Students wishing to establish a new organization at Plymouth State University should begin the process by meeting with Jenn White, Assistant Director for Student Activities, to discuss the need for the proposed organization, its benefits, the number of individuals interested, and the recognition process. The date you meet with Jenn White, the group will enter emerging status (PDF). During the next eight weeks (while classes are in session) the focus should be on recruitment and writing the constitution. Once 8 weeks have passed, you are eligible to meet with the Judiciary Committee and continue moving through the remainder of the process to become an organization recognized by the Student Senate and University President. PSU is no longer allowing social greek letter organizations as there is a permanent moratorium. This means no new social greek letter groups are allowed to colonize or start at PSU.
- Meet with Jenn White, Assistant Director for Student Activities.
- Constitution – write an acceptable constitution (see sample).
- Judiciary Committee – upload the constitution to your OrgSync ‘Emerging Group’ page for review by the Judicial Chair and their Committee.
- Student Senate – the full Senate will review the Constitution, upon its acceptance by the Judiciary Committee, and will ask for a representative from your group to be present to answer questions regarding issues such as the nature of your group and the need for such an organization on campus. The Senate will then vote on the proposed organization’s request for recognition. If the vote is in favor of the organization’s recognition, the group will move on to the next step in the process.
- Advisor – at this time, the potential organization must submit to the University President a letter requesting approval of an advisor for the organization. This individual must be a faculty, administrator, or staff person at the University. Make sure, before submitting the letter, that the individual you are requesting as an advisor is fully aware of the duties associated with advising and wishes to devote the time to your organization.
- Final Approval, University President – the President will review the senates decision to recognize the group and the organization’s request for approval of their advisor. A letter will be sent to the group, granting approval by the University President or a suggestion for an alternative action.
Each step must be satisfied and completed before you advance to the next. At steps 3, 4, and 6, the people involved often request that revisions be made before they give their approval. This process has been established to insure that all student organizations are strong and viable. Be prepared to defend the need and purpose of your organization.
With final approval from the University President, a letter recognizing your group and appointing an advisor will formally initiate your group as a recognized student organization. At this time, the student organization may submit a written request to the Student Senate Treasurer, for a start-up budget.
Those approved during the fall may request up to a $300 start-up budget and are asked to observe the allocation process during the spring of that academic year. The group will be eligible to make their first annual allocation request the following spring. For example, if a group becomes recognized during the fall of 2009, they observe the allocation process during the spring 2010, and they present an allocation request in spring 2011 for funds they can use during the 2011/12 academic year.
For those approved during the spring, they may request up to a $375 start-up budget and are asked to observe the allocation process during the spring of the following year. The group will then be eligible to make their first annual allocation request during the spring of the next academic year. For example, if a group becomes recognized during the spring of 2010, they will observe the allocation process during the spring of 2011, and they present an allocation request in spring 2012 for funds they can use during the 2012/13 academic year.
Constitution of (Name of Organization)
Plymouth State University
(Month and Year drafted)
An introductory statement, no longer than two or three sentences, stating the reason and intent for what follows.
The name of this organization shall be (Full Name of the Organization) hereinafter referred to as (Shortened Name of Organization as it will appear throughout constitution).
“The purpose of this organization shall be to…” etc.
Section 1: Eligibility: Membership in (Name of Organizations) is open to all matriculated students of Plymouth State University. (Name of Organization) will not discriminate because of race, color, religion, sex, national origin, sexual orientation, veteran’s status, age, handicap, or gender identity/expression. **However, academically oriented organizations may be open to only affiliates of their respective discipline. Also organizations may set a minimum GPA.**
Section 2: Active Membership: State in complete sentences the qualifications for Active or Voting membership in the Organization.
Section 1: Number and Method of Elections: (The Name of Organization) shall elect from the active membership a President, Vice President, Treasurer, Etc. at the second to last meeting of the spring semester. Indicate further if any special form of ballot is to be used, if any special procedure is to be used, and who is eligible to hold office.
Section 2: Duties of Officers: (List all duties and obligations of each officer)
- Preside over all meetings of (Name of Organization).
- Preside over all meetings of (Name of Organization).
- Vice President:
1. Preside over all meeting in the absence of President
2. Take over the duties of President in their absence
1. Account for all financial matters of the organization.
2. Take over the duties of Vice President in their absence.
3. Any duties deemed necessary by the President.
Section 3: Term of Officers: Indicate in complete sentences how long each officer is to serve, if officers may be re-elected to the same office, etc.
Section 4: Impeachment of Officers: Indicate in complete sentences if officers may be impeached, grounds for impeachment, procedure for impeachment.
Section 1: Standing Committees: State in one sentence the standing committees of the organization.
Section 2: Duties of Standing Committees:
A. The Constitution Committee Shall:
1. Review this Constitution each semester
Section 3: Creation: Standing committees may be created at any time during the existence of the organization.
Section 1: Number and Term of Office: Indicate in complete sentences the number of Advisors the organization is going to have and how long each will be asked to serve.
Section 2: Method of Appointment: Sate in complete sentences how the advisor is to be selected by organization.
Section 3: Duties: Indicate what responsibilities the Advisor is expected to fulfill.
Section 1: Regular Meetings: Indicate how often and approximately when regular meetings will be held.
Section 2: Special Meetings: Indicate when special or emergency meetings are to be called, by who and how members.
Section 3: Parliamentary Procedure: All regular and special meetings or the name of the organization shall be run under the rules of parliamentary procedure with the newest edition of Robert’s Rules of Order.
Section 4: Quorum: This is up to the organization. A quorum usually consists of one more than half of the total active membership.
Section 1: Procedure for Amendment: Indicate the procedure for offering an amendment to the constitution: As a general rule, amendments are submitted in writing and are read at two meeting before a vote is taken.
Section 2: Ratification: Indicate the vote necessary to ratify an amendment, etc. Ratification is usually accomplished through either a two-thirds or a three-fourths vote of the active membership.
1. You may wish to add Articles depending upon the nature of your organization. These additional articles should appear after the article dealing with “Advisors” and before the article dealing with “Amendments”
2. In all cases, clear, simple, and precise English must be used. Work to avoid misspellings and grammatical errors-these will delay acceptance of your Constitution.
3. Try your best to cover all possible questions that might arise.
4. Amendments are best added to the Constitution in the form of “Articles of Amendment”, appearing as a supplement to the original document. The Amendment Article or section is labeled for instance: “Amended: October 1, 2005”.
5. The body of your Constitutions format should be justified.
6. Inactive members have no voting rights but they as well as outside community members must pay to be part of group activities.
- You may wish to add Articles depending upon the nature of your organization. These additional articles should appear after the article dealing with “Advisors” and before the article dealing with “Amendments”
- In all cases, clear, simple, and precise English must be used. Work to avoid misspellings and grammatical errors-these will delay acceptance of your Constitution.
- Try your best to cover all possible questions that might arise.
- Amendments are best added to the Constitution in the form of “Articles of Amendment”, appearing as a supplement to the original document. The Amendment Article or section is labeled for instance: “Amended: October 1, 2005”.
- The body of your Constitutions format should be justified.
- Inactive members have no voting rights but they as well as outside community members must pay to be part of group activities.