Developing a Constitution

The following is a list of items to consider when drawing up a Constitution for a Stanford registered Voluntary Student Organization (VSO). The questions included below are meant to stimulate your thought about the design of a constitution the best serves the needs of your organization. To start an organization, you must first meet with an OSA Advisor, we advise you to bring a draft of your organization's constitution for review. Each year every organization must be re-registered in order to be eligible for privileges such as use of the Stanford name and facilities. With these privileges come responsibilities, such as abiding by University policy and banking with the ASSU Student Organizations Fund. For more information, consult the Handbook for Student Organizations available through the OSA website. After you have completed the Constitution form and have met with an OSA advisor you will then be able to register your organization online. Remember that your organization is responsible for governing itself. The more clearly you write your constitution/governing documents, the more smoothly your organization will run-especially during times of leadership transition.

*After your Constitution has been fully approved, submit an electronic copy to your OSA Advisor.

Student organizations recognized by the Office of Student Activities may use the University name in their title. Consider a name, which is not too similar to one used by another organization. Avoid using the word "Stanford" as the first word in the name of your group. This will make it easier for others to find the name of your group.

This section describes what unifying interests, purpose or projects bring your group together. A clear purpose is helpful in defining, monitoring, and evaluation projects, objectives, and goals. Your organization's purpose should be sufficiently unique to distinguish it from other VSO's. If not, perhaps it would be better to work with an existing group than to create another new one. Remember we already have over 500 groups.

Membership must be open to all registered Stanford students from a degree granting program. There may be criteria for membership, which determine how people indicate that they are members of the group. There may be restrictions on membership, which relate to the purpose and goals of the group. Restrictions may not be arbitrary or discriminatory and must be based on objective criterion. Only registered Stanford students from a degree granting program are permitted to serve as members and leaders of a student orgranization. Faculty, staff, and other non-student community members may participate in organization activities and events but cannot serve as leaders or members of the organization.

1. What are the criteria for membership in the group? Attendance at one meeting?
2. Demonstrated commitment?
3. Are there any restrictions to membership? A good singing voice?
4. Will the group require its members to pay fees or dues?
5. What are the responsibilities of members? Committee work? Attendance? A share in a leadership role?
6. What will be the criteria for exclusion or expulsion of a member?

A. Titles and Responsibilities (All group leaders must be registered students)

1. The minimum is to have a group leader (or president, representative, coordinator, etc.) and a treasurer (financial officer).
2. What other officers will your group have, and what responsibilities will be included in each job description?
3. Is there a system of checks and balances within leadership and its members?
4. What consideration has been given to record keeping for your group?
5. What budgetary arrangements have been made?
6. What provisions will the group include to grant emergency decision-making authority?

B. Election and Removal Process

1. What are the criteria for candidacy?
2. What election procedure will your group use? Majority or 2/3 vote? Voice or written ballot? (The process must be democratic.)
3. What run-off or recall provisions will the group choose?

C. Length of Term

1. How long will the elected officers serve? Quarter, semester, academic year? (We recommend that elections take place in the winter quarter to allow time for current officers to transition new officers into the their role.)

If and when the group becomes defunct, this describes what happens to any funds or things that you own. Both money and property may be bequeathed to any registered organization or department at Stanford. They may not be given to any off-campus organization.

Describe the process for changing the constitution.

1. Will the group use consensus, a vote or mandate to amend its constitution?
2. If by vote, shall a quorum or simple majority be required for approval?