Constitutions and Elections
In this section we are going to Highlight some Areas of the RSO Handbook that are relevant to most student organizations and provide Links to video resources as an option for student organizations running elections.
Video of the Training January 24th
Sample Constitution
RSO Handbook
When Creating your Constitution or reviewing a Constitution you already have it’s best to use the Sample Constitution as a starting place.
RSO Constitutions include the following articles
Article 1: Name of the Organization
This article communicates what your organization’s name is. This is the name that is used on MyPNWLife, the PNW.edu Website, your SSF Account and your COOL Account. When you want to change your name, your constitution must be updated and submitted to the office of student life for review
Article 2: Purpose
In this section, it is suggested writing your mission statement, which is a statement that explains your group’s purpose.
No purpose or objective of the organization shall be in conflict with the Student Code of Conduct, applicable state or federal laws presently in force or hereafter enacted.
Article 3: Membership
In this section, it is Mandatory to include these Lines
- “Membership in the organization shall be open to all regularly enrolled undergraduate students without regard to race, color, sex, disability, religion, sexual orientation, national origin or veteran status.”
- The organization must have at least three (3) undergraduate members.
- Hazing practices within the organization are prohibited as stated in the Student Code of Conduct and Student Organization Handbook.
Article 4: Officers and Duties
The Registered Student Organization Handbook Defines these as:
RSO officers and members must be registered PNW students, and all officers must be enrolled in at least one PNW class per the current semester. Officers must be and maintain good academic and judicial standing with an overall GPA over 2.5.
- President:
- Ensures the RSO registration status remains current, including completion of annual constitution review, re-registration, and mandatory trainings
- Ensures all events, meetings, and other club activities are requested, approved, and managed by an officer or officers via MyPNWLife, including completion or collection of any additional required paperwork for an activity to be approved
- Ensures RSO regularly sets bi-weekly/monthly RSO meetings.
- Remains in contact with the Office of Student Life and keeps Student Life informed of organization needs, activities, and updates
- Ensures the RSO and its members follow University regulations, procedures, and guidelines
- Ensure that RSO operations continue through officer changes, and that new officers are transitioned into their positions before a term has ended
- Vice President:
- Responsible for duties of the President in their absence
- Supports the President but sharing or taking on some of their duties as needed
- Ensures that everyone attends RSO leadership trainings
- Treasurer:
- Responsible for all RSO financial matters and records with the advisor
- Ensures timely spending requests, receipt submissions, and reconciliation of purchases
- Responsible for any contract requests and details associated with an activity that involves contracts of any kind
- Ensures proper handling of the Student Life credit cards, that are only used by approved and trained members of the RSO
- Ensures all RSO in-store and online purchases are tax exempt
- Prepares budgets and expense records for each RSO event or activity
- Ensures that the RSO account balances remain in good standing (do not go into negative or deficit)
- Secretary:
- Monitors, updates, and maintains Membership roster on MyPNWLife each semester
- Compiles minutes for all RSO meetings and uploads to MyPNWLife files
- Uploads and maintains all RSO records, documents, and files into the Files section of your MyPNWLife group
- Maintains RSO group information on MyPNWLife
- Monitors and responds to RSO communications
Article 5: Elections
Video on Hosting Virtual Elections in MyPNWLife
RSOs should use this section to provide information on how they conduct nominations and elections for their student organizations
Article 6: Advisor
This section is Mandatory when creating your Constitution
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- The Advisor must be a full-time Purdue Northwest faculty member or administrator (Limited Term Lecturers or clerical staff are unable to serve as advisors).
- The Advisor shall be ex officio with no voting privileges.
- The Advisor duties are suggested to include:
- Provide stability
- Meeting with the club officers on a regular basis.
- Attending club meetings and club activities.
- Attend monthly advisor meetings held by the Office of Student Activities
- Keeping updated on club issues and intentions.
- Meeting with the Treasurer on a monthly basis to review account balances and financial transactions.
- The Advisor has veto power over any decision made by the club which is in direct violation of University policy.
- The members of the organization can remove the advisor from duties at any time if duties are not being upheld.
Article 7: Quorum and Meetings
Quorum is the minimum number of members of an assembly or society that must be present at any of its meetings to make the proceedings of that meeting valid.
It is Mandatory that Constitutions state what Quorum is for themselves
Article 8: Disbursement of Funds
Mandatory to include:
“All disbursements and charges must be approved by the Treasurer and Advisor.”
“All financial transactions will be managed through the Purdue University Northwest Bursar and Business Office.”
Student Life recommends that Student Organizations add a line to transfer COOL funds to RSOs with similar Constitutions in the case that the Club becomes inactive.
Article 9: Miscellaneous.
Mandatory to Include:
“This Constitution and any amendments and changes hereto shall be kept on record with the Office of Student Life and shall be available to any member for inspection during reasonable office hours.”
Student Life allows student organizations to make and change their constitution as needed. Any changes just need to be sent to studentlife@pnw.edu. If student Organizations want to add more articles to their Constitution outside of the mandatory sections, provided that it is not in conflict with the RSO Handbook and Student Code of Conduct, they are welcome to submit them to the Office of Student Life for review.
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