DMU SOFC Application

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Duke Student Government
The Student Organization Finance Committee

2009-2010 Charter/Recognition Application for New Student Groups
Instructions for Completing the 2009-2010 New Student Organization Application Form:

Thank you for your interest in applying for charter or recognition through the Duke Student Government.

Please contact david.hu@duke.edu if you have questions about completing this form or the charter/recognition
process. In addition, the advisors in the OSAF office are an excellent resource for additional club-related questions.

Instructions for using form:

Click on blank grey rectangles to enter values for each field. Do not edit this page, as it should have been already
filled out for you by your SOFC representative.

This form consists of 7 parts:
1. Club name and contact information
2. Detailed Club Information
3. Advisor Name and Agreement
4. Student Interest Signatures
5. Constitution
6. Your signatures
7. Summary
Please note that to complete this packet you will need to obtain the signatures of the club president, treasurer,
advisor and 10 other student members. Eight of these other student members must be undergraduates. In addition,
both the club president and treasurer must be current Duke undergraduates.

Attached are instructions for writing a club constitution, which should be attached to this application.

Again, please contact your OSAF staff member or the SOFC Chair if you have any questions about this process.

Please send the completed form and constitution to sofcgroups@gmail.com SOFC will contact you and let you
know when you can come before the committee and present your new group. You’ll need to bring a hardcopy of
this form with the signatures to that meeting.

DSG / SOFC New Club Application 2009–2010
1/5 SOFC 05-2002 (8/05)
Duke Student Government
The Student Organization Finance Committee

2009-2010 Charter/Recognition Application for New Student Groups
Part 1: Club Name and Officers

Club Name Duke Music Union
Officers A
President (required) A
Name Kristina Warren
Duke E-mail kmw30@duke.edu
Phone Number 309-532-0152
Treasurer (required)
Name David Womble
Duke E-mail david.womble@duke.edu
Phone Number 336-817-4690
Vice-President
Name Jennifer Morgan
Duke E-mail jennifer.morgan@duke.edu
Phone Number 414-915-2836
Secretary
Name Anthony Alberti
Duke E-mail ava8@duke.edu
Phone Number 908-294-8008

DSG / SOFC New Club Application 2009–2010
2/5 SOFC 05-2002 (8/05)
Part 2: Club Specifics

Does this organization have affiliations with
any organizations outside of Duke? (National
affiliates, etc) Yes No
If so, please give the organization’s name,
and attach a letter from the organization
verifying your affiliation.
What month are officers to be elected? April
Do you hold regular meetings? Yes No
If so, when and where? Monday, 6:30 pm, biweekly, Biddle 069
Number of active members 12
Statement of Purpose
Instructions: Write a paragraph-length description of your club. Include your club’s purpose and goals
for the club for the remainder of the academic year.
The Duke Music Union (DMU) is a collection of Duke students of any major, including music, which
strives to increase the awareness of music opportunities on our campus and to encourage interaction
between music students and faculty through on-campus events and meetings. We seek to work with the
music department to promote available classes, ensembles, and independent studies, as well as promote
student interest and undergraduate research.
Our goals for the end of this academic year were to increase awareness of the Music Union and activities in
the music department, get recognized as an official student group on campus, and elect officers for next
year.

Part 3: Advisor Information and Agreement

Advisor
Name Susan Dunn
Department Music
Duke E-mail opera@duke.edu
Phone Number 919-660-3300

Sponsor must sign this agreement:
I agree to advise this club for the 2009–2010 academic year. As the advisor, I understand that I must be an active
member of the organization. It is my responsibility to:
• establish expectations with the organization’s leadership;
• maintain communication regarding organization activities and actions;
• maintain communication regarding the group’s financial transactions;
• attend advisor workshops facilitated by the Office of Student Activities and Facilities.

Advisor’s Signature Date

DSG / SOFC New Club Application 2009–2010
3/5 SOFC 05-2002 (8/05)
________________________________________ __________
Part 4: Student Signatures

In order to charter or recognize a club, the signatures of ten members, other than the president and secretary, must
be present on this form. Eight of the signatures must come from currently registered undergraduate
students. This list should form the basis of a club listserv.

Name Signature E-mail Address

Part 5: Constitution
Attach your club’s constitution to this form before turning it in to SOFC.
What is a constitution?
The constitution of an organization contains the fundamental principles which govern its operation. It also establishes the specific
rules of guidance by which the group is to function. All groups should have their basic structure and method of operation in
writing.

Why have a constitution?
The process of writing a constitution will serve to clarify your purpose, delineate your basic structure, and provide the
cornerstones for building an effective group. It will also allow members and potential members to have a better understanding of
the organization’s goals and functions. If you keep in mind the value of having written a document that clearly describes the basic
framework of your organization, the drafting of the constitution will be a much easier and more rewarding experience.

What should be covered by a constitution?
• The name of the organization
• Purpose, aims and functions of the organization
• Membership requirements and limitations
• Officers (titles, terms of office, how and when elected)
• Meetings (frequency, special meetings and who calls them)
• Quorum (number of members required to transact business)
• Amendments (means of proposal, notice required, voting requirements)
• Ratification (requirements for adopting the constitution)

DSG / SOFC New Club Application 2009–2010
4/5 SOFC 05-2002 (8/05)
Note that these requirements should be modified to meet the needs of the club (not every club will need all parts). If you have any
questions about your club, please ask your SOFC representative.

Part 6: Agreement to DSG Terms, Certification of Accuracy of Application

We, the undersigned, do attest to the accuracy of the information enclosed on this application. We have reviewed
the rules and regulations that apply to student organizations at Duke and we agree to comply with them. We also
understand that if we accept DSG funding, we consent to random audits of our club’s financial information and
transactions and may be asked to explain purchases made with club money.

President’s Signature Date
________________________________________ __________
Treasurer’s Signature Date
_______________________________________ __________

Part 7: Summary for DSG Senate

This form will be separated from the remainder of the application and duplicated for the DSG Senate for your
club’s recognition or charter hearing.

Club Name Duke Music Union
Officers A
President (required) Kristina Warren
Treasurer (required) David Womble
Number of Active Members 12
Advisor Susan Dunn
The Duke Music Union (DMU) is a collection of Duke students
of any major, including music, which strives to increase the
awareness of music opportunities on our campus and to
encourage interaction between music students and faculty
through on-campus events and meetings. We seek to work with
the music department to promote available classes, ensembles,
Two Sentence Statement of and independent studies, as well as promote student interest and
Purpose undergraduate research.
SOFC Use Only Charter Recognition

DSG / SOFC New Club Application 2009–2010
5/5 SOFC 05-2002 (8/05)
Duke Music Union
Constitution (edited 4/12/2010)

Article I: Mission

The Duke Music Union (DMU) is a collection of Duke students of any major, including music,
which strives to increase the awareness of music opportunities on our campus and to encourage
interaction between music students and faculty through on-campus events and meetings. We
seek to work with the music department to promote available classes, ensembles, and
independent studies, as well as promote student interest and undergraduate research.

Article II: Membership

The Duke Music Union will have an open membership policy; all music majors, minors, and
lovers of music are welcome to attend. DMU will not discriminate on the basis of political
ideology, race, color, nationality, ethnicity, religion, sexual orientation or preference, gender,
age, or musical ability or talent. DMU will not tolerate harassment of any kind.

Duke students are eligible for voting membership if they notify the Secretary. Once a student
becomes a voting member, he or she can retain that status as long as they attend 60% of all
official meetings per semester (or 75% of all following meetings in the semester if they join after
the first meeting of the semester). If a voting member fails to attend the required number of
meetings in any given semester, he or she shall be suspended from voting membership for the
following semester. The suspended member may appeal to the president in writing to have the
suspension removed.

Article III: Meetings

The Duke Music Union will meet on a biweekly basis; these are official meetings. If less than
50% of voting members are at a regular biweekly meeting, the meeting will not meet quorum
and no measures can be put to vote. The President may propose official or unofficial meetings
between the regular biweekly meetings. If less than 50% of voting members are at an extra
proposed official meeting, it will no longer be considered official.

Article IV: Officers

Only undergraduate voting members are eligible for officer positions. Officers will be selected
through an election process described in Article V. The officers and their respective duties shall
be:

A. President
• Serve as the chief officer and representative of DMU.
• Direct the overall vision and goals of the organization
• Oversee and provide aid to all other officers
• Organize and preside over the agenda for meetings and send the agenda to
all members prior to the meeting
• Call for additional meetings
• Act as the primary liaison between DMU and other organizations
• Act as the tie-breaking vote.
• Assign and delegate tasks to other officers
• Attends monthly music department faculty meetings and maintains contact
with the department administration
B. Vice President of Publicity
• Fulfill all duties of the President in the case of his or her absence
• Promote DMU events
• Delegates a Webmaster to maintain a DMU website, if needed
C. Treasurer
• Develop and approve a budget for events and expenditures
• Manage available funding
• Organize fundraising events as needed
• Attend the annual Student Organization Finance Committee meeting
• Maintain an archive of past expenditures
D. Secretary
• Maintain the official roster and listserv
• Take attendance at all meetings and events
• Record minutes at meetings
• Create and maintain a calendar of meetings and events
• Create an agenda from member input for the President to review
• Maintain an archive of pertinent documents (Constitution, minutes, etc.)
• Secure meeting space for the organization
E. At-Large Representative
• Elected by the voting members, excluding the above officers
• Reports on Executive Committee meetings at official DMU meetings

The Executive Committee will be comprised of any members holding any of the positions above
(excluding Webmaster). Any two of these positions, except the President and At-Large
Representative (these two positions may not be held in concurrence with another position), can
be held by the same person, but only if one of the positions cannot be filled. Each officer can
also delegate tasks to willing DMU members.

Article V: Elections

Officer elections shall be held at the last official meeting of each academic year. Nominations
will be accepted beginning two weeks prior to the election and should be submitted to the
secretary and president unless presented at an official DMU meeting. Self-nominations are
allowed, and a nomination of one student proposed by another must be accepted by the proposed
student before being considered.
The outgoing President will preside over the elections. If the President is seeking reelection or
election to another position, than another member of the Executive Committee not seeking
election will preside. If all outgoing officers are seeking election, a non-officer voting member
shall be chosen to preside. The election procedure shall be written secret ballot.

Each candidate may choose to submit a written platform and/or speak for two minutes on his/her
behalf just prior to the election. Each candidate then fields a two-minute Question-and-Answer
session. The officer shall then be elected by a plurality of voting members (absentee) (for that
position).

In the event of a tie for the plurality between two or more candidates (in a pool of more than two
candidates), a runoff election shall be held in which only the tied candidates receive votes. Ties
will continue to be resolved in runoffs until or unless a tie results between the sole two
candidates, in which case the President shall select one of the candidates.

Newly elected officers shall assume full responsibilities on the Last Day of Classes, and the
period between elections and LDOC shall be used by the preceding officers as instructional time.
A succeeding officer will hold his or her position until the end of the next academic year, or until
he or she resigns, discontinues voting membership, or is removed from the position.

If a position becomes vacant for any reason, a special election shall be held solely for that
position. The election process shall be the same as stated above.

If no candidates come forward for a position through election, the President may ask to appoint a
voting member to fill the position. If the position is still vacant, an existing officer shall incur the
responsibilities of the vacant position. If no candidates run for the position of President, the Vice
President of Publicity shall become President or appoint a voting member to become President.

Article V: Removal of Officers

All officers are expected to carry out their tasks in an efficient and effective manner, and it is the
right of DMU members to remove officers who fail to fulfill their positions adequately. Any
member of DMU may submit a written statement against any officer to the Executive
Committee, anonymously if they choose. Officers may choose to discuss the statement with the
submitter, who may choose to retract the statement. The officer in question may then submit a
written defense to the President (or Vice President of Publicity if the officer in question is the
President) up to seven days after receiving the statement. The statement must be presented at the
next official meeting (after the officer in question has had time to make a defense). The officer in
question may present his or her defense at the same meeting. A 75% majority of voting members
(excluding the officer in question) is required to remove the officer. The officer vacates his or
her position immediately.

Article VI: Amendments

Any member of the Duke Music Union may propose an Amendment to this Constitution. A copy
of the proposed Amendment must be submitted to the Executive Committee. The Secretary shall
present the amendment at the next official meeting and allow the proposer to defend the
Amendment. A simple majority of voting members is required to pass the Amendment, in which
case it will be valid and effective immediately.

Any member may propose a temporary amendment to constitutional procedure during a meeting.
This proposal must be first approved by the President before it can be put to vote. A 75%
majority must approve the temporary amendment for it to be effective.

Article VII: Ratification

An organization-wide vote shall be held on April 12, 2010. A 75% majority of voting members
is needed to ratify this Constitution.