Sample Club Constitution

Most schools require that officially-recognized clubs submit an organizational constitution, mission statement, or some similar document. Below is the constitution from the Columbia chapter, but feel free to tweak it to your heart's content!

One for the World Columbia Mission Statement

One for the World Columbia is a student-run philanthropy group founded in Spring 2017 as a constituent part of One for the World. One for the World is a non-profit that was founded in 2014. Its mission is to help alleviate extreme poverty in the developing world. One for the World has established chapters at undergraduate, MBA, and law schools across the U.S. to educate students about effective giving and to offer students the opportunity to pledge at least 1% of future earnings to a portfolio of highly effective charities. For more information about One for the World, please visit our website.

Columbia University

One for the World Columbia

Constitution and By-laws

ARTICLE I – STATEMENT OF PURPOSE

One for the World Columbia exists to eradicate extreme poverty in the developing world. To this end, One for the World Columbia has a dual mandate:

1. Expose students to the concept of effective altruism through educational programming and social events, thereby creating a culture of giving on campus.
2. Ask students to pledge 1% of their future earnings toward a portfolio of effective charities.

ARTICLE II – STRUCTURE

One for the World Columbia will consist of the following sub-units: the Executive Board and three (3) standing Committees.

            SECTION ONE – EXECUTIVE BOARD

A.        Definition – The Executive Board will be the governing board of One for the World Columbia.

The Executive Board will establish and enforce organization policy, approve all organization activities, supervise operations, and provide leadership development for members.

B.         Membership – The membership of the Executive Board will consist of President(s), Vice President(s), Chair(s) of Outreach Committee, Chair(s) of Growth and Strategy Committee, and Chair(s) of Marketing Committee.

C.         Meetings – The Executive Board will have regular meetings on a (bi-)weekly basis as determined at the beginning of the semester by the President(s) and Executive Board.

1.         Procedures – Meetings will be conducted, when applicable, according to Robert’s Rules of Order.  In all other cases, meetings will be conducted by common practices as long as they are not inconsistent with the By-laws.

2.         Attendance – All members of the Executive Board will be expected to attend each meeting of the Board and remain for its entirety.  After three unexcused absences in a one-year term, a motion for impeachment will be brought against the member by the President.  The discretion of the President will determine what constitutes an unexcused absence.  The member will be notified within 24 hours whether the absence is unexcused.

3.         Visitors – Any member of the University Community or other invited guest may attend an Executive Board Meeting.  If a visitor wishes to address the Board, notification must be given to the President in order to be placed on the agenda.

D.        Quorum – A quorum is defined as three-fourths of the membership of the Executive Board.  A quorum is necessary to transact business at any meeting of the Board.

E.         Leadership – The President(s) and Vice President(s) together constitute the Leadership of the Executive Board.

            SECTION TWO – MEMBERSHIP

A.        Definition – The standing committee of One for the World Columbia will be the functional unit of the organization.  The committee is known as the General Body and is further broken into the Outreach Committee and the affiliated Student Ambassador program, the Growth and Strategy Committee, and the Marketing Committee.

B.         Membership – The membership of each committee will consist of the committee Chair(s) and interested general members.

C.         Application process – Membership of each committee and of the Student Ambassador program is determined by an application process, which takes place during the first two weeks of each semester. Applicants who apply after the deadline will be considered at the discretion of the Executive Board. Applicants are required to write a statement of interest and to select a preferred committee. Following an in-person interview with a member of the Executive Board, qualified applicants are placed in the committee deemed most suitable by the Executive Board. The Executive Board will follow the recommendation of the interviewer unless a three-fourths majority of the Executive Board votes for alternative placement on a specified committee.

C.         Meetings – Each committee will meet on a regular basis as determined at the beginning of the semester by the committee and its chair(s).

D.        Powers and Duties – Each standing committee will have the following powers and duties:

1.         Establish committee goals, objectives, and guidelines that are consistent with the established mission and guidelines formulated by the Executive Board.

2.         Initiate and implement programming after approval by the Executive Board.

3.         Recruit new members.

4.         Keep accurate records of expenditures.

5.         Maintain accurate membership records.

6.         Educate and inform members about One for the World Columbia.

ARTICLE III – OFFICERS

SECTION ONE – OFFICERS

A.        Definition – The officers of One for the World Columbia are:

1.         President(s)

2.         Vice President(s)

3.         Chair(s) of Outreach Committee

4.         Chairs(s) of Growth and Strategy Committee

5.         Chair(s) of Marketing Committee

B.         Qualifications – The qualifications for officers are:

1.         President

a)         Have served on the One for the World Columbia Executive Board for at least one semester prior to selection

b)         Be a student in good academic and disciplinary standing

c)         Be able to fulfill at least one term of office

2.         Vice President

a)         Have at least one semester involvement in One for the World Columbia

b)         Be a student in good academic and disciplinary standing

c)         Be able to fulfill at least one year of office

3.         Committee Chair

a)         Have at least one semester involvement in One for the World Columbia

b)         Be a student in good academic and disciplinary standing

c)         Be able to fulfill at least one year of office

C.         Selection – Selection for all Officer positions will be determined at the discretion of the currently serving President(s) and Vice President(s). The original Presidents of One for the World Columbia assumed their roles by virtue of their being the founders of One for the World Columbia.

D.        Term of Office – Officers will be selected for at least one term, which will begin with an

orientation and transition period after their selection and ends on the last day of classes of the semester in which they were selected. Officers will be offered the opportunity to continue in their roles for the following semester if the President(s) and Vice President(s) deem their performance to have been satisfactory. There is no term limit for any position.

E.         Vacancy –  In the event that an Executive Board position becomes vacant before the term

is completed, the President(s) will appoint an interim replacement until the position can be filled permanently. If the position of President becomes vacant, the Vice President will assume the position and appoint an interim replacement to the Vice President position until it can be filled permanently.

F.         General Duties and Responsibilities – All officers will be responsible for the following:

1.         Serve as a member of the Executive Board and attend all meetings.

2.         Attend all leadership weekends and training.

3.         Manage the orientation of successor upon completion of the selection process.

4.         Participate in sub-committees as needed.

5.         Maintain scheduled office hours during regular business hours as needed.

6.         Establish personal and position goals.

G.        Detailed Duties and responsibilities:

President(s) - Champion of the club, motivates and manages the Columbia board, and establish a strong presence in the Columbia community.

Primary Responsibility: Maintain cohesion of One for the World Columbia and guide it in pursuit of its principal goals of effective altruism education and pledge-based fundraising.

Requirements: Strong leadership skills. Ability to maintain effective personal contact with every other Officer and with General Body members, and to preside efficiently over Executive Board meetings.

1.              Collaborate with One for the World Executive Committee on long-term strategy and broad One for the World initiatives.

2.              Develop and prioritize initiatives to strengthen club standing at Columbia.

3.              Interface with the New York community, Columbia administration, other Columbia organizations, and other outside agencies.

4.              Work to coordinate and assist the other board members as needed.

5.              Build relationships with faculty and professors.

6.              Respond to external emails and requests for information regarding the initiative.

7.              Lead by example - get at least 10 classmates to make the pledge!.

8.              Preside over Executive Board meetings.

9.              Plan agendas for Executive Board meetings.

10.            Serve as an official spokesperson for One for the World Columbia.

11.            Provide general direction and ensure efficient functioning of all components of the organization.

12.            Serve as a liaison between One for the World Columbia and other University entities as needed.

13.            Serve as liaison for Student Government.

14.            Establish and organize ad-hoc committees as needed.

15.            Plan leadership development activities for the Executive Board.

Vice President(s) - Serves as the operational backbone of the OFTW chapter and develops into a potential OFTW chapter president.

Primary Responsibility:  Ensure smooth, seamless operations, including and not limited to: working with other members of the team to ensure their operational needs are met; and managing third-party relationships needed to support OFTW chapter success.

Requirements: Attention to detail, strong organizational skills and the ability to interpret and communicate non-profit indicators

1.              Work with One for the World Executive Committee to measure and report impact, and circulate this information to donors in a compelling but transparent way.

2.              Address any issues faced by donors and/or the team when using the platform.

3.              Work with our web developer to push new content/features to the website as needed.

4.              Lead by example - get at least 10 classmates to make the pledge!

5.              Assist the President(s) and serve in his/her absence for all matters pertaining to finance.

6.             Assist President(s) and function in their absence in all matters pertaining to human and public resources.

7.              Participate in the budget development process and represent One for the World Columbia in any budget hearings with the President(s).

8.              Be familiar with Student Governing Board financial codes and guidelines and ensure that all One for the World Columbia financial transactions are in compliance.

9.            Coordinate all fundraising activities.

Chair(s) of Outreach - Lead a committed team of students who act as ambassadors for the program by committing their 1% and encouraging their friends to do the same.

Primary Responsibilities: Recruit, train, and motivate the Outreach Committee members and Student Ambassadors – the campus liaisons who recruit their classmates to commit to One for the World.

Requirements: Ability to lead, motivate, and coordinate a group of peers. Strong organizational, communication and interpersonal skills.

1.              Organize nomination / recruitment process of Outreach Committee members and Student Ambassadors. Student Ambassadors serve as advocates for One for the World Columbia on campus, but are required neither to attend Outreach Committee meetings nor to staff One for the World Columbia events.

2.              Develop Outreach Committee and Student Ambassador training materials and recruit faculty to lead training sessions.

3.              Develop goals and metrics for Outreach Committee members and Student Ambassadors.

4.              Provide ongoing support and motivation to Outreach Committee members and Student Ambassadors.

5.              Set target number for number of Student Ambassadors and manage Student Ambassador progress towards individual goals.

6.              Lead by example - get at least 5 of your classmates to make the pledge!

7.              Responsible for membership recruitment drives in cooperation with the Executive Board.

8.              Direct year-long drives for membership recruitment and retention.

9.              Maintain accurate active membership list.

10.           Organize Committee members to staff One for the World Columbia events.

Chair(s) of Marketing - Oversee One for the World Columbia brand management and marketing planning and implementation.

Primary Responsibility:  Responsible for One for the World Columbia brand strategy and marketing initiatives.

Requirements: Creative writing and social media skills; previous marketing experience ideal but not mandatory.

1.              Create print and digital collateral (emails, posters, etc.) and visual assets.

2.              Update/maintain website with: Student Ambassador and donor testimonials; fundraising targets/goals met; press releases; etc.

3.              Create brand awareness campaigns and integrated marketing strategies to be implemented by the board and Student Ambassadors.

4.              Develop and send out newsletters and other communication content to Columbia’s campus.

5.              Lead by example - get at least 5 of your classmates to make the pledge!

Chair(s) of Growth and Strategy - Rigorously analyze One for the World Columbia’s impact and identify efficient scaling initiatives.

Primary Responsibility:  Plan and implement One for the World Columbia strategic partnerships, analysis of impact, and scaling strategies.

Requirements: Ability to develop relationships with other student groups on campus. Creative problem-solving skills. Quantitative skills ideal but not mandatory.

1.              Conduct one-on-one interviews and surveys as needed to understand student attitudes towards giving.

2.              Partner with other clubs to promote One for the World Columbia.

3.             Perform quantitative analysis to discern donor patterns and areas for improvement.

4.             Develop and implement novel strategies to scale One for the World Columbia.

5.              Lead by example - get at least 5 of your classmates to make the pledge!

6.             Work with the One for the World Executive Committee and Presidents to organize speaker / event content throughout the semester.

ARTICLE IV – OPERATIONS

            SECTION ONE – BUDGET

            The One for the World Columbia budget will be approved and controlled by the Executive Board and monitored by the President(s) and Vice President(s) in collaboration with the Mentor.

            SECTION TWO – MENTORS

One for the World Columbia’s first mentor is Professor Phillip Kitcher.  The mentor advises the Organization, and provides feedback as to budgeting and long-range planning of One for the World Columbia. One for the World Columbia will also work closely and be advised by the One for the World Executive Committee and other developed One for the World chapters.

            Mentors are non-voting members of the organization.

1.         Selection – The mentor will be reviewed by the members of the Executive Board annually. A three-fourths majority vote of the Executive Board is needed to change the mentor.

2.         Responsibilities – The mentor for One for the World Columbia will act to support the group and provide guidance in matters pertaining to public relations, marketing, long-term strategy, etc. The mentor will act to help One for the World Columbia remain true to its principles and by-laws.

SECTION THREE – VOTING

Final decision-making for all matters pertaining to One for the World Columbia will be conducted by the President(s) and Vice President(s). The President(s) and Vice President(s) are expected to come to consensus when possible, and will take Executive Board input into account for all decision-making. For cases in which no consensus can be reached, decisions will be made based on majority vote among the President(s) and Vice President(s). Where no majority is possible, the longest-tenured Committee Chair will serve as tiebreaker. All decisions made by the President(s) and Vice President(s) will be reported at the following Executive Board meeting.

SECTION FOUR – DEFICIENT PERFORMANCE

            Any infraction of the One for the World Columbia Constitution, By-laws, or guidelines, and/or failure to adequately carry out job functions by a One for the World Columbia Executive Board or Committee Member will constitute deficient performance.  Any member in good standing with One for the World Columbia may bring charges of negligence against an Executive Board or Committee Member.  Charges may not be made anonymously.  All charges must be made in writing and submitted to the President(s).  In the event that the President is being charged, the Vice-President(s) will carry out the proceedings.  Any such member’s status will be subject to review according to the following procedures:

1.         The President(s) will convene a meeting with the accused Board member and the mentor to discuss the alleged deficiencies.  The result of this meeting will be one of the following:

A.        Corrective actions recommended which may include a probationary period;

B.         Decision to take no action and dismiss issue;

C.         Recommended resignation by member or impeachment by the Executive Board.

2.         Any action will be documented in writing with copies to the member and to the advisor.

3.         If impeachment is deemed necessary, the issue will be discussed as the first order of business at the next regular meeting of the Executive Board in closed session.  The member will be invited to be present with reasonable notice.  The Executive Board may effect impeachment with a three-fourths majority vote.  The Executive Board may also elect to impose a lesser sanction.

ARTICLE V – AMENDMENTS

            Amendments to these by-laws may be proposed in writing by any member in good standing at any regular meeting of the Executive Board in which quorum exists.  A proposal presented at a regular meeting will become effective upon approval by the President(s) and Vice President(s).

ARTICLE VI – RATIFICATION

These by-laws will become effective by a majority vote of the President(s) and Vice President(s).  Ratification becomes complete upon approval of the Student Governing Board.  These by-laws when ratified will supersede any existing documents and take effect one week following ratification unless otherwise specified in the amendments.

ARTICLE VII – REVIEW

The Constitution and the By-laws will be reviewed and revised where necessary on even-numbered years.