Submit the following completed materials to Dean of Students Office 211 Martin Hall during a regular Fall or Spring Semester. This process will not be considered during the summer session.
- Letter from faculty/staff member on departmental letterhead agreeing to serve as advisor to group. Advisors must be approved by the Dean of Students Office. Additionally, all new advisors of honorary or college related organizations must be approved by the Dean of the College. The letter should also state that if the advisor should become unable to continue, he or she will notify the Dean of Students Office. Email or green mail letter to Dean of Students Office at joan@louisiana.edu.
- Petition from a minimum of 10 full-time students who have a minimum GPA of 2.0 or GPA required by your National/Regional/ State organization, whichever is higher (also a copy of the national constitution if the organization is affiliated with a national organization).Names must be typed with student signatures. Include CLID number. Email petition to Dean of Students Office at joan@louisiana.edu.
- Sports Organizations must submit a Sport Organization Membership Release form that is available in Room 211, Martin Hall. Contact Sports groups will be required to show proof of insurance.
- Email constitution in Word 2003 (or lower) format with required statements to Joan Speyrer at joan@louisiana.edu PDF constitutions will not be accepted. Guidelines for writing a constitution. Constitutions must have 6 statements written exactly as listed in guidelines to be approved. When referring to the University in the constitution it must be referenced as either UL Lafayette or University of Louisiana at Lafayette. If the organization has a national constitution please submit that also.
The Organizations committee chairperson shall distribute copies of the constitution to all members of the committee. Organizations Committee reviews constitution.
Criteria for recommending an organization for approval shall be the following:
- A constitution and by-laws indicating the purposes and goals of the petitioning organization with a cover letter signed by the petitioning students and the faculty advisor.
- Petitioning organizations should not duplicate already existing organizations.
- Petitioning organizations should have explicit goals and purposes that reflect the overall broad philosophy of the University and also conform to the high standards expected of them.
Criteria for not recommending an organization for approval shall be the following:
- Duplication of functions.
- Lack of definite purposes.
- Lack of conformity to the high standards of the University.
- Short term purpose, goals and objectives (i.e., changes in legislation).
- An organization’s concern in such personal and private matters as finances, psychological and emotional health, sexuality, criminal records, and other areas that are not the University’s concern except in the delivery of the usual services.
- An organization whose activities result in undue physical stress or any subtle or covert technique that will impair, make captive, or destroy an individual’s freedom of thought will not be chartered.
The Committee shall either vote to grant approval or deny approval
- Once approved, the Organization Committee Chairperson sends the recommendation from the Organizations Committee to Vice President of Student Affairs, Edward Pratt.
- If approved by V.P. Pratt, he will send the recommendation to Dr. Joseph Savoie, University President
- Dr. Savoie approves/denies organization.
- If approved, the Organization Committee Chairperson sends copies of approval letter and constitution to the organization and the advisor.
- Organization may then schedule activities and fundraisers according to guidelines in UL Lafayette Student Handbook located on the University website.
The Committee on Organizations expects that each organization shall financially monitor itself at the beginning and ending of each year for:
- Assets: The organization should maintain a sound fiscal condition. The organization’s active advisor will be held responsible for monitoring and maintaining fiscal solvency, and report to the proper University authority if this solvency is in question. Faculty advisors shall counter sign all checks.
- Disbursement of Assets: If the organization is disbanded, personal assets may be divided among its membership, or contributed to a nonprofit organization. If the assets were acquired by the University, they will revert to the University.
- Liabilities: The organization should be responsible for its liabilities. The organization should be monitored by its advisor to determine the fiscal soundness of the organization with the purpose of deterring the defaulting of payment of indebtedness.
- Grounds for Review and/or Disbandment: If there is any type of legal violation brought against the organization, this would constitute grounds for review.
- If the organization fails to meet its goals, responsibilities, financial obligations, abide by its constitution and by-laws, cause physical or emotional harm to members or perspective members or misrepresent its purposes, a review may be made with a possible recommendation for disbandment. The Dean of Students Office and/or the Internal Auditor may randomly select an organization for review and audit. Depending upon the findings of the review, the Committee on Organizations would make the necessary recommendations to the Vice President for Student Affairs which might include disbandment. A group may appeal to the Student Affairs Appeals Court any decision of the Committee on Organizations.
Writing a Constitution
A constitution is the basic framework of an organization. It should state the purpose, the number of officers, the method of their selection requirements for membership and other general operating procedures which might be subject to frequent change. Detailed methods of doing business and specific rules belong in a document called By-laws. For example, the constitution would establish the fact that dues are a requirement for membership and would outline the method of determining the amount of the dues. The by-laws would then state the specific dues structure. To aid your planning group, a sample constitution and explanation of each section of a constitution has been prepared for your use. The sample constitution is only an example and should not be used as a “fill-in” form. Should you require further assistance in the preparation of your constitution; contact the Dean of Student’s Office.
The constitution MUST include the following statements:
- Activities that result in undue physical stress or any subtle or covert technique that will impair, make captive, or destroy an individual’s freedom or thought will not be tolerated.
- This organization will adhere to all policies and regulations of the University of Louisiana at Lafayette and the University of Louisiana System.
- All fund raising activities shall be carried out in accordance with the rules and policies of the Office of Student Affairs and the UL Lafayette Student Union.
- Membership shall not be denied on the basis of race, color, religion, national origin, age, gender, sexual identity or disability.
- The advisor must countersign all checks. NOTE: this statement must be included wherever finances are mentioned and wherever the advisor’s role is outlined.
- Any major amendments shall be submitted to the UL Lafayette Organizations Committee for final approval.
Sample Constitution
Article I. Name
The name of the organization should reflect the nature of the organization. Include any acronyms that may be used to refer to the group on and off campus.
Article II. Purpose
Section 1. This section should state the purpose, aims and functions of the organizations.
Section 2. This section should state that the organization is willing to abide by all policies and procedures established by the University.
Article III. Membership and Dues
Section 1. This section should state who membership is open to, the requirements and size limitations of the membership.
Section 2. This section should outline the method of determining the amount of dues, if any.
Section 3. This section should illustrate that organization does not discriminate on the basis of race, color religion, gender, national origin, age, sexual orientation, and physical or mental ability or disability.
Article IV. Officers
Section 1. This section should be a list of the officer positions and the duration of terms. Also provisions should be made for vacancies of office. Names should not appear in the constitution, only the positions.
Section 2. List the duties and powers of each officer.
Article V. Function and Operation
Section 1. This section should state how officers shall be elected and if nominations shall be held. Also include any qualifications necessary to hold office (i.e. GPA requirement) and what members are eligible to make nominations.
Section 2. Determine how candidates shall be nominated (i.e. secret ballot, nominations from the floor, nomination committee).
Section 3. Illustrate how voting will take place (i.e. ballot, standing vote, show of hands). Also, determine what constitutes a majority vote.
Section 4. Specify when elections will be held, but keep it general.
Section 5. Determine the impeachment process of officers.
Article VI. Advisor
Section 1. This section should state role of the advisor.
Article VII. Finances
Section 1. This section should state the organization’s plans to finance its activities.
Article VIII. Meetings
Section 1. This section should state the provisions for setting up a regular meeting time, as well as any provisions to be made for calling special meetings.
Article IX. Quorum
Section 1. This section should state the rules pertaining to the number of members, or the percentage of membership, required to be present at a meeting to transact business.
Article X. Amendments
Section 1. Amending the constitution should not be too simple a process for the sake of the stability of the organization. All amendments are subject for final approval by the appropriate governing body.
Section 2. This section should state the process of how proposed amendments shall be submitted and voted upon.
Writing Bylaws
By-laws may also be submitted. The by-laws are rules governing the internal workings of the organization and can include:
- Standing committees of the organization;
- Ad-hoc committees and how they are determined;
- Policies related to the time and location of the organization meetings;
- Election procedures, dates, terms of offices;
- Structure and purposes of committees;
- Statement that Robert’s Rules of Order will be followed;
- Provisions for membership fee, dues and assessments;
- Detailed material concerning members, rights, duties, expulsion and resignation procedure; and,
- A method to amend the by-laws.