Forms

Student Organization Constitution Sample - DOWNLOAD

Constitution of _________________________________

(Organization Name)

Article I

The name of this organization shall be the ____________________________________ __________________________ of Doane University.

Article II

The purpose of this organization shall be:

Article III

Section 1. Membership call consist of members of Doane University who (are undergraduate, graduate, a specific major, etc.)

Section 2. Members will (or will not) be expected to pay a (monthly / yearly) dues in the amount of $_____.

Article IV

Section 1. The officers of this organization shall be:

Section 2. Qualifications for each officer are as follows:

1. (Officer Title): _____________________________________________________________
2. (Officer Title): _____________________________________________________________
3. (continue until all officer position qualifications are explained)

Section 3. The duties of each officer are as follows:

4. (Officer Title): _____________________________________________________________
5. (Officer Title): _____________________________________________________________
6. (continue until all officer position duties are explained)

Article V

Section 1. The organization shall have _(#)_ standing, or permanent, Committees. Their duties are as follows:

1. (Committee Name): ____________________________________________________
2. (Committee Name): ____________________________________________________
3. (continue until all permanent committees have been explained)

Article VI

Section 1. Elections will be held (specify when).

Section 2. Elections will follow these procedures:

Article VII

Section 1. The advisor of this organization shall be a full time member of the faculty or staff of Doane University.

Section 2. The advisor will be chosen (explain procedure) and shall be subject to change when (state removal procedure).

Article VIII 

Officers shall be removed from office when (state procedure).

Article IX 

Proposals for amendments to the Constitution shall be (state procedure for ratification).

Article X

The Constitution shall be ratified by its members (state procedure).

Advisor Resources 

An advisor must be a member of the Doane University faculty or staff. Every student organization must have an advisor in order to be officially recognized. 

Expectations 

1. Attend some meetings of the organization and become familiar with events and activities sponsored by the group to insure that it adheres to state and University policies.
2. Serve as a resource to the group. This includes providing ongoing training as needed.
3. Help the group achieve its goals by sharing expertise, insight, ideas, and by making recommendations when appropriate.
4. Work with members to develop self-responsibility.
5. Keep track of the financial status of the organization. If you have concerns about this area, please contact the Assistant Director of Campus Engagement - Spencer Munson - [email protected]
6. If you anticipate problems with an activity the group is proposing, question the activity and point out potential problems.
7. Complete required Campus Security Authority (CSA) training. 

Authority of advisors 

1. Oversee the organization's financial records. You may ask to review their records at any time.
2. Interpret state and University policies in order to keep the organization's and institution's best interests in mind.
3. Recommend special recognition of an outstanding activity, event, or contribution by an organization or its members when that recognition is warranted.
4. Recommend suspension of privileges if you believe that the organization is planning to, or has, violated state and/or University policies. For more information, contact the Chief Judicial Officer - Brian Stutz - [email protected] 

Being an effective advisor 

Depending on the type of involvement and authorization of an advisor, responsibilities may differ. The following areas outline a model that may be used as a guideline in your work with organizations at Doane University

Teaching & Coaching 

Teaching and coaching are activities within the advisor's professional capabilities. The advisor can serve as a resource to propose that organization activities incorporate the ideals of inclusiveness, help members apply principles and skills learned in the classroom, point out new perspectives and directions to the group, assist members in the development of insight into their problems, point out additional resources within and outside the college community, coach

individuals in their duties as officers, assist in the identification and development of new leadership, and insist on high standards of programming and individual performance. 

The most successful advisors look for opportunities to create or take advantage of experiences that will maximize the learning potential of any activity or interaction with students. 

Consulting 

In consultations on programs/activities, the advisor should expect that they will be consulted regularly by organization members concerning their plans for programs/activities. Advisors should know what programs/activities are being planned and can feel free to offer suggestions while, at the same time, being careful not to dominate the planning process. 

Providing continuity 

This is a very important responsibility. Turnover of officers and members of student organizations is continual. Sometimes the only continuous link a group experiences is their advisor. In this capacity, the advisor can help the organization become or stay strong and develop plans for reaching goals of the group. 

Informal counseling 

As an advisor, you get to see students interact in an informal setting. This provides a unique opportunity to identify students who may be experiencing problems that may affect their academic success, personal fulfillment, or effectiveness in the organization. In this situation, we encourage you to speak with the student(s) privately to point out your observations and try to get more information from the student about the nature of the problem(s). Based on this meeting, you may want to consider referring a student to the Counseling Center for more specialized assistance and support. You may also want to consider contacting the Counseling Center staff to get ideas on how to work most successfully with this student. Visit our Counseling Center in Padour Walker 105 or contact Myron Parsley. His e-mail address is [email protected], and phone number is 402.826.6719. Appointments may also be scheduled through The Director of Health and Wellness - Andreea Baker by calling 402.826.6720 or e-mailing: [email protected] or [email protected]

Supervising 

The advisor has a responsibility to keep the institution and the organization's best interests in mind. In a well-run organization, the advisor's supervisory role may be minimal, though they may need to remind the group of University regulations or, on occasion, step in to prevent the organization from violating state or University policies. 

Participating in meetings

The advisor should attend all regular and special meetings of the organization to keep informed about organization efforts. We recommend that advisors also meet regularly with organization officers to assist in long-range planning and leadership development of the organization.

Maintaining organization records 

The advisors should see that the officers of organizations maintain adequate records of the group's activities. Because committee reports and group records are an important part of the organization's history on campus, they should be preserved. 

Advising style 

There is no "right" advising style. We encourage you to utilize your own leadership style. Research has shown that the most successful advisors take care of the people in their organizations by being available and accessible. Additionally, successful advisors maintain a concern for the organization's purpose and goals. Modeling behavior is very important in working with students. 

Reporting Crime 

As an advisor, you are considered a Campus Security Authority (CSA) under the Jeanne Clery Act. If any person reveals to you that they have been the victim, witness, or perpetrator of any incident that might involve a crime (reportable or otherwise) please immediately contact the Public Safety Office. If you are not sure if you need to report please error on the side of reporting. 

Public Safety Office 

Location: Basement of the Communications Building. 

You can contact the Safety Office 24/7 (during open academic calendar dates) at 402.826.8669 or x68669 from a campus phone. 

Email: [email protected] 

Academic Year Hours - 24/7 (Closed during campus holidays) 

If you would like additional information about specific areas of advising (i.e. counseling, crisis intervention, goal setting, etc.), please contact our team: 

Spencer Munson - Assistant Director of Student Engagement - [email protected]. Eden Diehl - Assistant Director of Student Engagement: Fraternity and Sorority Life - [email protected].

DOWNLOADABLE AGREEMENT

1. Call to order

The Chairperson says, “The meeting will please come to order.”

2. Roll Call

Members say “present” as their name is called by the secretary.

3. Minutes

The secretary reads a record of the last meeting.

4. Officer’s Reports

Officers give a report to the group when called on, usually limited to a time if necessary.

5. Committee Reports (if necessary)

First come reports from permanent committees, followed by special committees.

6. Special Reports

Important business previously designated for consideration at this meeting.

7. Old Business

Items left over from previous meetings.

8. New Business

Introduction of new topics.

9. Announcements

Informing the assembly of other subjects and events.

10. Adjournment

The meeting ends by a vote or general consent.

Risk Assessment is now built into the 25Live Event and Room Reservation Software. 

More information here.

Student Organization Emergency Action and Risk Management Planning 

As the event organizer you are responsible for the safety and well-being of your event participants.  To assist you with your event, we are providing some basic preparedness information.

Why Every College Event Needs an Emergency Action Plan (EAP)

An Emergency Action Plan isn’t just paperwork—it’s a vital part of hosting safe, successful events on campus. Whether you’re planning a concert, a fundraiser, or a cultural celebration, an EAP ensures your team knows what to do when things don’t go as planned. Here’s why it matters in a college environment:

Protects Students, Staff, and Guests

The top priority is always the safety of people. An effective EAP outlines evacuation routes, safety zones, and clear roles for volunteers and leaders. Without a plan, confusion in a crisis could lead to hesitation, injury, or worse, especially in crowded or unfamiliar spaces.

Reduces Damage to Campus Property

Fires, leaks, or power failures can escalate quickly. A well-designed EAP includes instructions for shutting off equipment, relocating participants, or securing valuables. Quick action can prevent lasting damage to facilities, tech, or student organization supplies.

Enables a Fast, Organized Response

In an emergency, knowing who does what saves time. A solid EAP assigns responsibilities: who calls Campus Safety, who guides attendees, who checks on high-risk areas. Instead of improvising under pressure, students can follow a practiced plan.

Prevents Panic and Confusion

Emergencies can be scary, especially for new students or guests unfamiliar with campus buildings. Regular EAP training and drills help student leaders and volunteers stay calm, act with confidence, and prevent dangerous chaos or stampedes.

Supports Event Continuity and Recovery

Crises can shut down events, or even campus buildings, temporarily. With a recovery section in your EAP, you can outline backup locations, communication strategies, and next steps. This helps minimize disruptions and ensures your organization can bounce back quickly.

Fulfills University Policies and Legal Requirements

Many colleges require emergency planning for large events or high-risk activities. Having a written and practiced EAP not only satisfies policy, but also protects your group from liability if something goes wrong.

Promotes a Campus Culture of Safety and Leadership

Creating and practicing an EAP shows that your organization takes responsibility seriously. It builds trust with attendees, campus partners, and administrators. Most of all, it reinforces the idea that student leaders care about their community’s safety - not just fun.

Contact Information

A guide if you question who to call first:

1. 911 - All "in-progress emergencies." Fire, crimes that are happening now, and medical emergencies.
2. Doane Safety Office - Assistance with any safety or security-related issues on campus. Report taking, documentation, suspicious activity, belated crimes, parking, questions, and programming.
3. Residence Life Office - Issues specific to residential students.
4. Facilities Services (Maintenance) - Issues related to maintenance or custodians

Checklist for your event

• Know where your safety equipment is located. 

  • Fire extinguishers 

  • First Aid Kits

  • Pull Stations 

  • Emergency Exits 

  • AED’s (Automated External Defibrillators)

  • Tornado Shelters 

  • Emergency Contact Numbers 

• What campus partners/resources are we using and do we have their contact info if something goes wrong? Food services, technology, safety, etc.?

  • Determine or know where your evacuation site will be. 

  • Know what you will say if an emergency message needs to be announced. 

  • Know who will deliver the message and how it will be delivered. 

  • Identify any populations with additional support needs and a plan on how you might be able to assist them. 

  • When setting up for the event, do not block exits, emergency signs or emergency equipment. 

• If you have predetermined an event may happen i.e. weather forecasters have predicted high probability of tornadoes, provide information at the beginning of your event so participants know the plan for their safety.

Best Practices

• Risk Assessment
  • Potential crises may include:
    • Medical emergencies
    • Physical altercations or disruptive behavior
    • Weather-related emergencies (for outdoor events)
    • Fire or evacuation
    • Power failure
    • Bomb threats or active shooter situation
    • Protest or controversy
• Roles and Responsibilities
  • Event Lead (Student Org President or Chair):
    • Acts as primary decision-maker
    • Communicates with advisors and campus security
    • Initiates emergency protocols
  • Advisor or Staff Liaison:
    • Supports students in real-time decision-making
    • Interfaces with university administration
  • Volunteer or Member Leads:
    • Assigned to monitor specific areas (entrance, stage, etc.)
    • Report issues to Event Lead immediately
  • Public Relations/Comms Person (if applicable):
    • Handles social media messaging
    • Shares official updates if needed (with advisor approval)
• Emergency Procedures
  • Medical Emergency
    • Call 911 or Campus Safety
    • When calling 911 or campus safety, give your name, location, and the nature of the emergency.
    • Do not hang up until told to do so.
    • Clear area and assist responders
    • Document incident after stabilizing the situation
  • Physical Altercation or Disruptive Guest
    • De-escalate if safe to do so
    • Contact Campus Safety immediately
    • Document after the situation is contained
  • Fire / Evacuation
    • Activate fire alarm if not already triggered
    • Guide guests to nearest exits
    • Gather team at designated meeting point (e.g., parking lot A)
  • Weather Emergency (Tornado, etc.)
    • Follow university emergency alert
    • Move guests to a safe interior location
    • Suspend event activities until the all-clear
  • Active Threat (e.g., Shooter or Bomb Threat)
    • Follow Run, Hide, Fight protocol
    • Contact 911
    • Lock down if sheltering in place
    • Do not share unverified updates online
  • Hazardous Materials / Chemical Exposure
    • Evacuate the affected area
    • Use eye-wash stations if applicable
    • Avoid direct contact—wear gloves or protective gear
    • Call Campus Safety and Environmental Health & Safety Office
    • Contain spill only if trained and safe to do so
  • Power Outage / Utility Failure
    • Turn off sensitive equipment
    • Use flashlights or emergency lighting
    • Evacuate if the space becomes unsafe
    • Contact Campus Safety and utility providers
    • Follow any generator or backup power plans in place
• Communication Plan
  • Internal
    • Use group text or GroupMe to communicate with team
    • Event Lead updates all key stakeholders every 15–30 minutes during a crisis
  • External
    • Only one approved spokesperson (usually advisor or PR lead) posts to social media or speaks to media
    • All communications must be accurate, timely, and approved by Campus Safety and/or Student Affairs
• Post-Incident Protocol
  • Debrief with advisor and team within 24–48 hours
  • Write a report summarizing what happened, what went well, and what can improve
  • Offer support/resources to impacted students
  • Consider follow-up messaging to attendees if appropriate

Doane Master Event Waiver

The Office of Campus Engagement would appreciate feedback about your event and photos to post on social media and the Doane website. You may submit this information to [email protected].

Name of Organization:

Contact Person:

Activity/Event Name:

Activity Event Date:

Activity/Event Description:

Activity/Event Assessment:

What about this activity/event made it successful?

What about this activity/Event could be improved?

Advice for those who may host this activity/event again:

Will you do this activity/event again? YES  NO

If not, what are your reasons?

Click Here to Record Your Submission