Ratification Form 2025-26

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SAMRU CLUB HUB
SAMRU CLUB HUB

Constitution

STEP 2:

Brief Overview

Overview 🎯

Your Club Constitution is the governing fundamental principles that outline how a club will operate. It can be as detailed and specific, or short and open to flexibility as your club decides, as long as it meets the minimum standards required by the Clubs Handbook.

A Guiding Document That Outlines How Your Club Is Structured and Operates

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📌 A clear constitution keeps your club organized, fair, and ready for the year ahead
Step Breakdown

Process Overview:

1. Review Requirements

✅ Ensure your constitution includes all 10 required sections outlined in the guidelines

2. Update or Create

✅ Use last year’s version or the SAMRU template to create your constitution. All Signing Authorities must sign it.

Review the Constitution Requirements

Understand the 10 mandatory sections all constitutions must include 

Club Name

This is the official name of your club, you should also include any common acronyms.

Avoid Misleading Names

  • Clubs may not ratify under any name that could mislead members or the public as to the purpose of the club or confuse it with SAMRU itself.
  • Restricted Terms: Clubs cannot use names like “Union”, “Association”, “Society” or “Council”. These names often have legal meanings and using them runs the risk of misrepresenting the nature of the club to other students or the public.
  • Permissible Terms: Clubs can use “Syndicate” or “United”.

Using MRU in Names

  • Clubs ratified by SAMRU are allowed to use the MRU acronym but not the Mount Royal University name in full. When club names include the acronym MRU they must also include some wording that indicates it is a student club as well. It is important to make a clear distinction that your club is not a department of the University proper.

Objectives

This section should clearly state what your club aims to achieve and how it benefits SAMRU members. Remember, your club’s purpose doesn’t have to be grand—building connections or enjoying a shared hobby are great goals too!

Essentials

  • Clear Goals: State your club’s primary objectives. Whether it’s making friends, sharing hobbies, networking, or fundraising – be specific.
  • Member Benefits: Ensure your purpose serves some or all SAMRU members.

Membership

Define how members can join your club, ensuring inclusivity and compliance with SAMRU’s policies.

Essentials

  • Inclusivity: Open membership to all MRU credit students. Membership cannot exclude any MRU credit student.
  • Non-Member Participation: Clarify roles for non-student members.
  • Fees: Outline any membership fees.

Advisory Roles/Non-Credit Student Roles

  • Paid Coordinators: Paid Coordinators are not Club members; they may serve as paid advisors similar to MRU faculty members. They cannot be SAMRU Liaisons/Signing Authorities or contact SAMRU on behalf of the Club.
  • Election Interference: Coordinators will not interfere with Club elections. They are not permitted to conduct any screening or pre-screening or be involved in any part of the election process.
  • Club Operations: Day-to-day Club operations must be carried out by the Club members without interference from advisors or coordinators.

Duties

Each SAMRU Club must appoint 3 to 4 SAMRU liaisons/Signing Authorities who act as the main points of contact with SAMRU and have the authority to make formal decisions on behalf of the club, particularly regarding activities and finances.

Responsibilities

  • Decision-Making Power: SAMRU Liaisons can commit the club to actions involving Club activities and financial decisions.
  • Record Management: At least one Signing Authority, often the Treasurer, is responsible for managing the club’s financial records and submitting the mandatory Annual Reports to ensure compliance and transparency.
  • Ethical Standards: Signing Authorities must maintain high ethical standards, which include not charging fees or receiving compensation of any kind for their responsibilities.

Removal and Accountability

  • Transparent Removal Process: The constitution should detail a fair and transparent process for the removal of Signing Authorities, safeguarding the club’s integrity and member trust.

Elections

All Signing Authority positions must be democratically elected each year. Clubs may determine the timing of these elections.

Democratic Elections

  • SAMRU liaisons/Signing Authorities must be elected by the club members annually through a democratic process. This ensures that every member has a say in the club’s leadership. 

Election Process

Be sure to clearly outline the election process, including:

  • Dates and timelines for notifying members and announcing roles
  • Procedure for Submitting Candidacies
  • Voting method/styles
  • Quorum(s) required

Term Limits

  • Determine whether Signing Authorities can serve multiple terms as outlined in the club’s constitution, balancing leadership continuity and new member involvement

Meetings

Clubs host various meetings throughout the year. General Meetings, Signing Authority meetings, and the Annual General Meeting (AGM) are vital for club operations. This section will list clear expectations and guidelines for these meetings.

Meeting Types

  • General Meetings: Regular sessions for all members.
  • Signing Authority Meetings: Exclusive gatherings for club leaders.
  • Annual General Meeting (AGM): Yearly meeting for critical club matters.

Quorum and Notification

  • Quorum: Specify the Number of members needed for meetings.
  • Notification: How will members be informed of the meeting details

Records

  • Keep detailed records, including meeting dates, attendance, votes, and reports presented. This information should be included in your Annual Report.

Impeachment

Impeachment is the process by which your club can remove an elected SAMRU Liaison/Signing Authority when deemed necessary.

Essentials

  • Impeachment Procedure: Explain how your club can impeach an elected SAMRU Liaison/Signing Authority.
  • Quorum and Voting Requirements: Specify the number of members required for the vote (quorum) and the voting requirements for impeachment.
  • Appealing Process: Outline if appealing the decision is an option and the process for appealing an impeachment.
  • Member Removal: Clubs may include a process for member removal, distinct from impeachment.

Finance Audit

Clear guidelines on managing and controlling the club’s finances, including sources of funds and fiscal period.

Sources of Funds

  • Specify club’s sources of funds: SAMRU funds, membership fees, sponsorships, ticketed events, and fundraising.

Fiscal Period

  • Define fiscal period, typically one year (e.g., July 1 to June 30).

Club Property

  • Outline how club property will be used, stored, and disposed of.

Dissolution

This section will cover the process for dissolving the club and handling club property after dissolution.

Essentials

  • Dissolution Process: Define the process for dissolving the club, including meeting requirements.
  • Quorum and Property Disposal: Specify quorum requirements and how club property will be disposed of after dissolution.

Amendments

This section lays out the procedures for amending your constitution.

Essentials

  • Amendment Procedures: Describe the procedures for amending the constitution, specifying the type of meeting required.
  • Notification: Explain how and when members will be notified of amendment meetings.
  • Quorum Requirements: State the quorum needed for the meeting to proceed.
  • Voting Percentage: Specify the percentage of votes needed to pass amendments.

Update or Create Your Constitution

📜 Set the structure before moving forward. Start fresh or improve what you already have.

Update or Create Your Constitution

📜 Set the structure before moving forward. Start fresh or improve what you already have.

Optional - Only needed if your club leadership has changed. Click the link to download form

Download the Constitution Template to help you create a guideline for how your club will operate — or refresh your current one if needed.

Download Form Below:

📜 SAMRU Club Constitution

What's Next?

Club Logo

📝 Now that your Constitution is complete. It’s time to craft the Club Logo.

Explore Club Logo