Constitutions and Governing Documents

The role of a constitution

A student group’s constitution is a foundational document that outlines the rules and principles of the organization. It serves as a guiding framework for the group’s operations, ensuring clarity and consistency in its activities. The constitution’s importance cannot be overstated, as it provides a clear structure and set of expectations for membership, leadership, and the group’s functioning. Without such a document, a student group may experience confusion, conflict, and inefficiencies that could impede its success.

Every student group recognized by Student Union and/or Campus Life is required to have an up-to-date constitution. This document must be publicly posted on the group’s WUGO page under the “Documents” section to ensure transparency and accessibility for current and prospective members.

In essence, the constitution of a student group is a critical tool that lays out the essential functions and principles of the group. It provides a clear and structured approach for achieving the group’s goals, managing its membership and leadership, and ensuring that operations are carried out in a fair and effective manner. By adhering to and periodically reviewing and updating this document, student groups can thrive and make a meaningful impact on their campus communities.

Mission statement or purpose

A well-crafted constitution typically begins with a Mission Statement or Purpose. This section clearly defines the goals and objectives of the organization, providing a shared vision that all members can rally behind. Understanding the group’s purpose helps in aligning all activities towards achieving common aims, fostering a sense of unity and direction.

Membership definition and processes

Defining who a member is and how a student can become a member are critical components of the constitution. This section outlines who is eligible to join the group and the steps they must take to become members. Additionally, it specifies the expectations of members, promoting accountability and engagement. Equally important is the mechanism or process to remove a member; this ensures that the group can maintain standards and address issues that may arise regarding a member’s conduct or participation.

Officer selection and duties

Another vital aspect of the constitution is the delineation of officers and their selection process. It specifies the roles and responsibilities of each officer, as well as the procedures for selecting them, whether through elections or appointments. This ensures that leadership is determined in a transparent and democratic manner, which is essential for maintaining trust within the student group.

Operational guidelines

Outlining how your student group will operate is crucial for the daily functioning of the group. The constitution should clearly outline how the organization will conduct meetings, make decisions, and manage finances. This provides a predictable and organized approach to the group’s activities, facilitating smooth operations and effective management.

Amending the constitution

From time-to-time a student group may be required to amend their constitution or associated documents. This section describes the process by which changes to the constitution can be proposed and enacted, ensuring that the document remains relevant and adaptable over time.

Code of conduct

The inclusion of a Code of Conduct ensures that all members understand the expected behaviors and ethical standards. This fosters a respectful and professional environment, which is important for the group’s reputation and internal culture.

Non-discrimination policy

A non-discrimination Policy is essential to promote inclusivity and equity within the organization. It affirms the group’s commitment to providing equal opportunities to all individuals, regardless of their background, and helps to create a welcoming and diverse environment.

Constitution template

To support student groups in building strong foundations, the Student Union and Campus Life team has developed a constitution template that outlines the essential components of a well-structured governing document. This resource is designed to help your group clearly define its purpose, leadership structure, membership expectations, and operational procedures.

Whether you are forming a new student group or updating an existing constitution, this guide ensures your group meets Student Union and Campus Life requirements while reflecting your unique mission and values.

Bylaws

A bylaw is a rule or set of rules adopted by a student group to govern its internal operations and procedures. While the constitution outlines the broad structure and purpose of the organization, bylaws provide more detailed guidance on how things work day-to-day—like how meetings are run, how officers are elected, and how decisions are made.

Think of bylaws as the “how-to manual” that supports the framework laid out in the constitution. While Student Union and Campus Life does not require student groups to maintain bylaws, it is strongly encouraged that organizations consider adopting them to help guide their internal operations and decision-making processes.

Student Group constitution & bylaws checklist

Creating a constitution

•  Review the Student Union template constitution and requirements.
•  Draft each core section listed above.
•  Ensure clarity, consistency, and alignment with university policies.
•  Submit the draft for review and approval by the student involvement office.

Using the constitution

•  Distribute the constitution to all members and officers.
•  Refer to it during elections, disputes, and decision-making.
•  Use it as a guide for leadership transitions and onboarding.

Revising the constitution

•  Review the constitution annually or biannually.
• All student groups must provide an updated constitution each year during the annual re-registration process that happens in late spring.
•  Collect feedback from members and officers.
•  Follow the amendment process to propose and approve changes.
•  Submit updated versions to the appropriate campus office.

Creating & maintaining bylaws

•  Use bylaws for detailed procedures not covered in the constitution.
•  Include items like committee structures, event planning protocols, or officer expectations.
•  Review and update bylaws regularly.
•  Ensure bylaws do not conflict with the constitution.

Documentation & accessibility

• Every student group must have a current constitution (for this academic year) uploaded to their student group WUGO page under “Documents”.  
• Keep digital and physical copies of the constitution and bylaws.
• Store documents in a shared drive or leadership binder.
• Make documents accessible to all members, especially new officers.

Leadership transition tips

•  Include constitution/bylaws review in officer training.
•  Encourage outgoing leaders to highlight key sections for successors.
•  Treat the constitution as a living document that evolves with the group.