Constitution of the Creative Writing Club (CWC) of UVU
Article I. Name
The Name of this organization shall be the Creative Writing Club of Utah Valley University (CWC).
Article II. Purpose / Mission Statement
The CWC is a student organization that aims to:
1) Create a positive, productive, enjoyable community of writers through both university activities and opportunities for community outreach;
2) Help writers refine their craft; and
3) Create an environment that challenges writers and stimulates creativity.
Article III. Membership
Membership is open to any interested person in the Utah Valley University community. Officers must be enrolled as current students at UVU. The club president must be enrolled as a full-time student at UVU (12 credit hours or more).
Membership and the privileges thereof are given once members verify that they provide proof of payment for club dues. The club due requirement is waived for all charter members of the club.
Up to 25% of club members may be individuals who are not currently enrolled as students at UVU.
Article IV. Organization
1. Responsibilities and duties of CWC officers:
a. President: Creates an organizational framework for the completion of projects and tasks relevant to the CWC. Delegates responsibilities, as needed, for the completion of these projects and tasks. Conducts officer meetings.
b. Vice president: Serves in an advisory capacity to the president. Conducts officer meetings in the case of the president’s absence.
c. Officer: Also known as “non-denominational officers” (or “NDOs”); all officers in the club start out as NDOs. These officers are given responsibility for specific tasks or projects, as assigned by the president or by another responsible person in the club. As officers prove their ability to communicate effectively, follow through, and devote time to the club, they may be offered more responsibilities, weightier expectations, and an official title that reflects these duties.
d. Additional officers may be selected using the standard voting protocol (see article XIII).
e. Additional officer positions may be created by using the standard voting protocol (see article XIII).
2. Regularity of meetings.
a. Meetings, activities, or events for the general membership are held at least four times per semester. More commonly, they will be held once per week.
b. Officer meetings are held at least four times per semester. More commonly, they will be held immediately before or after each standard event.
3. Roles of the Advisor(s).
a. Act as faculty consultant to CWC leadership, according to UVU guidelines.
b. Provide guidance and assistance with UVU policies and procedures regarding
club activities, funding, expenditures, record-keeping, etc.
c. Assist in settling any disputes between the club leadership and individual members of the club if requested by the club member.
4. Methods for obtaining and spending funds are in accordance with applicable UVU policy and procedures for clubs.
Article V. Elections
1. Voting privileges:
a. To vote members must have paid their club dues in the previous 12-month period.
b. The club due requirement is waived for all charter members of the club.
2. Standard officer elections:
a. Standard elections are to be held in the third week of fall semester each academic year.
b. Club members will be made aware of positions via the club website, social media platforms, and email list no later than the first week of fall semester.
3. Emergency elections:
a. Emergency elections can be called by using the standard voting protocols (see Article XIII).
b. Emergency elections will take place no sooner than one week after the time such a choice is confirmed by the standard voting protocol. During that time, club members will be made aware of the emergency election via the club website, social media platforms, and email list.
c. Emergency elections can be selective in which roles elections are being held for but may choose to hold emergency elections for all titled officer positions.
4. Election procedures:
a. Individuals may add their name to the election ballot as long as they are a currently enrolled UVU student in good standing.
b. When elections are held, standard voting protocols are suspended and leadership (including the president, vice-president, and any other titled position previously determined as valuable for club operations) will be selected by a “point vote” of members.
c. The “point vote” system allows members to indicate up to three preferred candidates if multiple candidates are available for a given election. Members select their first, second, and third choice; the candidates receive three (3) points if they are the first choice, two (2) if they are the second, and one (1) if they are the third choice of the member. No member is required to select a second or third choice.
d) The elected officer is chosen based on the total point tally rather than on popular vote.
5. Officer re-election:
a. All individuals in officer positions must be re-elected in standard or emergency elections.
b. No individual may act as president for more than two (2) academic years.
Article VI. Qualification for Office
The CWC president must be a full-time, currently registered student in good standing at UVU. All other officers must be currently registered students in good standing at UVU.
Article VII. Removal from Office
Any and all officers may be removed from their position by using the standard voting protocol (see Article XIII).
Article VIII. By-Laws
By-laws or changes in by-laws are proposed and approved by using the standard voting protocol (see Article XIII).
Current by-laws are included in this document following Article X.
Article IX. Amendments
This constitution may be amended through the standard voting protocol (see Article XIII).
Articles not required by UVU regulations may be removed from the constitution through the standard voting protocol (see Article XIII).
Article X. Ratification
This constitution shall become effective upon ratification by a two-thirds majority vote of
Article XI. Advisor Limitation
No individual shall act as club advisor for more than two (2) consecutive academic years.
A faculty advisor can be removed by use of the standard voting protocol if the following additional conditions are met:
a. The current advisor must be immediately informed of the decision upon confirmation of such action by the club.
b. A new advisor must be selected before the current advisor will be officially removed.
c. The new advisor must fill out all appropriate UVU paperwork and must otherwise fulfill all UVU requirements and work in accordance with UVU regulations.
d. The club officers must create a statement available to the administration of UVU to explain why the choice to remove the advisor was made.
Article XII. Non-Discrimination
No individual will be restricted from club participation or candidacy for officer positions based on the individual’s race, color, religion, gender, gender identity, sexual orientation, age, or national origin.
Any acts of physical, verbal, or social violence are taken seriously by the CWC. Any actions of this nature will be reported to the club advisor. Any report that indicates physical or substantial emotional danger to the individual being discriminated against will result in the immediate suspension of the individual suspected of abusive behavior. Thereafter, the standard voting protocol will be used to expel any abusive members of the club. No member expelled for these reasons will receive a refund of club fees or receive any continuation of club privileges. Privileges and membership can be restored through an additional vote by using the standard voting protocol.
Article XIII. Standard Voting Protocol
Many procedural and organizational elements of the CWC use the same standard voting protocol. That protocol functions as follows:
1. Proposing items for a vote:
a) Any officer or member of the club (as previously defined) may present a topic for a standard vote at any time. That item will be discussed in the next officer meeting.
b) If the item is initially brought up during an officer meeting, the item will be discussed during the subsequent meeting.
c) No items including inappropriate content (as defined by extreme sexual content or other clearly improper suggestions) will be discussed and voted upon in the officer meeting.
d) All items open for votes will be included in the itinerary.
e) All itineraries will be published to the website and made available to all interested members.
2. Membership votes:
a) Membership votes may be called by having any member propose such a vote and having another member second it.
b) Membership votes will take place no less than one (1) and no more than two (2) weeks from the time such a vote is called.
c) Membership votes will happen at the commencement of official events.
3. Implementing action or changes:
a) Actions, changes, and official choices can be made official in the club through any one of the three methods noted below.
b) Executive action. The president (or vice president when acting as president) may implement any executive action to further the needs of the club.
c) Officer vote. The officers (including the president and vice president) may implement any action, change, or official choice through a simple majority vote.
d) Membership vote. Members (including all officers) may implement any action, change, or official choice through a two-thirds (2/3) majority vote.
4. Action transparency:
a) All club actions, changes, and official choices must be made publicly available via the club website.
b) All new club actions, changes, and official choices must be discussed in each officer meeting.
5. Overturning actions, changes, or official choices:
a) Any changes to the policies on overturning choices must be made through a two-thirds (2/3) majority vote of officers. Simple majority officer votes and executive action cannot be used to change this policy.
b) Club officers may overturn any executive action through a simple majority vote. In cases of this nature, the individual whose action is being overturned (the president or acting president) may not participate in the officer vote. In cases where the action being overturned is the dismissal of one or more officers, those officers may participate in the overturning vote.
c) Membership may overturn executive action or officer votes through a two-thirds (2/3) majority vote. In cases where the action being overturned is the dismissal of one or more members or officers, those members or officers may participate in the overturning vote.
d) Officers cannot overturn membership votes. They can, however, participate as members in those votes.
e) The president or acting president may not overturn any officer or membership vote through executive action.