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					                           Guidelines for Becoming
                                      a Recognized
                             Student Organization
                                           At UND



                                         Student Involvement Office
                                                    Memorial Union
                                          Division of Student Affairs
                                                        701-777-4200
               website: www.union.und.edu/involvement/studentorgs
                     email: studentinvolvement@mail.und.nodak.edu




Updated 9/10
1                                                                                   Guidelines for Becoming a Recognized Student Organization at UND



                     Guidelines for Becoming a Recognized
                        Student Organization at UND

                                                      Table of Contents

Starting a New Student Organization at UND .................................................................................2

An Overview of Registration ...........................................................................................................3

Your Student Organization’s Constitution.......................................................................................4

Policies and Procedures for Student Organizations .........................................................................5

Code of Student Life Policies ...........................................................................................................6

Organization Status ..........................................................................................................................7

New Organization Intent to Organize Form.....................................................................................8

Model Constitution for Student Organizations ................................................................................9

Letter of Affiliations (Sample) .......................................................................................................20

Additional Services ........................................................................................................................21




                QUESTIONS? Call the Student Involvement Office at 777-4200.




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2                                                            Guidelines for Becoming a Recognized Student Organization at UND

         Starting a New Student Organization at UND
There are over 275 student organizations at the University of North Dakota representing the
spectrum of activity and interest. However, if you don’t find a student organization that aligns with
your interests and there are several people that feel the same, you have the opportunity to start your
own student organization. There is a lot of work in initiating and organizing a student organization
but the staff in the Student Involvement Office and the members of the Student Policy Committee
have streamlined the recognition process to make it as simple as possible. It is the belief of the staff
of the Memorial Union that involvement in co-curricular activities contributes to the overall success
of a student while in and after college. Thus, we value and encourage the development and
formation of new student organizations.

This packet contains all of the information and forms that you need to start an organization. It also
explains the policies and responsibilities that you agree to once you initiate this process. You must
be committed to the organization as well as to upholding University policies when starting a student
organization.

There are several benefits in becoming a recognized student organization at UND. These benefits
are listed in detail in the Student Organizations Resource Manual, but for starters, they include:

      Use of campus facilities for organizational meetings and activities at no charge.

      100 free single-sided black and white copies at Union Services per week, funded by Student
      Government.

      Access to partial funding for programs, travel, operating, and/or equipment needs.

      Organizational assistance from the Student Involvement Office.

      Access to storage space in the Student Involvement Office.

      Access to popcorn fund-raising opportunities through the Student Involvement Office.

      A monthly newsletter containing valuable information for student organizations.

If you need any assistance in this process, stop by the Student Involvement Office on the first floor of
the Memorial Union or call at 777-4200. Good luck!




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3                                                                  Guidelines for Becoming a Recognized Student Organization at UND


              An Overview of the Recognition Process
As a recognized student organization at the University of North Dakota, your organization will have access to
meeting facilities, event planning assistance, audio-visual equipment, posting opportunities, student
organization newsletters, leadership resources, as well as organizational and personal development workshops.
A full list of the rights of student organizations may be found in the Code of Student Life.

The Student Involvement Office and Student Policy Committee have developed a procedure for becoming a
recognized student organization at the University that makes the process simple and quick. The entire process
should take no longer than one month. The steps below delineate the process in its proper order:

1.    A student or group of students interested in starting a new student organization need(s) to meet with the
      Assistant Program Director for Student Involvement to discuss the organization the student(s) wish to
      establish and to review the registration procedure. Appointments may be made with the Assistant
      Program Director for Student Involvement by calling 777-4200 or by stopping by the Student
      Involvement Office.

2.    The student(s) must complete the Intent to Organize form (page 8) and submit it to the Assistant
      Program Director for Student Involvement. Upon submission of the Intent to Organize form, the
      organization may only use university facilities and reserve display cases.

3.    A constitution for your organization should be submitted within one month of turning in the Intent to
      Organize form.

4.    If your organization is going to be affiliated with a national organization, you must also attach a letter of
      affiliation from the affiliate organization to the constitution. A sample Letter of Affiliation is included
      in this guide (page 20).

5.    The Assistant Program Director for Student Involvement will review the completed constitution and its
      attachments. If all the information is in order, and no further revisions or changes are needed, the
      Assistant Program Director will present the constitution to the Student Policy Committee at the earliest
      meeting for recommended approval or disapproval. A student member of the organization must attend
      this meeting.

6.    If a problem with approval of the constitution arises at the Student Policy Committee meeting, the
      organization may choose to address the problem and resubmit for approval or may drop the request at
      this time.

7.    Upon approval, the organization should arrange one final meeting with the Assistant Program Director
      for Student Involvement to receive a fund number and to go over the privileges of being a recognized
      student organization at UND.

8.    A Roster Card must be submitted to complete this process. A Roster Card must also be completed each
      semester in order to remain in good standing with the institution.

9.    The University of North Dakota provides services and facilities only to recognized student
      organizations. Recognition should not be construed as endorsement, sponsorship, or approval of the
      organization's programs, activities, policies, actions, and/or operations.

If at any time during the process you have questions or concerns do not hesitate to contact or stop by the
Student Involvement Office for assistance, 777-4200.




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4                                                                Guidelines for Becoming a Recognized Student Organization at UND

            Your Student Organization’s Constitution
In developing the Constitution for your new organization, there are some fundamental requirements that you
need to keep in mind. The sections below outline the major points that should be covered in the document. A
more complete guide to constitution creation can be found in the Model Constitution (page 9).

Guidelines for Writing a Constitution
The constitution, or basic regulations, adopted by an organization should be simple and workable. Too many
restrictions in the constitution may hamper future operations. The purpose of the constitution is to set up an
organization that will function smoothly and with the least amount of misunderstanding.

Your constitution should be divided into major components called articles. Each article should address a main
idea, function, or operational area of your group. Articles may be subdivided into sections. The numbering of
articles is by Roman numeral, sections are by letter, and subsections are by Arabic numeral.

Article I/Name & Purpose states the name of the organization and forwards the founding principles, aims, and
ideas of the group.

Article II/Non-discrimination Statement must be in accordance with the University non-discrimination
statement.

Article III/Membership states the requirements and size limitations, if any. Regular membership must be
limited to students and/or faculty and staff of the University. The organization may establish other
classifications of membership as deemed necessary.

Article IV/Officers contains the list of officers, their terms of office, and their duties. Membership
requirements cannot conflict with the non-discrimination statement of the University. Elections are also
covered in this article.

Article V/Advisor states the selection and role of the advisor to the organization.

Article VI/Meetings states the regular meeting time and provisions for calling special meetings. If meetings
cannot be held regularly, authority to call meetings may be set in this article.

Article VII/Executive Committee establishes the members of the Executive Committee, their selection, and
term of office. (This article is optional if not listed under responsibility of an officer.)

Article VIII/Committees establishes any special committees deemed important and needed. (This article is
optional if not listed under responsibility of an officer.)

Article IX/Financial Structure states the requirements by the University and organization dealing with its
monies.

Article X/By-Laws Amending the constitution should not be too simple a process. For the sake of stability of
the group, it should be possible to amend the by-laws with greater ease. The constitution and by-laws should
always carry the dates upon which they were last revised. It is a good idea to insert in parentheses after an
amendment the date upon which it was passed.

Article XI/Amendments outlines the process for changing the constitutional policies and/or procedures. The
process usually requires an affirmative vote (either of 2/3 or 3/4) of those members eligible, present, and
voting. Also standards call for prior notification at an earlier meeting than the one at which the vote will be
taken.




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5                                                                  Guidelines for Becoming a Recognized Student Organization at UND

    Policies And Procedures For Student Organizations
Equal Access and Accommodation Statement
The University of North Dakota is committed to the policy of fostering a barrier-free environment (physical,
programmatic, informational, attitudinal) for people with disabilities under the legal obligations of federal, and
state statutes. The policy includes an agreement by the University to ensure that its organizations, programs,
events, and other aspects of student life are accessible to disabled people by seeking to provide reasonable
accommodations and auxiliary aids.

If organizations have questions concerning how to provide a barrier-free environment for those with
disabilities, please contact Disability Support Services at 777-3425.

Student Organization Accounts
Student Organization accounts are specific funds within the University accounting system established to
service recognized student organizations. The fund system operates similar to a checking account, but with
some differences. Not unlike a checking account at a bank, an organization deposits its money into its fund at
Student Account Services (Twamley Hall, 2nd floor). Money may be withdrawn from the organization's fund
by completing a Voucher form. Establishing an on-campus fund will enable a student organization to provide
accurate financial data to all organization members. In addition, the services provided by the University are
free, thus providing more funds for the organization to achieve its stated mission. Finally, the transition of
officers is facilitated due to the fact that the financial records of the organization are documented by
Accounting Services.

A fund will be assigned to the organization after it has been approved. The officers of the organization need
only to arrange an appointment with the Assistant Program Director for Student Involvement, 777-4076.

Room Reservation Policy
Meeting and event space is furnished at no charge to registered student organizations. Reservations may be
made by contacting the Administrative Office at 777-3928 or by stopping by their office on the third floor
(Room 300) in the Memorial Union.

If the organization has a standard weekly meeting time, they may schedule rooms for up to four weeks in
advance. When requesting a room for a meeting or event, remember to inform the Administrative Office of all
your needs, including room arrangements and equipment. If your group will not be using the room reserved, be
sure to notify the Administrative Office since meeting space on campus is limited.

Posting Policy
All posters, notices, brochures, pamphlets, and other literature must be placed on bulletin boards or brochure
racks designated for that purpose. All bulletin boards and brochure racks are under the jurisdiction of the
college, school, department, or administrative office that maintains them.

Sponsorship and/or the organization's name must appear on all posters. For additional posting policies. please
refer to the Code of Student Life.




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6                                                                Guidelines for Becoming a Recognized Student Organization at UND



                           Code of Student Life Policies
The items below are meant to be SUMMARIES of some of the policies which are relevant to UND student
organizations. As this is an incomplete listing in summary format, those interested should read the full policy
statement in the Code of Student Life.

Student Organizations must:
1.    submit an Officer Roster Card to the Student Involvement Office at the beginning of each semester and
      whenever officer information (names, addresses) changes (Code; Section 6-6, I, A).

2.    maintain a UND faculty or staff advisor (Code; Section 6-6, I, E).

3.    keep a current copy of their constitution on file with the Assistant Program Director for Student
      Involvement (Code; Section 6-6, I, F).

4.    post all notices, posters, etc., on bulletin boards designated for that purpose (Code; Section 5-6), many
      areas around campus have special posting restrictions.

5.    not use organization funds or University services (reduced postage rates, duplicating, photocopy service,
      etc.) for personal use.

6.    follow Student Organization Funding Agency and Board of Student Publications guidelines in the
      expenditures of Student Government funds (Code; Section 6-6, II).

7.    abide by the laws of the State of North Dakota, the policies of the State Board of Higher Education, the
      policies of the University of North Dakota, and city ordinances of Grand Forks. (Code; Section 6-6, I,
      J)

Other University Policies
In addition to the policies that directly address the operation and formation of student organizations, the
following policies are important as well. For a complete summary of the specific policy, please refer to the
Code of Student Life.

1.    Equal Opportunity/Affirmative Action Policy Statement as it applies to Educational Programs and
      Activities (Code; Section 1-1).

2.    Prohibition Against Harassment (Code; Section 1-3).

3.    Hazing (Code; Section 1-4).

4.    Alcohol/Drug Policy Statement (Code; 1-5).




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7                                                               Guidelines for Becoming a Recognized Student Organization at UND

                                  Organization Status
After a group becomes a recognized organization, there are several terms that have been adopted to define the
actual status of an organization. These terms are:

Recognition
Defined when a group's constitution is approved by the Student Policy Committee of UND.

Good Standing
An organization is designated active and in good standing when it does the following:
1.    Submits an Officer Roster Card each semester, including name of the faculty/staff advisor to the Student
      Involvement Office.

2.    Submits (or already has on file) a current copy of its constitution to the Student Involvement Office.

3.    Submits financial records and ledger of on-campus account for annual audit at the end of the Spring
      semester (if the organization has received funding from Student Government). Off-campus accounts
      should be balanced by each organization.

Organizations that are in GOOD STANDING can:
1.    reserve and use University facilities.

2.    solicit and sponsor activities on campus.

3.    collect dues and raise funds on campus.

4.    apply for funding through the Student Organization Funding Agency (SOFA) and/or the Board of
      Student Publications (BOSP).

5.    apply for storage space in the Student Involvement Office of the Memorial Union.

6.    receive 100 free single-sided, black and white copies per week, courtesy of Student Government (this
      service is provided at Union Services in the Memorial Union).

Inactive Status
An organization is designated INACTIVE when it fails to complete one of the above steps.

Reactivation
An organization is reactivated when it completes the steps listed under GOOD STANDING STATUS. The
organization does not have to go through the RECOGNITION process again. REACTIVATION can occur at
any time within four consecutive semesters of going inactive.

Dissolved
An organization is designated dissolved when its constitution is revoked by the Student Policy Committee or
after four consecutive semesters of being INACTIVE.

DISSOLVED organizations:
1.   are no longer considered a recognized student organization. Consequently, any existing funds in their
     on-campus account are transferred into a general student leadership account.

2.    must go through the RECOGNITION process stated above if it desires to become ACTIVE.




                                                                                                                     Page 7
8                                                                   Guidelines for Becoming a Recognized Student Organization at UND



                                       New Organization
                                    Intent to Organize Form
                                                                                 Date: ____________________

Name of Proposed Organization:

Organization Representative #1:                                   Organization Representative #2:



Address:                                                          Address:

Telephone:                                                        Telephone:

Email:                                                            Email:

    Briefly describe the purpose of the organization:




    As a representative of the proposed organization, I have read and I understand the UND
    policies and procedures that govern all UND Student Organizations.

    __________________________________________________________   ___________________________________________________
    Organization Representative                                   Organization Advisor

    ____________________________________________________          _____________________________________________
    Print Name                                                    Print Name

    _____________________________________________________         ______________________________________________
    Telephone Number              Stop Number                     Telephone Number                 Stop Number

    When this form is signed by both the organization representative and organization’s advisor, the proposed
    organization will be granted the use of University facilities for organizational meetings. If a proposed
    constitution is not submitted to the Assistant Program Director for Student Involvement for forwarding to
    the Student Policy Committee within one month after this form is signed, the use of University facilities
    will be terminated.

    .

                                                     Office Use Only
             Notified Central Scheduling




                                                                                                                         Page 8
9                                                           Guidelines for Becoming a Recognized Student Organization at UND
                                      Purpose of Support for
                                    and Model Constitution for
                                      Student Organizations
                                at the University of North Dakota


The University of North Dakota is supportive of Student Organizations. There are nearly 280
Registered Student Organizations (2010). Student organizations
   1) provide an opportunity for students and others to interact.
   2) contribute to a vibrant campus environment.
   3) give forum for differing voices and types of activities, voices and activities that help all of
       us explore cultures and opinions.

Research indicated that participation in student organizations fosters learning in at least three
important skills: interpersonal & intrapersonal skills, cognitive development, and communication
skills (Floyd, 2006).

                                        Model Constitution

To be a recognized student organization at the University of North Dakota, a constitution is required.
The following constitution format has been approved by the UND Student Policy Committee (SPC)
to serve as a model in writing your constitution (approved, 9/10/2010). The Model Constitution
indicates the topics that should be addressed in your constitution. Required statements are in bold
print and must be included verbatim in your Constitution while those in standard print are
expected to be addressed. There are areas that are noted as being optional. Explanatory comments
have been italicized and should be considered by organizing students and (underlined text within
parentheses) indicates that some variation of the required text must be present, although the group
has latitude in the choices it makes in its proposed constitution.

Constitution pages must be numbered and all articles must be listed. Please follow the format
provided.

When you have completed your constitution, it must be submitted to the Assistant Program Director
for Student Involvement for review prior to submission to the Student Policy Committee. Should you
need assistance, please contact the Assistant Program Director for Student Involvement at (701) 777-
4076.




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10                                                         Guidelines for Becoming a Recognized Student Organization at UND
             Guidelines and Examples for Student Organization Constitutions

                                     Name of Organization
                                        Constitution

                     Example:
                                  University of North Dakota
                                Student Symphony Association
                                         Constitution

ARTICLE I.       NAME AND PURPOSE

Section 1.       Name: State full name of the organization.

                     Example:

                The name of this organization established by this constitution shall be (e.g.,
                University of North Dakota Student Symphony Association).

Section 2.   Purpose: This section is important to state the actual purpose(s) of the organization.
                Be specific and explicitly detail the objectives of the organization.

                     Example:

                The purpose of this organization shall be to:

                A. Provide opportunities for professional growth.
                B. Encourage communication among student members, faculty, and
                    administration.
                C. The Constitution may include a purpose statement that reflects ways in which
                    the University Community will benefit from the proposed student
                    organization. Refer to http://www.und.nodak.edu/aboutund/mission.html,
                    especially the last half of the second paragraph, for ways the organization
                    may meet University mission objectives.

Section 3.   Affiliations: A statement of affiliation or non-affiliation is required. If an affiliation
               exists, a letter or statement is required from the parent organization addressing
               the degree of "control" the parent organization exerts over membership, funds,
               activities, and constitution. (See sample Letter of Affiliation in “Guidelines for
               Becoming a Recognized Student Organization.”)

                Example of an affiliation statement:

                This organization shall be affiliated with (state the official name of parent
                organization . . . local, state, or national groups). The rules and regulations
                of the national constitution shall be followed when not inconsistent with the
                rules and regulations of the University of North Dakota. When
                inconsistencies are present, this organization shall adhere to the rules and
                regulations of the University of North Dakota. A letter of affiliation is
                attached to the constitution.

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11                                                           Guidelines for Becoming a Recognized Student Organization at UND
       or
                     Example of non-affiliation statement:

                     This organization is not affiliated with any local, state or national group.

ARTICLE II. NON-DISCRIMINATION STATEMENT

Section 1.      Non-discrimination Statement:
                 Proposed organizations shall use either Option 1, or with cause, may petition to
             exclude certain classes or persons from the organization.

             Option 1. Inclusion of a Non-Discrimination Statement.
                Membership in [this organization] shall Comply with the University’s
                 nondiscrimination statement as stated in the Code of Student Life.
                Option 2.        Inclusion of a modified Non-Discrimination Statement.
       No student is to be excluded from membership or participation on the basis of his or her
                race, color, genetic information, creed, national origin, religion, sex, sexual
                orientation, gender identity, age, veteran’s status, marital status, political
                affiliation or physical, mental or medical disability unrelated to the Purpose of
                the organization, or, unless exempt under Title IX, gender. However, groups may
                select their members on the basis of commitment to a set of beliefs (e.g., religious
                or political beliefs) and may limit membership and participation in the
                organization. Such a group may perceive an incongruence between their key
                principles or beliefs and elements of the Non-Discrimination Statement. Under
                such circumstances, petitions for permission to use a modified Non-
                Discrimination statement and any exception to Option 1 are informed as noted in
                the Code of Student Life, Section 6–4.

                     Note: the non-Discrimination Statement refers to Members (and/or Officers) of
                     the organization. Discriminatory behavior regarding organizational activities or
                     the actions of members is a violation of the Code of Student Life and may be
                     addressed by the University as inappropriate.

ARTICLE III.             MEMBERSHIP

Section 1.      Requirements for Membership: Student organizations are typically open to all
                  students. Requirements are established for membership by the organization. List
                  all requirements for membership. Note: Except as noted above, membership
                  requirements cannot conflict with the non-discrimination statement of the
                  University.

                     In addition to the requirements for membership, clearly identify who the voting
                     members are. If non-student members are a part of your organization, identify
                     the areas where they are not allowed to vote.

                       Example:
                A.      Anyone may become a member who:
                          1.   Is a student at the University of North Dakota.
                          2.   Is a faculty/staff member at the University of North Dakota.
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12                                                        Guidelines for Becoming a Recognized Student Organization at UND
                       3.    Is an interested community member.
                       4.    Has paid the required dues.

             B.       Voting members shall consist of all members who:

             Three questions should be considered by founders of the organization – 1) will there
             be dues; 2) will there be attendance requirements, and 3) will there be written
             bylaws?

              If the answer to 1) or 2) is “yes” then you must either have those here or have
             bylaws. If you will have bylaws, those are to be prepared at the time your constitution
             is considered. If you will not have bylaws, then the expectation must be documented
             here. Note that bylaws can both be changed without SPC ratifying your changes and
             be suspended by an organization during a meeting; constitutional items do not enjoy
             either of these allowances.

                       1.    Have paid the required dues ((include if applicable) as specified in
                             the bylaws).
                       2.    Have fulfilled the attendance requirements (as specified in the
                             bylaws).

             C.       Non-students cannot vote on the following:
                       1.   Election or removal of officers.
                       2.   Removal of members.
                       3.   Amendments to the constitution or bylaws (include bylaws if
                            applicable).
                       4.   Financial matters.

             D.       No academic credit shall be offered for participation and/or membership
                      in this organization.

Section 2.   Removal of Members: Grounds for removal of members must be identified. In the
               removal of a member, due process must be followed. Concepts that must be
               present in your constitution are: petition process, reasonable notice to person
               accused, opportunity for a defense, quorum needed, voting majority and a time
               line for the process.

                     Example:
                  Removal of Members

                  A. Grounds for removal of members may include:
                      1.   Violation of University Policy.
                      2.   Violation of the UND Code of Student Life.
                      3.   Non-payment of dues (as stated in the bylaws).
                      4.   Violation of attendance policy (as stated in the bylaws).

                  B. A member may be removed by the following process:
                      1.  A petition to remove the member should be submitted to the (e.g.,
                          President, disciplinary committee, membership committee). Such
                          a petition must contain the signatures of at least (e.g., 10%, 25%,

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13                                                        Guidelines for Becoming a Recognized Student Organization at UND
                            etc.) of the voting members. When such a petition is received, the
                            President shall call a meeting of the organization to decide upon
                            removal.
                      2.    The grounds for removal are to be presented by the President at a
                            regular or special meeting of the organization.
                      3.    The member in question shall be provided an opportunity to
                            present a defense either in person or in writing.
                      4.    Voting is not to occur until after a presentation of the grounds and
                            defense have been made. In order for a vote for removal to take
                            place, at least (e.g., sixty percent, half, etc.) of the voting membership
                            must attend the meeting, and a (e.g., 2/3 majority, simple majority,
                            plurality, etc.) vote of the members present at that meeting is required
                            for removal.

Section 3.   Appeal of Removal of Members: Provisions must be made for individuals to appeal
               their removal. Concepts that must be addressed in your constitution are the
               appeal process and quorum needed.

                     Example:

                A. Members may appeal their removal, but the appeal must be made within (e.g.,
                    one week, two weeks, etc.) of the vote for removal by requesting the
                    President to call a special meeting of the organization. The President shall
                    notify all members of this meeting, which is to occur at least (e.g., one
                    week, two weeks, etc.) and not more than (e.g., one month) after the appeal
                    request is received by the President.

                B. The decision to repeal the vote for removal shall require at least (e.g., 2/3
                   majority, simple majority, etc.) of the voting membership to attend the
                   meeting, and a (e.g., two/thirds majority, simple majority, etc.) vote of the
                   voting members present at the special meeting.



ARTICLE IV.          OFFICERS

Section 1.   Elected Officers: Identify what elected officers your organization will have.

                     Example:

                The officers of this organization will be:

                A.   President.
                B.   Vice President.
                C.   Secretary.
                D.   Treasurer.

Section 2.   Qualifications for Holding Office: Identify what qualifications an individual must
               have to be eligible to be an officer.

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14                                                       Guidelines for Becoming a Recognized Student Organization at UND
                    Example:

                In order to be eligible to hold an office in this organization, the following
                qualifications must be met.

                A. The candidate must be a student member of the organization.

                B. The candidate must have held membership in the organization for at least
                    (e.g., one semester, one year, etc.). This requirement does not apply for the
                    first year of the organization.

Section 3.   Elections: State your election process by addressing term of office, number of terms
                a person can serve, when elections will be held and majority needed.

                    Example:

                A. The officers of the organization shall be elected for a term of (e.g., one year,
                    one semester, etc.).

                B. There will be no restrictions placed on the number of terms of office a
                    member may hold.
       or
                      There will be a restriction of (e.g., two consecutive) terms of office which
                      may be held by an individual.

                C. Elections will be held (e.g., in March, by the second week of April, etc.).

                D. Election to office will be by (e.g., plurality, simple majority) of the voting
                    members present.

Section 4.   Duties of the Officers: List the duties of each elected officer of your organization.

                Example:

                A. The President shall be the principal executive officer and shall have the
                    following duties:
                    1.    To preside at all meetings of the organization.
                    2.    To call special meetings of the organization, when required.
                    3.    To submit an Officer Roster Card at the beginning of each
                          semester to the Student Involvement Office.
                    4.    To schedule all practices, classes, and other activities of the
                          organization, and to obtain appropriate facilities for these activities.
                    5.    To prepare and file any report required by the University.
                    6.    To appoint committee chair people subject to the approval of the
                          Executive Committee.
                    7.    To perform other duties as specified (in the bylaws).
                    8.    To prepare and maintain a manual/binder related to the office and to
                          review all materials in the transition of the incoming President prior
                          to giving up the office.
                    9.    (If there are other duties, please list).

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               B. The Vice President shall have the following duties:
                   1.   To assume the duties of the President (until a special election can be
                        held) in the event of a vacancy in the office.
                   2.   To serve as an ex-officio member of the Standing Committees of the
                        organization.
                   3.   To plan the officers’ orientation and organization retreats.
                   4.   To perform other duties as assigned by the President or as specified
                        (in the bylaws).
                   5.   To prepare and maintain a manual/binder related to the office and to
                        review all materials in the transition of the incoming Vice President
                        prior to giving up the office.
                   6.   (If there are other duties, please list).

               C. The Secretary shall have the following duties:
                   1.   To keep a record of all members of the organization.
                   2.   To keep a record of all activities of the organization.
                   3.   To keep and distribute minutes of each meeting of the organization.
                   4.   To notify all members of meetings.
                   5.   To handle all official correspondence of the organization.
                   6.   To perform other duties as assigned by the President or as specified
                        (in the bylaws).
                   7.   To prepare and maintain a manual/binder related to the office and to
                        review all materials in the transition of the incoming Secretary prior
                        to giving up the office.
                   8.   (If there are other duties, please list).

               D. The Treasurer shall have the following duties:
                   1.    To keep all financial records of the organization.
                   2.    To prepare and submit financial reports to the members.
                   3.    To prepare the annual budget and all budget requests for funds.
                   4.    To submit financial records for an annual audit to the Student
                         Involvement Office at the end of each Spring semester.
                   5.    To become familiar with University accounting procedures and
                         policies.
                   6.    To perform other duties as assigned by the President or as specified
                         (in the bylaws).
                   7.    To prepare and maintain a manual/binder related to the office and to
                         review all materials in the transition of the incoming Treasurer prior
                         to giving up the office.
                   8.    (If there are other duties, please list).


Section 5.   Vacancy of an Office: In the event a vacancy should occur in one of the elected
               offices, provisions must be provided to fill the vacancy. State the process by
               which the vacancy will be filled.

                    Example:

               A. In the event of a vacancy in an office other than the President before the

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16                                                      Guidelines for Becoming a Recognized Student Organization at UND
                     expiration of a full term, a special election shall be called by the President
                     within (e.g., two weeks, one month, etc.) to fill the vacancy.

               B. In the event of a vacancy in the office of the President before the expiration
                    of a full term (the Vice President shall assume responsibilities of the
                    President until a special election shall be called OR the Vice President
                    shall ascend to the office of the President for the remainder of the term

                    OR

                     some other mechanism that described either the length of the interim or
                     special term, or how this change effects other officer position vacancies.
                     You may choose to have new elections for all positions if you wish. If
                     applicable:) A special election shall be called by the Acting President
                     within (e.g., two weeks, one month, etc.) to fill (e.g., the vacancy, to elect
                     all officer positions, etc.).

Section 6.   Removal of Officers: Grounds for removal of an officer must be identified. In the
               removal of an officer, due process must be followed. Concepts that must be
               present in your constitution are: petition process, reasonable notice to person
               being accused, opportunity for a defense, quorum needed, voting majority and a
               time line for the process.

                    Example:

               A. Grounds for removal of an officer may include:
                   1.   Violation of University policy.
                   2.   Violation of the UND Code of Student Life.
                   3.   Failure to perform the duties of the office as set forth in the
                        constitution (and bylaws) of the organization.
                   4.   Failure to uphold the provision of this constitution (and bylaws).
                   5.   (List other causes).

               B. An officer may be removed by the following process:
                   1.    A petition to remove the officer(s) in question should be submitted
                         in writing to another officer. Such a petition must contain the
                         signatures of (e.g., 10%, 25%, etc.) of the voting members of the
                         organization. When such a petition is received, the President, or if
                         the President is the subject or one of the subjects of the petition the
                         next highest ranking officer, shall call a meeting of the
                         organization to decide upon removal.
                   2.    The grounds for removal are to be presented by the officer in charge
                         at a regular or special meeting of the organization.
                   3.    The officer(s) under review shall be provided an opportunity to
                         present a defense either in person or in writing.
                   4.    Voting is not to occur until after a presentation of the grounds and
                         defense have been made. In order for a vote for removal to take
                         place, at least (e.g., sixty percent, half, etc.) of the voting
                         membership must attend the meeting, and a (e.g., two/thirds
                         majority, simple majority, plurality, etc.) vote of the voting

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17                                                       Guidelines for Becoming a Recognized Student Organization at UND
                          members present at the regular or special meeting.
Section 7.   Appeal of Removal of Officer: Provisions must be made for individuals to appeal
               their removal. Concepts that must be addressed in your constitution are the
               appeal process and quorum needed.

                    Example:

                Appeal of Removal of Officer

                A. An officer may appeal his/her removal, but such appeal must be made
                    within (e.g., one week, two weeks, etc.) of the vote for removal by
                    requesting a special appeal meeting of the organization. The President, or
                    Vice President if the President is the officer being removed, shall notify
                    all members of this meeting which is not to occur less than (e.g., one
                    week, two weeks, etc.) and not more than (e.g., one month) after the
                    appeal request is received.

                B. The decision to repeal the vote for removal shall require at least a (e.g., 2/3
                    majority, simple majority, etc.) of the voting membership to attend the
                    meeting, and a (e.g., 2/3 majority, simple majority, etc.) vote of the
                    members present at the meeting.

Section 8.   Changes in Officers.

                All changes in officers or mailing addresses shall be submitted to the Student
                Involvement Office within two weeks of such a change.


ARTICLE V. ADVISOR

Section 1.   Advisor Selection. Identify the process to be used in selection of an advisor for your
               organization.

                   Example:
                A. The Advisor to this organization must be a member of the UND faculty
                    or staff.

                B. The organization Advisor shall be elected by a (e.g., simple majority) vote
                    each year at the time of the regular organization elections.

       or
                      The organization Advisor shall be appointed by (e.g., Executive
                      Committee).

Section 2.   Role of the Advisor. Identify the role(s) of the advisor in your organization.

                Example:
                A. The Advisor must co-sign all financial transactions of the organization.
                B. The Advisor shall assist the officers and the members in accomplishing
                    the purpose of this organization.

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18                                                       Guidelines for Becoming a Recognized Student Organization at UND
                C. The Advisor shall regularly review the financial records of the
                    organization and forward mailings to the appropriate officers.
ARTICLE VI.        MEETINGS

Section 1.   Meetings: Address how often business meetings will occur. Identify the process to
               hold a non-business meeting.

                    Example:

                A. Business meetings of the organization shall be called by the President (e.g., at
                    least twice a semester, regularly, etc.) during the academic year.

                B. Non-business meetings for the purpose of instruction, practice, or other
                    activities shall be held (e.g., as specified in the bylaws, regularly, upon one
                    week notice to the members, etc.).

Section 2.   Special Meetings: Identify the process that will be observed to hold special
               meetings.

                    Example:

                A. Special meetings may be called by the President upon (e.g., one week, two
                    week, etc.) notice to the members.

                B. The President shall call a special meeting when requested by (e.g., 10%, 25%,
                    etc.) of the voting membership.

Section 3.   Quorum: Identify the quorum needed to hold business meetings and non-business
               meetings.

                    Example:

                A. A quorum at business meetings shall consist of (e.g., a simple majority, 10%,
                    25%, etc.) of the voting membership.

                B. Quorum is not required to hold non-business meetings (such as instruction,
                    classes, or other activities).

Section 4.   Parliamentary Authority: Identify what parliamentary authority your organization
                will use. Note: Sturgis is used as an example in the required statement. You may
                select another Parliamentary Authority such as Robert's Rules of Order, Newly
                Revised; The Handbook for Living Revolution, or group consensus, or other
                means.

                The Parliamentary Authority for this organization shall be Sturgis Standard
                Code of Parliamentary Procedure or other choice, as indicated.

ARTICLE VII. EXECUTIVE COMMITTEE

Section 1.   Responsibility: Identify the responsibilities of the Executive Committee.
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19                                                      Guidelines for Becoming a Recognized Student Organization at UND


                    Example:
                Management of this organization shall be vested in an Executive Committee
                responsible to the entire membership to uphold this constitution.

Section 2.   Membership: Identify the membership of the Executive Committee. If “member-at-
               large” is listed, please specify the selection process.

                    Example:
                Membership shall consist of the President, Vice President, Secretary, Treasurer,
                one member-at-large and the Advisor.


Section 3.   Meetings: Identify how often meetings will be held.

                    Example:
                The Executive Committee shall meet at least (e.g., once before each business
                meeting, three times a semester, etc.) to organize and plan future activities and
                agenda items for meetings.

Section 4.   Quorum: Identify the quorum needed at the meetings.

                     Example:
                A quorum of this committee shall consist of (e.g., simple majority, 2/3 of the
                voting members, etc.)



ARTICLE VIII.        COMMITTEES

Section 1.   Authority to Establish Special Committees: Identify who has the authority to appoint
               or establish special committees within your organization.

                    Example:
                The President shall have the authority to appoint any special committees, with the
                approval of the Executive Committee, as well as meet the needs of the
                organization.

Section 2.   Special Committees: Identify the special committees that have been established
               within your organization. You may wish to state that more may be formed in the
               future if this is a possibility.
                     Example:
                These committees may include, but are not limited to the following:

                A.   Membership Committee (describe responsibilities).
                B.   Program Committee (describe responsibilities).
                C.   Publicity Committee (describe responsibilities).
                D.   Conference Committee (describe responsibilities).
                E.   Fund-raising committee (describe responsibilities).

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20                                                       Guidelines for Becoming a Recognized Student Organization at UND
ARTICLE IX.         FINANCIAL STRUCTURE

Section 1.   University Account: Identify University and/or other financial requirements of your
               organization.

                   Example:
                A. All funds from University sources must be deposited and maintained in a
                    University of North Dakota account.

                B. The President and/or the Treasurer shall be authorized to sign all
                    financial transactions dealing with organization funds.

                C. The Advisor of the organization must co-sign all financial transactions of
                    the organization.

                D. The financial records/ledger of the on-campus account must be
                    submitted for an annual audit to the Student Involvement Office at the
                    end of the Spring Semester.

                E. Financial records must be audited by the national organization.

Section 2.   Dues: Identify how dues for your organization shall be determined.

                     Example:
                Dues for this organization shall be approved by a simple majority vote of the
                voting membership (e.g., at the elections meeting, at the first meeting in January,
                etc.).

ARTICLE X. BYLAWS

Section 1.   Provision for Bylaws: Identify the provisions your organization has related to
                bylaws.

                   Example:
                A. The organization may approve bylaws for the specific operation of the
                    organization.

                B. No bylaw shall be adopted that is contrary to the provisions of this
                    constitution.

Section 2.   Vote Required: Identify the quorum needed to adopt, amend or rescind a bylaw.
               Address the process to be used related to proposed bylaws.

                   Example:
                A. The organization may adopt, amend, or rescind any bylaw by (e.g., an 2/3
                    majority, simple majority, etc.) vote of the membership.

                B. Any proposed bylaw must be publicized to the members at least (e.g., one
                    week, one meeting, etc.) prior to the meeting at which it is going to be voted
                    upon.

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21                                                      Guidelines for Becoming a Recognized Student Organization at UND


ARTICLE XI.         AMENDMENTS

Section 1.   Ratification: Identify the process to be used related to proposed amendments to your
               constitution and the quorum needed.

                   Example:
                A. A proposed amendment to this constitution shall be presented to the members
                    at least (e.g., one week, one meeting, two meetings, etc.) prior to the
                    meeting at which the vote shall be held.

                B. Ratification of an amendment to this constitution shall require a (e.g., 2/3
                    majority, simple majority, etc.) vote of the members present at a regularly
                    scheduled business meeting of the organization and all amendments to this
                    constitution shall be approved by the Student Policy Committee before
                    they take effect.


This constitution was approved by the organization’s members on __________________.


 President                                  Officer



 Advisor: insert typed name of Advisor      Assistant Program Director for Student
                                            Involvement


Date approved by Student Policy Committee:______________________________________




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22                                                                Guidelines for Becoming a Recognized Student Organization at UND

                           Sample Letter of Affiliation
Controls exercised by your parent organization may differ.


       Statement of Affiliation for the UND Chapter of
               (Name of your Organization)
The purpose of this statement is to determine the amount of control the (national) has over the University
of North Dakota chapter of (name). This letter is requested by the UND Student Policy Committee for the
student organization recognition process.

1.    Name and address of national affiliation.

2.    Controls that (affiliate) exerts over the UND chapter:
      a.    Control of Membership
            The (affiliate) requires that the potential members must meet the membership requirements as
            in keeping with the UND chapter constitution.

      b.     Control of Activities
             The (affiliate) exerts no control over the activities of the UND chapter, as long as the
             activities are in keeping with the affiliate’s purpose.

      c.     Control of Funds
             The members of the UND chapter of the (name), must pay dues to (affiliate), as listed in the
             UND chapter Bylaws. The (affiliate) can make no decisions regarding funds in the UND
             Chapter’s account.

      d.     Approval of Constitution and Bylaws
             The UND Chapter of the (name), may adopt Bylaws not in conflict with the (affiliate)
             constitution. [The International Board of Directors shall have the right to revoke the charter of
             the UND chapter if their Constitution or Bylaws are in conflict with the (national).]

I, (individuals name), (affiliate office title) of (affiliate organization’s name), hereby approve the above
statements concerning affiliation of the UND chapter of the (name) with (national name).


____________________________________                                 ________________________________
Signature                                                            Date


(Name)
(Title)
(Affiliate Organization)

Note: We suggest that you write the statement and forward it to your headquarters or national officer for
      a signature. Doing so will facilitate the process.




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23                                           Guidelines for Becoming a Recognized Student Organization at UND

     The Following Services May Be Helpful in the
          Development of Your Organization

                Memorial Union Administrative Office
                         3rd Floor/777-3926
                            Notary Public
                Room and AV Equipment Reservations
                  Memorial Union Display Cases and
                         Table Space Rental


                             Union Services
                           1st Floor/777-3810
               Duplicating (colored ink & paper available)
                            Full Color Copier
                   Transparencies: Black/Full Color
                         Full Page Lamination
                               Fax Service
                             Binding Service
                                 Buttons


                       Sign and Design Studio
                          1st Floor/777-3810
                        Large Format Printing
                       Lamination (up to 36” wide)
                                Posters
                                Banners




                                                                               Revised 7/6/2010




                                                                                                  Page 23

				
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