Bylaws and Meetings
What You Need to Know: Robert’s Rule of Order (10th Edition)
Robert’s Rule is a set of guidelines that helps student organizations and governing bodies run their meetings smoothly and fairly. Here's what it does:
- Explains how the organization is set up—whether you’re 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’t be changed unless everyone’s given notice and a big majority (like two-thirds) votes for it.
- Says you can’t just ignore these rules—unless Robert’s Rule specifically says it’s okay.
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’s how you get support for club operations, events and travel.
Follow this outline to create all the sections you must include in your bylaws.
Section Descriptions
Article I: Name. The full name of the organization (student organization name).
Article II: Mission Statement. The objectives and purpose of the student organization.
Example: The (organization name), serving the University of Colorado Boulder, 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:
In accordance with university policy, this recognized student organization is open to all Boulder 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—include whatever articles make sense for your organization.
Use our template to get started. Ensure you’re being as descriptive as possible when writing your bylaws, and don’t forget to include the mandatory language under members/membership.
Meeting Management
Meetings are essential for keeping everyone in your student organization on the same page and helping your group grow and succeed.
To run a great meeting, make a simple agenda, figure out what needs to get done first and keep track of time. When you’re planning, remember the “four Ps”—they’ll help your meeting go smoothly and make sure everyone’s time is well spent.
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’s still not finished and what needs to happen next.
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.
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