How to Become a Carroll College Club
Your idea for a club must meet the following criteria:
- The club’s purpose reflects the Mission Statement of Carroll College
- The club enhances and benefits a student’s experience at Carroll
- The club is not self-serving but instead aims to serve others.
- Club funds are used to benefit those within but also outside the club itself.
- You must have at least 10 committed members
Process of Club Approval
- Hold a meeting of interested students (must have at least 10 committed members to become a club
- Write a constitution for your club. See the information below on how to write a constitution, and what should be in your constitution.
- Complete and submit the New Student Club Request form, available on MyCarroll, where you will upload a copy of the club constitution, list your club members, and record the name of your club. This will be reviewed by the Dean of Students, and the Vice President of the ASCC. In this part of the process, they may ask questions about your constitution, make suggestions for changes, ask for clarification, that may lead to rewording in your constitution. Basically, they will help you create a solid constitution. This process must be completed before presenting at the ASCC Senate. The Dean of Students will contact the VP of the ASCC to move to step 4.
- The VP of the ASCC will contact you letting you know the review is complete and schedule you to present your club at the next Senate meeting
- You will attend a Senate meeting to present your club’s constitution and club. Be prepared to answer questions about your club such as its purpose, benefits, goals, how funding will be spent, how it serves others, and how it reflects the Mission Statement of Carroll College.
- After you have been presented to the Senate, you will be thanked and asked to leave. The Senate will then vote to approve or dismiss your club as presented. At this point, amendments or changes could be suggested by the Senate before an approval takes place. Although this is uncommon it has happened in the past. The VP of the ASCC will contact the Dean of Students to present the result of the vote. If there were amendments or conditions to the passing of the club or the denial of the club then the VP and Dean will discuss the results. If the club was approved or dismissed as presented, the Dean will move to have the VP of the ASCC inform you of your approved or denied status.
How to write a Club Constitution
The following content is essentially based on material from the Cornell University Student Activities Office web page (www.activities.cornell.edu). Thanks to our colleagues for publicly sharing these materials.
The Constitution of an organization contains the fundamental principles which govern its operation. The Bylaws establish the specific rules of guidance by which the group is to function. All but the most informal groups should have their basic structure and methods of operation in writing. To qualify for formal recognition all student clubs and organizations at Carroll College must submit either a Constitution OR a Constitution with separate Bylaws. If a club or organization opts to submit a Constitution without Bylaws, that single document must address the relevant issues noted below under the discussion of Bylaws.
Why have a Constitution?
By definition a organization is a “body of persons organized for some specific purpose, as a club, union, or society.” The process of writing a constitution will serve to:
- Clarify your purpose
- Delineate your basic structure
- Provide the cornerstone for building an effective group
- Allow members and potential members to have a better understanding of what the organization is all about and how it functions.
If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of the Constitution will be much easier and more rewarding experience.
What should be covered by a Constitution?
The following is an outline of the standard information to be included in a Constitution. The objective is to draft a document that covers these topics in a simple, clear and concise manner.
- Article I – The name of the organization
- Article II – Affiliation with other groups (local, state, national, etc.)
- Article III – Purpose, aims, functions of the organization
- Article IV – Membership requirements and limitations
- Article V – Officers (titles, terms of service, how and when elected)
- Article VI – Advisor (term of service, how selected) Club Advisor Responsibilities
- Article VII – Meetings (frequency, special meetings, and who calls them)
- Article VIII – Quorum (number of members required to transact business)
- Article IX – Vacancies and Dismissals (procedures and handling)
- Article X – Amendments (means of proposal, notice required, voting requirements)
- Article XI – Ratification (requirements for adopting this constitution)
Why have Bylaws?
The Constitution covers the fundamental principles but does not prescribe specific procedures for operating your organization. Bylaws set forth in detail the procedures your group must follow to conduct business in an orderly manner. They provide further definition to the Articles of the Constitution and can be changed more easily as the needs of the organization change.
What should be included in the Bylaws?
Bylaws must not contradict provisions in the Constitution. They generally contain specific information on the following topics:
- Membership (selection requirements, resignations, expulsion, rights and duties)
- Dues (amount and collection procedures, any special fees, when payable)
- Duties of Officers (powers, responsibilities, specific job descriptions, procedures for filling unexpired terms of office, removal from office)
- Executive Board (structure, composition, powers)
- Committees (standing, special, how formed, chairperson’s roles, meetings, duties, powers)
- Order of Business (standard agenda for conducting meetings)
- Parliamentary Authority (provisions for rules of order, generally Roberts Rules of Order – Newly Revised)
- Amendment Procedures (means of proposals, notice required, voting requirements)
- Other specific policies and procedures unique to your organization for its operation
Putting your Constitution to use
Remember the reasons for having a Constitution and Bylaws. They articulate the purpose of your organization and spell out the procedures to be followed for its orderly function. Constitution usually requires a 2/3 vote of the membership for adoption. Bylaws only require a simple majority for passage. Once you have developed your Constitution and Bylaws, review them often. The needs of your group will change over time, and it is important that the Constitution and Bylaws are kept up to date to reflect the current state of affairs.
Make sure every new member of the organization has a copy of the constitution and bylaws. This will help to unify your members by informing them about the opportunities that exist for participation and the procedures they should follow to be an active, contributing member. A thorough study of the Constitution and Bylaws should be part of officer training and transition.
Club Advisor's Responsibilities
- To meet with the President of the club every month during the academic year.
- To advise the club on appropriate club functions and activities.
- To help the club solve problems.
- To review proposed club activities to ensure they support Carroll College’s Mission Statement and are permitted by Carroll College campus rules.
- To ensure all proposed club events and programs are approved in advance by the Director of Student Activities by filling out an Event and Advertising Request Form.
- To ensure all club fundraising is approved in advance, and that all funds raised are deposited in the appropriate Carroll College club fund.
- To ensure all proposed club trips are approved in advance.
- To help assure the overall health and longevity of the club.