Bylaws and Meetings

What You Need to Know: Robert鈥檚 Rule of Order (10th Edition)

Robert鈥檚 Rule is a set of guidelines that helps student organizations and governing bodies run their meetings smoothly and fairly. Here's what it does:听

  • Explains how the organization is set up鈥攚hether you鈥檙e a club or something bigger.
  • Tells you the steps for making decisions and getting things done as a group.
  • Lays out all the most important rules that everyone agrees to follow.
  • Makes sure these rules can鈥檛 be changed unless everyone鈥檚 given notice and a big majority (like two-thirds) votes for it.
  • Says you can鈥檛 just ignore these rules鈥攗nless Robert鈥檚 Rule specifically says it鈥檚 okay.听

Bylaw Guidelines

Bylaws are a requirement for all recognized student organizations.

Bylaws are the official rules your organization follows to stay organized and run smoothly. They spell out how your organization is set up, how you make decisions and the way things get done.

If your student organization wants money from student-fee funding, you have to turn in your bylaws with your funding request. That鈥檚 how you get support for club operations, events and travel.听

Follow this outline to create all the sections you must include in your bylaws.

Section Descriptions
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Article I: Name. The full name of the organization (student organization name).

Article II: Mission Statement. The objectives and purpose of the student organization.听
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Example: The (organization name), serving the 抖阴传媒在线, is committed to (purpose of organization). The organization accomplishes its mission by (list objectives and activities).

Article II: Members. All recognized student organizations must include the following language, as written, in their membership section of their bylaws/constitution:听
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In accordance with university policy, this recognized student organization is open to all CU 抖阴传媒在线 students and does not discriminate based on race, color, national origin, sex, age, disability, creed, religion, veteran status, marital status, political affiliation, political philosophy, pregnancy, sexual orientation, gender identity or gender expression in accordance with state, federal and Regent law.

After the inclusion of that statement, you may list the eligibility for membership. Include the application and acceptance procedures with the method of reviewing and voting on applications. Indicate whether the organization is open to all students and whether dues are required. Define attendance requirements here (e.g., member eligibility, who can vote).

Article IV: Officers. Specify the required officers and how they shall be elected or appointed. Next, rank the officers in the order listed. The method of nominating officers may be prescribed in this article (e.g., qualifications for each office, terms of office, duties, selection, process for replacement and removal).

Article V: Conduct. Specify general expectations of conduct and behavior for all members. Detail the process by which member behavior can be reported to leaders and any appeals/adjudication process you will adhere to.

Article VI: Meetings. List the frequency of meetings (e.g., biweekly, monthly, each semester). Define the quorum and the process for calling special meetings.

Article VII: Amendment of Bylaws. Define the procedure for the amendment of bylaws, usually with advance notice to members, and approval of two-thirds vote.

Additional Articles: Committees, annual large events, leadership transition鈥攊nclude whatever articles make sense for your organization.听

Use our template to get started. Ensure you鈥檙e being as descriptive as possible when writing your bylaws, and don鈥檛 forget to include the mandatory language under members/membership.听

Meeting Management

Meetings are essential for keeping everyone in your student organization on the same page and helping your group grow and succeed.听

To run a great meeting, make a simple agenda, figure out what needs to get done first and keep track of time. When you鈥檙e planning, remember the 鈥渇our Ps鈥濃攖hey鈥檒l help your meeting go smoothly and make sure everyone鈥檚 time is well spent.听

The 鈥淔our P's鈥

Preparation
  • Who should be in the meeting and why?
  • What information do they need from me (or others) to be prepared?
  • By what date should they get the information?听
Purpose
  • Why is this meeting important?
  • What will people get out of meeting in person?
  • Is a meeting the best way to accomplish what needs to be accomplished?听
Process
  • How will we accomplish what needs to be accomplished at the meeting?
  • How will the meeting time be maximized?
  • How can everyone at the meeting feel valued and important?听
Payoff
  • How does this meeting pay off for others?
  • How does this meeting pay off for the organization?
  • How does this meeting pay off for me?听

Minutes and Records

Keeping good meeting notes and records is super important for your student organization's success and making sure things run smoothly from year to year. Meeting minutes help everyone remember what got done, what鈥檚 still not finished and what needs to happen next.听

These notes also let future members and leaders see what decisions were made and what events happened in the past. To keep things organized, your group should pick one person to be in charge of taking and storing all the meeting notes and records. This way, nothing gets lost and everyone stays on track.听

Effective minutes contain:

  • The type of meeting (general meeting, executive board meeting, etc.)
  • Time, date and place of the meeting
  • Length of the meeting (time meeting begins and ends)
  • List of attendances and absences
  • Reports from the various members, committees, executive board members, guest speakers, etc.
  • General matters
  • Summary of discussion, voting, resolutions, motions or proposals
  • List of action items听