The following sample constitution is provided to Notre Dame undergraduate clubs as a guide in creating a new constitution or proposing structural revisions. (You can also download a Word version of the Sample Constitution for easy updating). Please note this is only a guide and not all information in this sample is applicable to all clubs. Please pay attention to the text and whether or not it makes sense to include in your club's constitution. Questions regarding constitutions should be directed to the Student Activities Office.
PLEASE NOTE: Do not use "Notre Dame" at the beginning of your club's name.
The Constitution of the Domer Club of Notre Dame
Article I. Name
The name of this club shall be the "Domer Club of Notre Dame" (DCND).
Article II. Purpose
The Purpose of DCND shall be to foster leadership development through the coordination of educational and awareness projects. DCND will work toward its goal by:
Article III. Membership
Section 1. Membership in DCND shall be open to any interested undergraduate students at the University of Notre Dame, Saint Mary's College, or Holy Cross College.
Section 2. Notre Dame graduate students and Notre Dame faculty/administrators may join the club as "Associate Members." Associate Members may not run for office and do not have voting rights.
Section 3. If deemed necessary, a person's membership may be reviewed by the club officers for repeated or serious violations of the club constitution. Members may also be expelled by a unanimous vote of the club officers for gross ethical or professional misconduct.
Article IV. Membership Fees
Section 1. All members must pay an annual membership fee of $10.00 due to the Treasurer no later than September 15.
Section 2. Members joining between September 15 and the end of the fall semester must pay the $10.00 membership fee to the Treasurer by the second meeting they attend.
Section 3. Members joining in the spring semester must pay a $5.00 membership fee by the second meeting they attend.
Section 4. Members who are current on their dues payment shall be classified as "active" members.
Section 5. Only active members may participate in club activities.
Article V. Officers
Section 1. The Club Officers of DCND shall be the President, Vice President, Treasurer, and Secretary. The creation of additional officer positions (i.e., Co-President, Web Master, etc.) must be approved by a two-thirds vote of the active membership and with the support of the Advisor.
Section 2. Only students may serve as officers, and at least half of the officers must be Notre Dame undergraduate students.
Section 2. The duties of the President shall include:
Section 4. The duties of the Vice President shall include:
Section 5. The duties of the Treasurer shall include:
Sections 6. The duties of the Secretary shall include:
Article VI. Officer Election/Impeachment
Section 1. All Club Officers shall be elected before March 1 and will serve a term of May 1 - April 30. The time between elections and April 30 shall serve as a transition period for new officers.
Section 2. Officer elections will consist of the following three step process: 1. Nominations, 2. Elections, 3. Run-Off Elections (if needed)
Sections 3. In the event that an officer is judged to be deficient in his/her duties (as decided by a unanimous agreement of the three club officers and advisor), he/she may be removed by a two-thirds vote of the club's membership. The Advisor shall oversee the impeachment process to ensure a fair and democratic process.
Sections 4. The filling of an office vacated by impeachment shall be conducted by a special election held in the manner of elections as defined in Article VI, Section 2. In case of a vacancy for the President, the Vice President shall be appointed President, and a replacement for the Vice President shall be elected.
Article VII. Committee Chairs
Section 1. The Club Officers shall decide on an annual basis which committees need to be established in order to advance the club's position on campus.
Sections 2. All committee chairs will be appointed no later than April 15 by the Vice President. All appointments must be approved by the majority of the Club Officers.
Section 3. Only students may serve as committee chairs.
Section 4. The duties of all committee chairs shall include:
Article VIII. Advisor
Section 1. The Club Officers shall unanimously agree upon and appoint an Advisor no later than April 1 to service a term from May 1 - April 30.
Section 2. The Advisor must be a full-time Notre Dame faculty member of administrator.
Section 3. The Advisor's duties shall include:
Section 4. The Advisor shall be an ex-officio member of the club and as such shall not have voting rights.
Section 5. The Advisor shall have veto power over any decision made by the club which is in direct violation of University policy. This authority shall only be used in circumstances where the club officers knowingly intend to violate University policy.
Article IX. Meetings
Section 1. The club shall meet at least once per month. A listing of meeting dates shall be established by the Club Officers and shall be emailed to the membership no less than one month before the scheduled meeting.
Section 2. Only active student members may vote at meetings. Quorum to conduct business shall be 505 of dues paying members.
Section 3. In the event that an emergency meeting of the club needs to be held, the President of the club shall have the authority to call such meetings. All officers must agree in advance to an emergency meeting and at least 24 hours notice must be provided to all active members by sending out both a voicemail and email. Communication of emergency meetings will be the responsibility of the Secretary.
Article X. Disbursement of Funds
Section 1. All disbursements of funds must be approved by the Treasurer and Advisor.
Section 2. Reimbursement for expenditures will only be accepted for members who have retained an original, itemized receipt and a description of the expense incurred
Section 3. Any expenditure in excess of $200 must be approved by the majority of the Club Officers.
Section 4. Any expenditure in excess of $5,000 must be approved in advance by the Financial Management Board.
Section 5. All financial transactions of DCND will be managed through the University of Notre Dame's accounting system, as stipulated by the Student Union Treasurer's Offices.
Section 6. Only the Club Officers and the Advisor shall have the ability to charge expenses to the club via the University's account charge system.
Article XI. Amendments
Section 1. Amendments may be made to this constitution at any time by a two-thirds vote of the active club membership.
Section 2. Members interested in proposing amendments to the constitution must submit the proposed amendment to the President no later than ten days before the club's next meeting.
Section 3. The proposed amendment shall be presented via email to the active club membership no later than five days before the meeting where the amendment will be debated.
Section 4. Upon receiving a two-thirds affirmative vote in favor on a constitutional amendment/revision, the President shall submit the amendment/revision in writing to the Student Activities Office for review/approval.
Article XII. Affiliation with the National Association of Domer Clubs (NADC)
Section 1. The Domer Club of Notre Dame is affiliated with the National Association of Domer Club (NADC), a national organization that fosters the development of student-initiated college/university leadership programs.
Section 2. When in conflict, the University of Notre Dame policy shall supersede the policy of the National Association of Domer Clubs.