!

 

ARTICLE IV – OPERATIONS

 

         SECTION ONE – BUDGET

         The One for the World Columbia budget will be approved and controlled by the Executive Board and monitored by the Co-President(s) and Vice President of Events and Logistics in collaboration with the Mentor.

 

         SECTION TWO – FACULTY ADVISOR

One for the World Columbia’s faculty advisor is Professor Phillip Kitcher.  The mentor advises the Organization, and provides feedback as to budgeting and long-range planning of One for the World Columbia. One for the World Columbia will also work closely and be advised by the One for the World Executive Committee and other developed One for the World chapters.

 

         Faculty advisors are non-voting members of the organization.

 

1. Selection – The faculty advisor will be reviewed by the members of the Executive Board annually. A three-fourths majority vote of the Executive Board is needed to change the faculty advisor.

2. Responsibilities – The faculty advisor for One for the World Columbia will act to support the group and provide guidance in matters pertaining to public relations, marketing, long-term strategy, etc. The mentor will act to help One for the World Columbia remain true to its principles and by-laws.

 

SECTION THREE – VOTING

Final decision-making for all matters pertaining to One for the World Columbia will be conducted by the Co-President(s) and Vice President(s). The Co-President(s) and Vice President(s) are expected to come to a consensus when possible and will take SA/GM core input into account for relevant decision-making. For cases in which no consensus can be reached, decisions will be made based on a majority vote among the President(s) and Vice President(s). Where no majority is possible, the longest-tenured SA/GM core member will serve as a tiebreaker. All decisions made by the President(s) and Vice President(s) will be reported at the following Executive Board meeting.

 

SECTION FOUR – DEFICIENT PERFORMANCE

         Any infraction of the One for the World Columbia Constitution, By-laws, or guidelines, and/or failure to adequately carry out job functions by a One for the World Columbia Executive Board will constitute deficient performance.  Any member in good standing with One for the World Columbia, or the Director of Growth of One for the World, may bring charges of negligence against an Executive Board member. Charges may not be made anonymously.  All charges must be made in writing and submitted to the Co-President(s).  In the event that the Co-President is being charged, the Vice-President(s) or One for the World’s Executive Director will carry out the proceedings.  Any such member’s status will be subject to review according to the following procedures: (cannot be altered - contact your chapter manager if you need to amend this)

 

1. The Co-President(s) (or other person carrying out proceedings as defined in the previous clause) will convene a meeting with the accused Executive Board member and the mentor to discuss the alleged deficiencies.  The result of this meeting will be one of the following: 

A. Corrective actions recommended which may include a probationary period;

B. Decision to take no action and dismiss issue;

C. Recommended resignation by member or impeachment by the Executive Board.

 

2. Any action will be documented in writing with copies to the member and to the faculty advisor.

3. If impeachment is deemed necessary, the issue will be discussed as the first order of business at the next regular meeting of the Executive Board in closed session.  The member will be invited to be present with reasonable notice.  The Executive Board may effect impeachment with a three-fourths majority vote.  The Executive Board may also elect to impose a lesser sanction.

 

ARTICLE V – AMENDMENTS

         Amendments to these by-laws may be proposed in writing by any member in good standing at any regular meeting of the Executive Board in which quorum exists.  A proposal presented at a regular meeting will become effective upon approval by the Co-President(s) and Vice President(s), provided that it does not conflict with One for the World’s vision, mission and aims. Any amendment that could reasonably considered to conflict with One for the World’s vision, mission and aims cannot be proposed without the express written permission of the Executive Director of One for the World. (cannot be altered - contact your chapter manager if you need to amend this)

 

ARTICLE VI – RATIFICATION

These by-laws will become effective by a majority vote of the Co-President(s) and Vice President(s).  Ratification becomes complete upon approval of the Student Governing Board.  These by-laws when ratified will supersede any existing documents and take effect one week following ratification unless otherwise specified in the amendments.

 

ARTICLE VII – REVIEW

The Constitution and the By-laws will be reviewed and revised where necessary on even-numbered years.