Constitution Review Checklist for Notre Dame Clubs

CONSTITUTION CHECKLIST

	NAME OF THE CLUB
		The name of the club must be clearly stated. This will be the official name of the group which will appear in publications.
		The name must reflect the nature and activities of the club. If included, the name "Notre Dame" must be at the end of the club name (i.e. Performing Arts Club of Notre Dame). (If an MBA or Law School affiliated club, "MBA" or "Law School" must be in the name.)

	PURPOSE
		The purpose of the club must be clearly stated and reflect the events and activities the club hopes to coordinate.
		The purpose of the club must be consistent with the University's mission and the teachings of the Catholic Church.
		The purpose of the club must be focused towards your intended audience (i.e. students), and not to serve other campus constituencies.

	MEMBERSHIP STRUCTURE
		The membership classification structure must be clearly outlined.
		Alumni, parents, and community members cannot be members of clubs.
		(If applicable) Faculty and staff members are to be classified as "Associate Members" who do not have voting rights and cannot run for office.

	MEMBERSHIP FEES
		The membership fee must be clearly stated.
		The deadline for collection of membership fees must be clearly stated.
		The collection process must be clearly stated.
		If the deadline is a set date and membership enrollment is rolling, you must state what the membership fees are for individuals who join after the deadline (i.e. new members who join in the spring semester).

	OFFICERS
		Only students may serve as officers.
		If an undergraduate club and interested in an allocation from the CCC, at least half of the officers must be Notre Dame students (the other half can be Saint Mary's/Holy Cross students, if eligible). Officer 1 should be a Notre Dame student.
		The titles of the officers are clearly stated.
		The duties of all officers are clearly stated.

	ELECTION/IMPEACHMENT PROCESSES
		The election process must be clearly stated.
		The date of elections must be clearly stated. Officer elections should be held in February. This will help ensure a smooth transition process and an effective allocation review through the CCC (if an undergraduate club).
		The type of vote required for election (majority, 2/3, etc.) must be clearly stated.
		The officer election process must be fair and democratic.
		The process for removing/impeaching officers must be clearly stated.
		The type of vote required for impeachment (majority, 2/3, etc.) must be clearly stated.
		The impeachment process must be fair and democratic. You are encouraged to have your club advisor oversee all impeachment proceedings.

	ADVISOR
		The Advisor must be a full-time faculty member or administrator at Notre Dame.
		The selection process of the Advisor must be clearly stated. The Advisor must be appointed on an annual basis.
		The duties/responsibilities of the Advisor must be clearly outlined.
		The Advisor must be an ex-officio member of the club.
		The Advisor does not have voting rights. You are encouraged; however, to give the Advisor veto power over proposed events/activities which are clear violations of University policies.

	MEETINGS
		The frequency of meetings should be clearly stated.
		The method of informing members about meeting dates and times must be clearly stated.
		The quorum (minimum number of members required in attendance in order for business to be conducted) must be clearly stated.
		The process for emergency meetings (and who can call emergency meetings) must be clearly stated.

	DISBURSEMENT OF FUNDS
		The process for disbursing funds must be clearly stated (the standard process is for processing transactions by the club treasurer which are approved by the advisor).
		(If applicable) If your club purchases expensive items/capital equipment, you are encouraged to add a special purchase authorization process (e.g. Approval from 1/2 of the membership required for purchases over $500).
		(If applicable) All proposed activities/events/purchases exceeding $5,000 must be approved in advance by Financial Management Board.

	AMENDMENTS
		The process for amending the constitution must be clearly stated.
		The type of vote required for amending the constitution must be clearly stated.
		All amendments must be submitted DIRECTLY to the Student Activities Office in writing for review.

	AFFILIATION CLAUSE (if necessary)
		If the club is affiliated with a local, regional or national organization, the constitution must include a statement which clearly reads "When in conflict, University of Notre Dame policy will supersede the policies of ______."
		A brief description of all affiliations is provided.

For more information on writing a constitution, please contact Mary Kate Havlik, Student Program Coordinator, or go to the Sample Constitution.

Student Activities Office
315 LaFortune Student Center, Notre Dame, IN 46556
sao@nd.edu

Division of Student Affairs
316 Main Building, Notre Dame, IN 46556