How to fill in your Constitution

How to Fill in Your Club or Society Constitution

Every club and society needs a constitution. It’s a simple document that sets out how your group runs, who’s responsible for what, and what your aims are.

Think of it as your club or society’s rulebook. It helps you stay organised, make decisions fairly, and keep things running smoothly.

It’s also something the Union uses to officially recognise and support your group, so it’s important that your constitution is clear and up to date.

Here’s a step-by-step guide to help you complete the template for 2025–26.

Step 1: Add Your Club or Society Name

Replace "Club/Society Name" at the top of the document with your official club or society name.

Step 2: Fill in the Committee Section

Your group must have at least three key committee roles:

• Chair

• Treasurer

• Secretary

Each role already has a basic description in the template. You can:

• Keep the standard wording

• Or personalise it with extra detail about what each role involves in your group

You can also add Additional Committee Roles (like Events Officer or Social Media Lead).

If you’re including extra roles:

• Write a short description of what each person does

• If you’re not using the section, just delete it

Step 3: Set Your Aims and Objectives

This is where you say what your club or society is all about.

• List your core activities – things you’ll run every year (the Union can fund these)

• Add any additional activities – things you’d like to run if you can (the Union can support but not fund these)

Step 4: Finalise and Sign

At the end of the document, the Chair, Treasurer and Secretary each need to:

• Write their name

• Sign the form

• Add the date

Once everything is filled in, you’re ready to submit it to the Student Activities department.

Step 5: Get It Approved by Your Members

Once the committee has signed the constitution, it needs to be ratified by your members at your next Annual General Meeting (AGM).

You’ll need at least 50 percent of members plus one (50% + 1) to vote in favour for it to be adopted.

Make sure it is recorded in the minutes that the members approved the constitution, and submit these minutes to Student Activities.

If you’re unsure about anything to do with your constitution or want some help, contact the Student Activities team or come speak to us in the Union office.

You can also check the full Club and Society Regulations here.