Governing Documents

An organization’s governing documents establish a structure for order, purpose, rules, and continuity for your group. Topics such as membership, elections, discipline, and officer responsibilities must be included, but it is up to each organization to structure itself in these areas. All members of an organization should have access to, and know where to find the governing documents of their organization. When elections are held, policies are proposed, or conflicts arise, it is important to have an agreed-upon set of guidelines for governing the organization. During the development of a new organization, the Center for Student Involvement will review and assist organizations in the creation of their governing documents. We will also audit these documents periodically to ensure that all organizations are being effectively governed.  

Below is an example of the format that your organization should use in the development of its governing documents. This example has been created for general use, and your organization should customize it for your particular needs and purposes. All articles below must be addressed in your final document, as well as the date of the last revision.

Marissa Perkowski, Assistant Director for Student Organizations, can assist you with the formation of this document if necessary.

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  • Article I. Name

    The name of this Organization/Club shall be (organization’s formal name).  

  • Article II. Purpose
    The (organization’s formal name), serving the University of Richmond, is committed to...(purpose of organization). The organization accomplishes its mission by...(list objectives). 
  • Article III. Membership
    A. Members: 
    1. The members of this organization shall be currently enrolled students at the University of Richmond. 
    2. They become members by (invitation/try-outs/self-selection/active participation/application).

    Note: If your organization has any barriers to membership such as an audition, tryout, GPA requirement, etc. this will make your organization selective and would disqualify you from SOBAC funding. If your organization is selective, please provide information about the selection process, including details about your new member period, if applicable.  

    B. Member Removal: 

    1. A member may be removed or suspended from the organization by a vote of two-thirds of the members at a regular meeting. Removal or suspension may be with cause. The person under consideration shall be given an opportunity to be heard at the meeting with sufficient notice of the proposed removal or suspension, the person under consideration shall not be counted in determining the presence of a quorum not whether the required two-thirds vote has been obtained.  

    Note: All organizations should have this clause in the event it becomes necessary to remove a member from the organization. Above outlines one example of how this process could work, but you should create a removal process that best fits your organization. 

    C. Privileges and Responsibilities of Membership: 

    1. Voting: Each member is entitled to one vote. 
    2. Privileges: Each member shall be entitled to all services of the organization. 
    3. Participation: Each member shall be entitled to participate in all organizational events. 
    4. Responsibilities: Each member shall…(list responsibilities of members). 
  • Article IV. Membership Meetings
    1. The business meetings of the membership will be held…(annually in the spring or fall, weekly, or other). Notification of this meeting shall be made…(how many days) prior to said meeting. 
    2. The President/Chairperson/Captain of the organization may call other meetings. 
    3. Quorum: At all meetings of the organization, a quorum shall be measured in members present. (quorum = one half + 1)  
  • Article V. Officers

    Note: The Center for Student Involvement requires all RSOs to have a President, Treasurer, and a staff or faculty Advisor. Organizations may have other officer positions on their executive board but they must be listed and their roles explained here. Examples of responsibilities for all roles are provided below, but please update this information to accurately reflect your organization’s structure and responsibilities. 

    A. Titles: 

    (The organization’s formal name) shall have the following officers elected from the current membership: 

    1. President/Chairperson/Captain (required) Manages and oversees all operations of the organization. Delegates tasks when needed. Presides over meetings 
    2. Treasurer (required) Oversees budget and spending for the organization. The person in the org who is allowed to check out cards and utilize SOBAC funding. 
    3. Vice-President (example) Assists the president in planning for the organization as well as running meetings 
    4. Secretary (example) Creates minutes for meetings, handles paperwork tasks 
    5. Advisor/Coach (required) Faculty/Staff member who assists the org in their goals.  
    6. Miscellaneous Officers (ex. Board of Elections Chair)
    B. Qualifications: 
    1. The President/Chairperson/Captain shall have been (elected/appointed/self-appointed) to the organization and serve a one-year term.  

    Note: After an organization’s inaugural year, the president shall be elected using the election guidelines outlined in this document. Officers can only serve a maximum of two terms/years. 

         2. The other officers must be current members of the organization and will be (elected/selected) by             the process in the Terms of Office. 

     

     C. Terms of Office: 

    Note: Elections should have a defined time period and process that is followed during each cycle to determine officers. The example below outlines one way this process could work, but you should create an election or selection process that best fits your organization. (Examples could include: member voting, application and interview process, slating, etc.)  All processes should ensure fairness and opportunity for any member interested in obtaining an officer position.  

    1. Officers shall be elected annually (fall or spring) by the members at one of the regular meetings. Elections shall be by ballot and a majority of the votes cast shall elect. 
    2. Each officer shall take office…(date), and serve a one-year term and may be re-elected consecutively to the same office for only one additional one-year term. 
    3. Officers cannot serve more than two consecutive terms in the same position.  

     

     D. Vacancies and Removal: 

    Note: All organizations should have this clause in the event it becomes necessary to remove an officer from their position. Below outlines one example of how this process could work, but you should create a removal process that best fits your organization. 

    1.  A vacancy in the office of the President/Chairperson/Captain shall be filled by the Vice-President unless he or she is unable to serve, at which time the vacancy shall be filled by election of the members by a majority of votes cast. A vacancy in the office of the Vice-President shall be left vacant with the President/Chairperson/Captain delegating the duties of that position. 
    2. Any officer, including the President/Chairperson/Captain, may be removed from office or suspended from office by a vote of two-thirds of the members at a regular meeting. Removal or suspension may be with cause. The person under consideration shall be given an opportunity to be heard at the meeting with sufficient notice of the proposed removal or suspension, the person under consideration shall not be counted in determining the presence of a quorum not whether the required two-thirds vote has been obtained. Upon a vote of removal or suspension of the President/Chairperson/Captain, the Vice-President shall preside at the meeting. 
  • Article VI. Committees

    Note: Committees can be useful in managing responsibilities or events. Below outlines one example of how committees could be formed and managed, but you should create a structure that best fits your organization. 

    1.  The President/Chairperson/Captain, subject to the approval of the organization, shall appoint such standing, special, or ad hoc committees as may be required by the bylaws, as he or she finds necessary. Committee Chairpersons shall be appointed by and responsible to the President/Chairperson/Captain.
    2. A vacancy in a Committee Chairperson position shall be filled by appointment of the President/Chairperson/Captain of the organization with input from the outgoing Committee Chairperson. 
  • Article VII. Parliamentary Authority

    Note: A parliamentary authority contains the rules an organization will use to manage their meetings and make decisions as a group. Organizations should choose a process that will work best for them to create orderly transactions of business. There are some established methods of parliamentary authority commonly used to run organizations such as Robert’s Rules of Order (video) and Consensus Decision-Making (video). We encourage organizations to fully research and understand the method they choose before submitting your bylaws. You may also outline your own process in detail in this section, or schedule a meeting with the Center for Student Involvement if you are unsure of which option is best for your organization.  

    A. This organization shall be governed by (insert rules of order title if applicable, or describe your process      here) 

    1. Rules of order shall apply to the following aspects of the organization:  
      1. Formal meetings
      2. Policy changes 
      3. Membership challenges 
      4. Constitutional amendments 
  • Article VIII. University Policies
    This organization shall abide by all applicable policies instituted by the University of Richmond. 
  • Article IX. Amendments

    Note: The amendment section of this document dictates how the organization will propose and enact changes to their governing documents. This can be accomplished through the method outlined below as an example, but you should create a process that best fits your organization.  

     These bylaws may be amended by a vote of two-thirds of the members of the organization present at any regular meeting or at a special meeting called for that purpose. The membership shall be notified of adopted bylaw amendments by the most feasible means.