Human Resources Club Constitution

College of Saint Benedict/Saint John’s University

Article I: Name and Purpose

Section 1: Name

College of Saint Benedict and Saint John’s University Human Resource Club (HR Club).

Section 2: Purpose/Mission

  • To provide CSB/SJU students with the opportunity to share a common interest in HR related careers.
  • To gain knowledge and insight into the effective management in the field of human resource through the affiliation with the SHRM (Society of Human Resource Management) organization.
  • To promote awareness of HR related jobs, opportunities including seminars, conferences, and informational HR speakers.
  • To serve as a source for new members for SHRM.
  • To act as a two-way communication between HR professionals and students interested in HR careers/internships.
  • To assist CBS/SJU ventures with hiring and recruiting new members and providing helpful tips by presenting at venture meetings upon request.

Section 3: Affiliation

This club will be affiliated with the SHRM (Society of Human Resource Management) organization.

Article II: Membership

Equal membership privileges will be given to all members of this club. Eligibility for SHRM membership is separate from club. SHRM membership guidelines as set forth by SHRM, require a student fee found on their website. Students are not required to pay membership dues to be an active member of the CSB/SJU on-campus club or club events.

All club events are open to all CSB/SJU students regardless of affiliation or status with SHRM or HR Club.

Section 1: Eligibility for Membership

All CSB/SJU students are allowed to be a part of HR club if they come to at least one meeting. To be in the loop and informed on everything, we recommend coming to meetings at least once every month. All students that attend meetings are allowed to vote. If it is your first meeting, you are allowed to still vote.

Section 2: Voting Member Criteria

To become an official member you must come to at least one meeting each month. There is no voting required to become a member, just dedication and personal desire.

Section 3: Removal of Members

Members are not removed due to absence, grades, or anything regarding school. They are only removed from the email list if they do not come to any more meetings, which is their own decision. If they are absent for 2 months, whole semester, or even a year but come back, they are allowed to help and be a part of the club again.

Article III: Officers

Section 1: Officer Qualifications

The qualifications include: current interest or previous experience with HR duties within an internship, previous club, or job, have attended a meeting each month, and is current CSB/SJU student. See Article IV for Election procedures. It is not required, but recommended to be a member of the SHRM Organization.

Section 2: Elected Officers

President: Will preside at all meetings of this club and decide when meetings may be canceled.  The president shall generate and update the clubs annual goals/objectives. The president shall facilitate regular meetings and will pass duties to selected members when absent. The President will set club long term and short term goals.

Vice President: The VP will perform the duties of the president in the event of his or her absence, disability or at the president’s request. The VP is also responsible for keeping the President organized and will work closely with the President for strategic decision making. The VP is also responsible for making sure each committee are getting things done and being productive. The VP may do this by staying in close contact with each director.

Treasurer: Will gather, distribute, and manage the club funds. The treasurer will also establish realistic budgets, inform all members of the budget, and complete all request forms for funding. Will keep all financial records, submits monthly audit statements to CFB contact and will notify club members of financial issues.

Secretary: Will take meeting minutes at every meeting and take attendance. The secretary will bring up anything that should be discussed from the previous meeting and keep information organized in a meeting minute portfolio. The secretary is responsible for creating an agenda outline for each meeting and sends it to all club members the day before a meeting. They are also responsible for sending out reminders for club members when events are taking place and when any meeting will be held. At the end of the year, the secretary is responsible for handing out the portfolio to the new executive board that is elected.

Director of Marketing: Is responsible to reach out to students on both campuses and promote the HR club with flyers, emails and other creative marketing tactics. They will also oversee marketing projects and work with fundraising to promote events. They are in charge of keeping track of any social media websites by updating them. They will also be in charge of designing emails to send out to the school.

Director of Events: Will contact speakers and set up times to meet HR professionals, coordinate the semester calendar of events for the club, and plan club bonding events and trips. They are responsible to think of fun events for the club and plan it with the events team. They will work with the treasurer to decide how much money can be spent on the club activities.

Director or Fundraising: Oversee and facilitate fundraising events. They will plan out events with the fundraising team. They will make sure fundraising events run smoothly and are prepared for by the deadline. They will work closely with a fundraising team to help brainstorm and plan. They will also work closely with the the CSB/SJU Institutional Advancement.

SHRM Organization Director & Planner: Will keep track of any updates regarding the SHRM organization. Keeps the club informed on upcoming SHRM funded events, seminars, and conferences. Also, they will provide information on the Merit Award Outline for the club to follow found on the SHRM website.

Term of office: academic year, April 1 – March 31

Section 4: Vacancy in Office

If the president of office becomes vacant, the vice president will temporarily act as president of this chapter. The club members with then nominate and vote on a permanent replacement for the president. Please refer to special election section of Article IV.

Section 5: Removal of Officers

A petition to remove an officer in question must be submitted and reviewed by the executive board. This petition must contain the signatures of 90% of voting members. When such petition is received, the officer shall call a meeting of the club to determine whether or not the officer should be removed.

Section 6: Appeal of Removal of Officers

If one club officer would like to appeal, they are able to do so by writing their brief statement on why the officer should not be removed. This will be voted on again in a special meeting, and majority will again rule.

Article IV: Elections

Section 1: Nomination Process

Nomination will occur by the current executive board. The nomination will occur after spring break (March) and the voting will occur on the following meeting. Results will be given that meeting or that week through an email.

Section 2: Election

Voting will occur by printed ballots handed out in a meeting. The number of terms a person can serve is 2, but if the officer has another year or semester left, the executive board can make a decision on re-voting or new election is necessary. All members will vote for the officers. Officers will win by majority vote of club members. The secretary will then tally up the results and the President will email or announce the new executive board. The time span will be less than three weeks including nomination, voting, and results.

Section 3: Special Elections

An officer is removed if they do not show up for 2 months or has not been reachable for 2 months. There will first be an email sent to the member after 2 months regarding the circumstance. If they decide to correct the problem, we will give them another chance (2 meeting attendances). If it happens again that they are absent for these next two meetings, a meeting will be called upon with the member and executive board. Here we will decide (vote) if the member is removed or must step down to a lower position. If they do not show up, they will be notified via email.

Article V: Advisor

Section 1: Selection

Our Advisor will be an HR professor, an employee who understands the SHRM organization, or has related experience with HR duties at CSB/SJU.

Section 2: Duties

  • meet with the executive board as often as necessary
  • explain institutional policy/procedure
  • review the club's annual budget and offer financial management advice
  • provide continuity for the club/organization from year to year
  • act as a resource to the group
  • attend programs that may potentially have liability/risk for the institutions
  • intervene when knowledge of illegal activity/activities contrary to CSB/SJU policy occur
  • understand and abide by the Clery Act
  • do not tell the club what to do, but rather give advice and input.

Article VI: Meetings

Section 1: Regular Meeting/Club Activities

The club will be held bi-weekly for all club members during the evenings. The executive board will meet on the opposite week to discuss goals, objectives, and progress. Regular club bonding events will be held once a month. The bonding events will be on or off campus activities, dinners, or bonding games at an executive board’s place of stay.

Section 2: Special Meetings

Special meetings are called upon for certain deadlines that need to be met, issues regarding officer’s bad standing, or to prepare for events, activities, or fundraisers. The process to call these meetings will be via email or texting.

Section 3: Parliamentary Authority

HR club will use Robert’s Rules of Order. Meetings will be organized with an agenda or pre-made outline. Each student attending meetings will have equal opportunity to participate.

Section 4: Quorum*

2/3 of &members must be present for official club business to occur

Article VII: Committees

Section 1: Committee Structure

Marketing Team: Will provide assistance by reaching out to students on both campuses and promoting the HR club with flyers, emails and word of mouth. They are also responsible for assisting in social media sites, emails, and raising awareness by setting up booths in Gorecki fireside.

Events Team: Will provide assistance in any event or preparation for events including club bonding events, trips, conferences, speakers, and more.

Fundraising Team: Will provide assistance for fundraising events with pre-event planning and attend the events. There will also work closely with the CSB/SJU Institutional Advancement

Section 2: Special/Ad-Hoc Committees

Special/ad-hoc committees may be formed if needed.

Article VIII: Finances

Section 1: Co-Funding Board

HR Club will apply for CFB monies and that if allocated resources, HR club will follow all CFB and institutional regulations.

Section 2: Honorariums

Officers or members may receive an honorarium/stipend from the organization if they show their dedication and desire to learn. This decision will be based on the executive board’s majority vote. When honorariums are given, they will come from club generated funds.

Section 3: Dues (optional)


Article IX: Amendments

Section 1: Ratification

HR Club will propose constitutional amendments by calling upon a special meeting and voting procedures, The timeline, etc.

Section 2: Submittal to Department of Student Activities, Leadership Development, and Joint Club Board

Any changes made to this constitution must be submitted to the Department of Student Activities, Leadership Development, and the JCB.

Article X

The HR Club admits students without regard to their race, religion, color, sex, age, sexual orientation, or national or ethnic origin to all the rights, privileges, programs, and other activities, generally accorded or made available to members of the organization.

Article XI

The HR Club considers hazing to be a degrading and destructive activity which is inconsistent with the standards of this student organization. The HR Club recognizes the dignity of every person and opposes all forms of hazing.

Date of recognition/revision: 12.9.14