Revised: August, 2013
George Fox University
Associated Student Community
Student Organizations
Policy Manual
2013­14 Academic Year
Student Organizations Director: Liliya Bachinskaya
1
Revised: August, 2013
Message from the Student Organization Director
Thank you for contributing to the George Fox University community with your events, activities,
cultures, services, causes, motivations, and driving ideas for change. The formation of your
student organizations have great importance on this university body, the greater community of
Newberg, and other surrounding areas. The purpose of this manual is to familiarize any student
organization with the policies and bylaws of ASC pertaining to your student organization’s affairs.
My aim for this academic year and others to follow, is to aid student organizations with any
existing needs. As the Student Organizations Director, my desire is to help facilitate on­campus
club creativity and involvement.
Please let me know of any questions or comments regarding the manual or any aspect of your
student organization.
Blessings,
Liliya Bachinskaya
ASC Student Organization Director
Student Organizations Director: Liliya Bachinskaya
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Revised: August, 2013
Table of Contents:
Starting a Newly Chartered Student Organization:
Obtaining an ASC Charter Organization:
Maintaining Your Club:
Resources Available to Clubs:
Responsibilities of Clubs & Advisors:
Chartered Organization Finances:
APPENDIX A: ASC Statutes Regarding Clubs
APPENDIX B/C: Constitution & Bylaws Template
Appendix D: Contacts
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Starting a Newly Chartered Student Organization:
What You Need to Start a Newly Chartered Student Organization:
1. At least five members and a leader
2. A constitution & bylaws (due second semester)
3. An advisor
4. A Chartered Application
Where to Find and Submit Applications
All applications and forms related to clubs are available through the ASC Student Organizations
Director. All forms are electronically available on the Student Organizations Google wiki
https://sites.google.com/site/studentorganizationsgfu
Student Organization applications cannot be emailed because specific sections require advisor
and officer signatures. Submit your applications to the Vice President box in the ASC office.
Constitution, Bylaws & Members
For a club to be chartered, a constitution is required. A club constitution has a mission
statement, job descriptions for all the officers of the club. The bylaws include the written out rules
concerning elections and the general operations of the club. CONSTITUTION is an absolute
requirement before a club can become chartered (bylaws are required at the beginning
of second semester; both are required to be renewed for the following year). Please refer
to Appendix B and C of this manual for a “do­it­yourself” constitution & bylaws worksheet. In
Appendix B and C, NOTE: there are bold sections, which are required to be stated in all student
organizations’ Constitution and Bylaws. The Student Organizations Director can assist in
creating a constitution and bylaws for student organizations. Also, officer positions need to be
filled out and stated with at least 5 members total. Elections are to be held by current student
organization officers as outlined in the constitution.
National Umbrella Organizations
If the student organization is nationally sponsored (i.e. College Democrats have a statewide and
national group that charters individual chapters on campuses), there may be a pre­written
constitution for student organizations. Furthermore, funds or promotional materials may be
provided through national sponsorships. If the national organization requires the student
organization to adopt a constitution/bylaws that conflicts with the GFU lifestyle agreement or any
rules/policies of GFU or ASC, the student organization may not be eligible for support or
recognition from GFU or ASC.
Finding an Advisor
All student organizations must have at least one, full­time employee of George Fox (professors
or staff) to serve as an advisor to the club. The advisor needs to be familiar with the student
organization, and its purpose and mission statement. Advisors are required to sign an advisor
verification form which is part of the chartered student organization application packet.
Filing a Chartered Student Organization Application
After establishing a constitution, bylaws, at least five members, officers, and an advisor, the
student organization is required to submit an application for Chartered status.
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The Chartered Student Organization Application includes the following completed forms:
1. Chartered Student Organization Application
2. Organization Information Form
3. Advisor Verification Form
4. Dues/Income Verification Form
5. List of members (typed) and list of officers (typed)
6. Proposed programs/activities for the upcoming year
7. Your constitution with mandatory statements. (In appendix B, the mandatory statements are
bolded).
8*. Bylaws are due at the beginning of second semester after club has been active for one
semester. (In appendix C, the mandatory statements are bolded).
Once the newly chartered application is completed, the Student Organizations Director will
review the application, advise the student organization on any corrections or clarifications to the
application. The final application will be presented to the ASC Leadership Advisor and Central
Committee, who have the authority to recognize and charter student organizations. The Student
Organizations Director will notify the student organization of status approval or denial.
Important Terms:
Active­ valuable organization contributes to the George Fox community with effective group
activities and events (not just meetings).
Stable­ organization has sound financial practices and a committed, active member base.
Accountable­ files detailed monthly reports, and monthly reflections.
Communicative­ responds to email, phone call, in person, or in other forms of communications
promptly and clearly.
Note: It is expected that if there is a conflict pertaining to requirements or internal student
organization conflicts, the contact person should communicate issues to the ASC Student
Organizations Director.
Maintaining Your Club:
Reminders:
● Organizations must stay active to keep their chartered status
● All organizations are reviewed at the end of each semester
● Organizations can lose their chartered status if they are inactive, or fail to follow proper
protocol or conduct
● All organizations renewing chartered status in the fall, must submit a budget proposal for
the following year mid­spring semester
● Active student organizations are required to meet with the student organizations director
twice a month and submit monthly report forms.
Monthly Reflections
Monthly reflections are due at the same time as the monthly reports; by the first Friday of the
month, following the reporting period. (i. e. September’s monthly reports will be due by the first
Friday in October). This is required for all student organizations. Monthly reports are a qualitative
method for the ASC Student Organizations Director to document student organizations’
progress and identifies issues within the student organizations. The ASC Student Organizations
Director can help resolve conflicts and provide resources depending on the needs of the student
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organization. Monthly reports are to keep ASC recognized student organizations accountable to
ASC and the club’s constitution and bylaws. Also, monthly reports allow student organizations to
track their organization’s progress, identify strengths and areas of improvement. The required
length for monthly reports is each student organization write a half to a full page typed.
Incorporate these question in each monthly report:
● Include dates of events and number of people who attended
● List and describe the activities and events the student organization instituted.
● Identify any strengths or issues that were apparent this month for the student
organization.
○ If issues came up, how this could be avoided in future months?
● What are some goals for the next month?
● Any thoughts the student organization would like to voice to ASC.
Note: Do not limit the monthly report to these questions only.
Resources Available to Clubs:
Reminder:
● The ASC Student Organizations Director is the go­to person for all club related needs.
Organizations have access to the General Organizations Fund (GO Fund) by submitting a
proposal outlined on the ASC website under resources: http://www.georgefox.edu/offices/asc/
In the ASC Constitution, this is outlined in Article 2, Section 5: Chartered Student organizations
must submit a proposal two weeks prior to the date of the event to the ASC office.
On campus purchases can be made at the library, bookstore, Bon Appétit, Bruins Den,
Mail Service & Print Services. On­campus purchases can be obtained through the ASC
Student Organizations Director. Off campus expenses can be reimbursed once the
Expense Reimbursement form has been filled out and submitted to the ASC Student
Organizations Director.
Benefits of Chartered Status
1. Cooperation and resources from the ASC Student Organizations Director
2. The opportunity to obtain meeting or event space in campus facilities by contacting Event
Services
3. The opportunity to participate in Get Involved Fairs each semester (in Fall during Serve
Day and in Spring during the Scholarship Competition)
4. The opportunity to have the organization listed in all ASC listings of Student
Organizations, as well as the official listing located on the ASC website
5. The opportunity to publish ads or announcements in the Crescent, on KFOX, Stall Street
Journal, and all other ASC publications
6. Access to and help from the Public Relations committee in designing and printing
materials for the organization (i.e. posters, ads, t­shirts, etc.)
7. Access to some ASC office resources (refer to Student Organizations Director for
assistance and to access materials)
8. Access to and inclusion on the ASC Master Calendar for scheduling activities and events
9. The ability to conduct fundraising activities within the parameters of GFU rules, policy and
lifestyle agreement
10. The ability to seek financial support from their national organization (only if your club is
recognized by the national organization)
11. Access to three iPads for meetings, publicity and other student organizations events
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Responsibilities of Clubs & Advisors:
ASC Recognized Student Organization Requirements:
1. Accept responsibility for individual actions including the sponsoring and supervising of
club programs, safe operation of club programs, ensuring facilities are used for the
purpose for which they are scheduled, and reimbursing George Fox University for
damage to university property or facilities.
2. Participate in both the Fall Get Involved Fair in association with Serve Day and the two
Spring Scholarship Competitions.
3. Attend at least one leader meeting per semester, bi­monthly (twice a month) meetings
and any other individual meetings called by the ASC Student Organizations Director, Vice
President or the ASC Leadership Advisor. Student organization leaders will be given a
minimum of one­week notice of any such meeting.
4. Complete and submit the Monthly Reflection by the first Friday after the reporting month
to the ASC Student Organizations Wiki
https://sites.google.com/site/studentorganizationsgfu.
5. Advertise all activities and meetings to the general student population.
6. Have all advertising be posted in the Bruin’s Den approved and stamped by a member of
ASC Central Committee.
7. Adhere to all local, state, and federal laws and regulations as well as the George Fox
University Lifestyle Agreement.
8. Operate in a manner consistent with the goals and standards of the university. If a club
chooses to operate in a manner that is inconsistent with the University Lifestyle
Agreement as well as the University’s goals and standards then ASC reserves the right
to defunct (end) the club. (Please refer to the Student Handbook & ASC Constitution on
the George Fox University & ASC website.)
9. Manage university resources wisely, ethically, and according to university and
department guidelines.
10. Maintain an advisor who is a full time member of the George Fox University faculty, staff,
or administration.
11. Ensure continuity from year to year by training new leaders and keeping good records.
12. Must inform the ASC Student Organizations Director of any changes in leadership
(including officers and advisors).
13. Provide receipts with the Expense Reimbursement Form for all monies received from the
General Organizations Fund (GO Fund).
14. Inform the ASC Student Organizations Director of the elected leaders at the end of the
academic year during the spring semester. This will aid the ASC Student Organizations
Director for contacting student organizations officers the following academic year.
Please refer to the Student Handbook & ASC Constitution on the George Fox University & ASC
website.
All Advisors Are Expected To:
● File an advisor contract to the student organizations director. For additional question
contact the student organizations director.
● Provide guidance and overall assistance to the student organization. The
advisor shall serve as a consistent source of information to the organization from year to
year.
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Maintain contact and communication with the organization.
Encourage and advise the organization in carrying out active and significant programs,
while working with the officers to promote an effective administration of the organization.
Help student organizations’ members apply principles and skills used in the classroom to
concrete examples out of the classroom.
Be a role model for the GFU lifestyle contracts.
Provide insight into the group’s problems and successes.
Assist the organization in compliance with all George Fox University and ASC policies
and procedures. This includes such policies as risk management, financial, trademark
and licensing, IT, and ASC requirements.
Attend meetings as needed.
Meet individually with the organization president or other officers.
Take an active role in assisting student leaders to formulate the organizationʼs goals and
prepare an annual budget.
Assist in planning events.
Advisors of student organizations should not:
● Pledge his or her backing for the debts of the registered student organization
● Run the organization, by reserving the right to approve or control its decisions and
activities
● Serve as the student organizationʼs treasurer, bookkeeper, accountant, or
auditor.
● Impose their own bias.
● Manipulate the group, impose, or force their opinions.
● Close communications.
● Be afraid to let the group try new ideas.
● Be laissez­faire or autocratic.
Chartered Organizations Finances:
There are two financial categories Chartered Organizations can fit into:
1. Independent
a. Includes any organization that has or is planning on having a bank account
outside of ASC and George Fox University to hold finances including dues.
b. Requires an IRS Federal Employer Tax ID Number
c. Requires at least two signatures on the account (president and advisor), including
all checks.
d. Requires copy of bank statements to be turned in at the end of each semester to
the ASC Treasurer, who will route all statements to the Financial Affairs office.
(Fall should include April­November and Spring should include December –
March.) This will be used for auditing purposes.
2. Dependent
a. Includes any organization that has or is planning on proposing to receive funding
through ASC
b. Must submit proposal two weeks prior to event for Reimbursement.
c. Must submit proposal three­ four weeks prior to event for check request or petty
cash.
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Chartered Student Organizations may also utilize the General Organizations Fund (GO Fund) for
assistance with events and activities.
About the General Organizations Fund
Who may request funds?
Any Chartered Student Organization holding active status within ASC
What expenses may an organization request funds for?
The General Organizations (GO) Fund should be used to assist in hosting organizations’ events
and activities or for one­time/non­recurring expenses.
How much may an organization request?
A chartered student organization may request from the GO Fund. There is not a set limit
regarding the amount of funding which a student organization can receive. However, Central
Committee or the ASC Leadership advisor has the authority to fund a particle amount or deny
the proposal. Before receiving the funding, the student organization must submit a proposal
outlined on the ASC Website. If applicable, some student organizations may apply for the
Community Life Fund to receive additional funding.
What an organization must do to request funds?
This is the ASC page http://www.georgefox.edu/offices/asc/. Look under resources and how to
write a proposal. It will be outlined on this website. Also, this is a mandate for all chartered
student organizations to file a proposal according to Article 16, Section 6 in the ASC constitution.
All proposals must be submitted to the ASC officer in the Vice President’s box. Once application
has been received by the ASC Vice President, he or she will present the proposal to Central
Committee and the ASC leadership advisor. The ASC leadership advisor and Central Committee
have the authority to approve or deny requested funds.
How are funds disbursed after approval?
Independent Organizations
Monies will be disbursed in the form of check to the organization's president or chairperson in
the name of the organization one to two weeks after the meeting.
Dependent Organizations
Monies will be disbursed in the form of check to the organization’s president or chairperson in
the name of that individual. After the event or activity has occurred the president or chairperson
needs to submit an Expense Reimbursement Form in order to be reimbursed. The president or
chairperson has two weeks before the date of the event or activity to submit the Expense
Reimbursement Form. Be sure to keep your receipts. Also, student organizations may apply
three to four weeks before funds are need to gain a check request. The check request will be a
check or petty cash presented to the student organization of the exact amount need for proposal.
The same receipt policy applies to the check request. If any funds are not spent the funds are
required to be submitted back to ASC’s GO fund.
Refer to specific sections:
Section 2. Chartered Student Organizations
Section 3. Declaring a Chartered Student Organization Defunct (post renewal
period)
Section 4. Chartered Student Organization Privileges
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Section 5. Chartered Student Organization Requirements
Section 7. Provisional Student Organizations
Section 8. ASC Student Organizations Policy
ASC Constitution Sections Pertaining to Student Organizations
Appendix A: ASC Constitution Article XVI­ Vice President. This section is from page 27­31 within
the ASC Constitution. It was updated 9/2013.
ARTICLE XVI – Vice President
Section 1. Vice President’s Committee
1. The members of the Vice President’s Committee shall include the Student Organizations
Director and Tech Editor.
2. Duties of the Student Organizations Director:
A. Meet with the Vice President regularly.
B. Serve as a member of the Students Organizations Council.
C. Ensure that all student groups submit the required materials.
D. Organize Get Involved Fairs for Fall (Serve Day) and Spring (Scholarship Competition)
semesters
E. Meet bi­monthly with Student Organization leaders and/or advisors
F. Assist new student groups through the application process
G. Maintain accurate and up to date records for all Student Organizations
H. Work with the ASC Public Relations, Tech Designer/Editor to update the ASC website
with information regarding Student Organizations
I. Provide training for Student Organization leaders and advisors as needed
Section 2. Chartered Student Organizations
1. To become a Chartered Student Organization, a Chartered Student Application packet
must be submitted to the ASC Student Organizations Director for approval by the ASC
Advisor. Student Organizations with less than 3 members are not eligible for Chartered
status.
2. Once approved by the ASC Advisor, applications will be submitted to the ASC
Central Committee for a two thirds vote on approval of Charter Status. If
approved by Central Committee, the Chartered Student Organization will be
permitted to function for one year and have continuing Chartered Student
Organization status and its privileges.
3. All current Chartered Student Organizations are subject to annual evaluation and
will be required to submit a renewal form to the Student Organizations
Coordinator by the end of the first, full week in February. The Student
Organizations Coordinator will then review each student organization and their
application packets, and compile a report with his/her recommendations and/or
reservations about each respective student organization. This report will be
issued to the Activities Director and be used in the recommendations of the
Student Organizations Council, which consists of the ASC Activities Director,
Student Organizations Coordinator and ASC Advisor. The Council will discuss
the report and evaluate the organizations’ legitimate role as an official Chartered
Student Organization on the George Fox University campus. A final report will
then be submitted to the ASC Central Committee for final action.
a. Any Chartered Student Organizations that fail to turn in their renewal form
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by the deadline will automatically lose their chartered status and funding.
If the organization loses its charter, that organization will be eligible to
submit a renewal form for provisional status within a week of losing its
charter. If the student organization fails that deadline, it will automatically
become defunct.
b. At this time current Charter Clubs must submit a proposed annual budget.
This proposed budget will help the Finance Committee and ASC
determine the amount of funding given to the Charter Club Status.
4. Chartered Student Organizations will be granted access to the ASC General
Organizations Fund (GOFund).
5. ASC Central Committee will decide how much of the General Organizations Fund
will be initially available to each chartered student organization. Criteria for
funding includes, but is not limited to:
a. Activities and events in the past.
b. How much of the student population does the student organization directly
affect.
c. What types of events the student organization organizes and executes.
d. How many events the student organization has historically put on.
e. The cost of past activities (nor more than three years prior) and events
organized by the student organization.
Section 3. Declaring a Chartered Student Organization Defunct (post renewal
period)
1. If, in the estimation of a Central Committee member, a Chartered Student
Organization fails to meet the requirements of Section 5, he/she shall bring
the Chartered Student Organization before the Central Committee for review.
2. The Central Committee, by a two­thirds (2/3) vote, may declare a Chartered
Student Organization defunct or place the organization on probation and
direct the Student Organizations Director to develop a plan of action for
the organization to meet requirements.
3. The decision of the Central Committee may be appealed by a proposal of two
(2) members of that particular Chartered Student Organization to the Central
Committee. The Central Committee must hear appeals within two weeks of
its submission.
4. Defunct Chartered Student Organizations will be allowed to apply for
Provisional Student Organization status within a week after the Central
Committee declares them defunct, otherwise they will be defunct until the
end of the semester.
Section 4. Chartered Student Organization Privileges
1.Cooperation and support with the ASC Activities Director and Student
Organizations Director.
2. Ability to reserve rooms for meetings through GFU Event Services.
3. Inclusion in the George Fox University Handbook and website.
4. Access and support of the ASC Public Relations Department.
5. The right to use ASC funds for Chartered Student Organization use.
A. Each Chartered Student Organization will have access to the General
Organizations Fund (GOFund). The club will be given an account
number to use on campus. This account number may be used in any
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computer lab, library copier, bookstore, Klages Dining Hall, Bruin Den,
and Print Room. For off campus expenses, the Chartered Student
Organization president must seek out reimbursement, file a check
request or purchase order, which will need to be approved and signed
by the ASC Activities Director and the ASC Treasurer.
B. National Chartered Student Organizations are encouraged to seek
financial support from their national organizations, but they are
still eligible to apply for funds from the General Organizations Fund
(GOFund).
C. Any ASC funds remaining in the Chartered Student Organization’s
account at the end of the academic year will be forfeited back to ASC.
However, if the Chartered Student Organization has raised their own
capital, it will remain in their account for their use the following year.
D. Chartered Student Organizations must keep ASC budget money in an
ASC account unless they have received written permission. However,
Chartered Student Organizations are encouraged to keep a separate
account outside of ASC for money that is raised on their own.
E. Financial records must be submitted monthly to the Student
Organizations Director and follow the guidelines in Article V of the By­
Laws.
6. Access to and inclusion on the ASC Master Calendar for scheduling activities.
Section 5. Chartered Student Organization Requirements
1. A Chartered Student Organization must consist of a President, Treasurer, and
members of the student body, a faculty/staff advisor, and any other officers
deemed necessary.
2. A Chartered Student Organization must hold regular meetings, at least once
per month.
3. Each Chartered Student Organization is required to fill out a Monthly Report
Form and submit it to the ASC Student Organizations Director. Monthly
Report Forms and Monthly Reflection will be distributed at least one week before the date
they are due. Failure to turn in a Monthly Report Form and Monthly Reflection will result in
the Chartered Student Organization being placed on probation, temporarily losing
funding, and possibly being declared defunct.
4. Chartered Student Organizations are encouraged to raise money by collecting
dues (annual or per event fee) or doing fundraisers. This is strongly
encouraged since funds provided by ASC may not cover all activities for the
year.
5. Chartered Student Organization officers are required to attend any meeting
called by the ASC Vice President. Chartered Student Organization officers
will be given a minimum of one week notice of any meeting. Failure to attend
one of these meetings will result in the Chartered Student Organization
at minimum, being placed on probation and at maximum, being declared
defunct.
6. Each Chartered Student Organization is required to participate in the “Get
Involved Day Fair” held during the Serve Day celebration and any event the
ASC Central Committee deems necessary for all student organizations to
attend.
7. Chartered Student Organizations are required to advertise activities,
meetings, etc. to the general student population, unless an Academic
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Chartered Organization.
8. All flyers posted on campus must be approved, via stamp, by a member of
Central Committee.
9. A Chartered Student Organization president is required to attend individual
meetings with the ASC Student Organizations Director
as deemed necessary by the Vice President.
Section 7. ASC Student Organizations Policy
By the end of November, of each year, the ASC Student Organizations
Director shall review and/or revise the ASC Student Organizations Policy
Manual and submit it to the Central Committee for approval no later than
the second to last week in December. Current student organizations shall be
given time to review and give feedback on any change to the policy manual
at least one week prior to it being submitted to the Central Committee.
A. This manual shall include, but not be limited to, policies regarding
application procedures, events, standards for becoming Provisional
or Chartered and group privileges. It should also include copies of all
forms that student organizations are required to submit.
Section 8. Funds
1. The Vice President is responsible for providing applications and
communicating with applicants for ASC funds, including the Community Life
fund, Student Project fund, and the Academic Needs fund.
Section 9. The Vice President is under the advisement of the ASC President and the
Associate Dean of Student Leadership.
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APPENDIX B
“Do­it­Yourself” Constitution
All organizations must submit a constitution that provides the organization with guidelines for
operations and activities. This documents should be well written and kept up­to­date to meet the
needs of the student organization.
The constitution:
○ Establishes the broad structure and fundamental principles that govern the
organization
○ It should be straightforward, difficult to amend, and sound formal when reading.
Below are a sample constitution and bylaws that serve as a guideline for organizations. There
are several sections that are required by ASC to be included in the constitution. These required
sections are clearly marked below in bold print. Also, please remove the “this section should
include” and any other related helps in the constitution—make it your constitution.
Constitution of
(Insert Name of Organization)
(Insert Date)
Article I
Name and Affiliations
Section I:
“The name of this organization is…” No organization can include George Fox
University or GFU in the name of the organization for record keeping purposes.
Section II:
Please include the organization’s relationship to any George Fox University
department and/or any campus, local, state, national, or international
organization.
Article II
Purpose
Section I:
“The purpose of this organization is…” Please include the primary purpose of the
organization.
Article III
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Membership
Section I:
General Members
This section should include general membership requirements. This section must also
contain the following statement:
“Membership is restricted to regularly enrolled George Fox University
students, faculty, and staff. The organization and its members shall abide by and
honor the university’s lifestyle standards and values as outlined in the Student
Handbook. Failure to abide by and uphold these standards may be cause for the
organization to be reviewed by the ASC Central Committee and/or the Associate
Dean of Student Leadership. Appropriate action can be taken in these situations,
which may be up to and including the organization being disbanded.”
Section II:
Voting Members
This section should address the qualifications needed in order to be a voting
member of the organization (i.e. paid dues, are on current roster, etc.).
Article IV
Officers
Section I:
The officers shall be…(Please insert the titles of the officers. You can include
here a general statement about the role of each office. However, specific duties
and responsibilities should be included in the bylaws.)
Section II:
The qualifications for each office. (Please state any qualifications for each office.)
Officers are held accountable to adhere to the University Lifestyle Agreement.
Section III:
Officers will hold office from…(Please insert officers’ term limits. Also include
whether or not there is a limit to the number of terms for which any single person
may be re­elected)
Section IV:
If an officer’s position is to become vacant during his or her term, the following will
take place… (Please include the provisions to be made for filling vacancies. This
should include the process of impeachment of an officer who is not fulfilling his or
her duties.)
Article V
Advisors
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Section I:
The ??? organization shall have a George Fox University faculty, administrator, or
staff member serving as Advisor at all times.
Section II:
This section should include the general role of the advisor. See the Advisor
guidelines in this packet. Specific duties should be included in the bylaws.
Section III:
This section should include the provisions for the removal of an advisor.
Article VI
Meetings
Section I:
This section should address the frequency of regular meetings (weekly,
bi­weekly, monthly, etc.)and who has the authority to call the meetings. Quorum,
or the percentage of membership that must be present in order to conduct
business at the organization’s meetings, should be stated here.
Section II:
In addition, this section should also address who can call special meetings, as
well as the number of hours in advance that members should be notified of
special meetings.
Article VII
Amendments
Section I:
This constitution shall be amended by a vote of (2/3, 3/4, etc.) majority of the
membership at any regular or special meeting. The section should also include
how, when, and to whom amendments should be submitted prior to a vote.
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APPENDIX C
“Do­it­Yourself” Bylaws
All organizations must submit bylaws by the second semester to specify club organization. This
documents should be well written and kept up­to­date to meet the needs of the student
organization.
The bylaws:
○
○
○
Outline the rules of procedure for an organization
Should be consistent with the constitution
Are often easier to amend than the constitution
DUE ONE SEMESTER AFTER A CLUB HAS BEEN CHARTERED
Bylaws of
(Insert Name of Organization)
(Insert Date)
Article I
Membership
Section I:
This section should include procedures for becoming or selecting members.
When are members selected, by what process, what qualifications. Be specific
here.
Section II:
This section should include membership rights, duties, responsibilities, etc.
Section III:
Expulsion and resignation procedures should be provided.
Section IV:
Amount of membership dues, if any, how dues are decided upon, as well as how
often they must be paid should be addressed in this section.
Article II
Officer Duties
Section I:
The specific roles and responsibilities of each officer position should be included
here. Each officer can be listed as a separate section.
Article III
Election of Officers
Section I:
Elections of new officers will take place…(insert the estimated times of elections
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Revised: August, 2013
and how often they will occur.) The President of the club must be elected, by
one week prior to the spring term finals week or at an earlier time as the
members deem expedient.
Section II:
Insert information on the nomination process.
Section III:
Members who are running for office must…(insert election requirements such as
acceptance of nomination, speech, campaign, etc.)
Section IV:
Officers must be elected by…(insert simple majority, 2/3 majority, etc. Also
include secret ballot, hand vote, etc.)
Section V:
If an officer decides to step down from an office or is no longer enrolled…(insert
procedures for filling the office including how nominations are made, how the
election is held, how and when notice is given regarding the election)
Article IV
Advisor
Section I:
This section should include how the advisor is chosen and/or elected, and the
duration of their term.
Article V
Committees (as necessary or prudent)
Section I:
This section should address any specific and permanent committees of the
organization. It should include the function and specific duties of each committee.
Section II:
This section should include how members are selected to committees.
Article V
Finances (if applicable)
Section I:
This section should address any specific issues or guidelines regarding financial
records, reporting, responsibilities, etc. of the organization.
Article VI
Parliamentary Authority
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Revised: August, 2013
Section I:
This organization shall be governed by… (Specify source of parliamentary
procedure. Most organizations use Robert’s Rules of Order to govern their
organization’s decision making except when these rules are inconsistent with
their constitution or bylaws of the organization
Article VII
Amendments to Bylaws
Section I:
This should be somewhat similar to amending the constitution. However, bylaws
are apt to change more often than the constitution, thus amending should be
somewhat easier. Bylaws may be amended by proposing in writing and reading
the change at a general meeting of the membership and then bringing the
proposed change up for a vote at the next general meeting with 2/3 majority vote
of the membership present (a quorum being present).
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Revised: August, 2013
APPENDIX D
Contact Information:
Assistance or questions regarding student organizations
ASC Student Organizations Director: Liliya Bachinskaya
●
●
lbachinskaya10@georgefox.edu
(503)853­3200
ASC Vice President:
ascvicepresident.georgefox.edu
Reserving rooms or equipment for events or meetings
Event Services: Peggy Hutton
●
●
phutton@georgefox.edu
503­554­2027
Student Organizations Director: Liliya Bachinskaya
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