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Prepared by Shaheen Farjo, Founder & President.
Preamble
We, students of the American University of Iraq – Baghdad, gathered as the Society of Arts and Letters, in a city that once kept the House of Wisdom and still keeps al-Mutanabbi Street, adopt this Constitution so that our Society is open to every student, governed in the open, careful with people and money, and built to outlast those who founded it. Our mission. To cultivate a culture of literature and creative expression across AUIB. Our four pillars. Connecting students · Fostering creativity · Celebrating culture · Building a community Our motto. The paper and the pen («والقرطاسُ والقلم»). From al-Mutanabbi’s most quoted line: the horses, the night and the desert know me; so do the sword, the lance, the paper and the pen. We keep only the last two.How to read this document
The Constitution holds the rules that should rarely change: purpose, membership, who holds power, and how that power is checked. Everyday procedure lives in the Bylaws (SAL-GOV-02), role descriptions in the Roles & Staffing Handbook (SAL-GOV-03), and conduct, money and media rules in the Policy Manual (SAL-POL-01).At a glance
The whole Constitution on one page, for members who will never read the other ten.Open and free
Members hold the power
A Council runs the work
Elections every April
Editors decide the art
Every dinar is logged
Fair process
Written to last
The Articles
Article I. Name, Status and Symbols
1.1 The name of the organisation is the Society of Arts and Letters, in Arabic جمعية الفنون والآداب, known as SAL and in full as the AUIB Society of Arts and Letters (“the Society”). 1.2 The Society is a registered student organisation of the American University of Iraq – Baghdad (“the University”), recognised by the Office of Student Life. It follows the University’s policies; where this Constitution and University policy differ, University policy prevails. 1.3 The Society’s symbols are the Key monogram, the colours crimson, white and ink, and the motto The paper and the pen (والقرطاسُ والقلم). The Society Typewriter is its ceremonial object and is held in the custody of the President. 1.4 English and Arabic are the languages of the Society and stand on equal footing in its work. This Constitution is authoritative in English; an Arabic summary is attached. 1.5 The Society was founded by Shaheen Farjo in [month, year]. This Constitution was adopted on Charter Day, October 13, 2026.Article II. Purpose
2.1 The mission of the Society is to cultivate a culture of literature and creative expression across AUIB. 2.2 The Society pursues four pillars: connecting students, fostering creativity, celebrating culture, and building a community. 2.3 It does so through publishing, readings and salons, workshops, theatre, exhibitions, film and media, charitable programmes, and partnerships with other clubs, departments and cultural institutions. 2.4 The Society is non-partisan and non-sectarian. It does not campaign for any party, candidate or sect. Creative work presented by the Society may explore any human theme, within University policy and the law. 2.5 The Society is not for profit. Its funds serve its purpose only. No member receives payment or profit from Society funds, apart from reimbursement of approved expenses.Article III. Membership
3.1 Membership is open to every enrolled student of the University. It is free, and requires no audition, portfolio or fee. 3.2 A student becomes a Member by completing the registration form and signing the Member Pledge. 3.3 The categories of membership are:- (a) Member: any registered student.
- (b) Voting Member: a Member in good standing who has taken part in at least two Society activities in the current or previous semester, as recorded in the register.
- (c) Fellow: a Member honoured by the Council for sustained or outstanding service.
- (d) Honorary Member: a member of faculty, staff, an alumnus or a guest writer or artist, named by two-thirds of the Council. Honorary Members do not vote.
- (e) Alumni Member: a former Member who has graduated. Alumni Members do not vote.
Article IV. Structure
4.1 The Society acts through the General Assembly, the Council, the Faculty Advisor, its Programmes and its Committees. 4.2 All authority in the Society comes from the General Assembly of its Members.Article V. The General Assembly
5.1 The General Assembly is made up of all Members. Only Voting Members may vote. 5.2 The General Assembly elects the officers, amends this Constitution, receives the Annual Report and accounts, may amend or overturn any Bylaw or Policy, may remove an officer, and may dissolve the Society. 5.3 The General Assembly meets at least once each semester. The Annual General Meeting is held in the spring. An Extraordinary General Assembly is called by the President, by a majority of the Council, or by a petition of one-tenth of Voting Members (and no fewer than ten), and meets within fourteen days of the petition. 5.4 Notice of a General Assembly, with its agenda, is sent to all Members at least seven days before it meets, and at least fourteen days before if an amendment to this Constitution is proposed. 5.5 The quorum is one-fifth of Voting Members or fifteen Voting Members, whichever is fewer. 5.6 Decisions are taken by a simple majority of votes cast, unless this Constitution says otherwise. Members may vote in person or through a secure online form that requires AUIB sign-in.Article VI. The Council
6.1 The Council is made up of the Executive Board (the President, Vice President, General Secretary and Treasurer) and six Directors: of Letters; of Stage and Arts; of Programmes and Events; of Media; of Partnerships and Outreach; and of Membership and Community. 6.2 The Faculty Advisor, the Founding Advisor (Article VIII) and, when their programme is discussed, the Programme Chairs attend without a vote. 6.3 The Council runs the Society between General Assemblies. It adopts the budget, greenlights and closes programmes, appoints Programme Chairs, adopts Bylaws and Policies, and names Fellows and Honorary Members. 6.4 The Council meets at least every two weeks during term. Its quorum is a majority of its seated members, including the President or the Vice President. Decisions are taken by a majority of those voting; the chair has a casting vote in a tie. 6.5 Minutes and a log of decisions are made available to Members within seven days, except for confidential matters such as conduct cases and personal data. 6.6 While the Society is small, the Council may combine two Director roles in one person or leave one vacant, recording the reason in its minutes. No person holds more than one Council seat.Article VII. Officers and Directors
7.1 The President leads the Society, chairs the Council and the General Assembly, represents the Society to the University and beyond, serves ex officio as Publisher of the Society’s journal, and keeps the Society Typewriter. 7.2 The Vice President deputises for the President, oversees the Directors’ work plans, and chairs the Conduct Panel. 7.3 The General Secretary keeps the minutes, records, register and archive, conducts correspondence with the Office of Student Life, and administers elections. 7.4 The Treasurer keeps the accounts, prepares the budget, enforces the rules on money, and reports on the finances to the Council each month and to the General Assembly each year. 7.5 Directors lead the Society’s departments. They are appointed by the Executive Board after an open call and interview, and confirmed by the Council. 7.6 The term of office is one academic year, from the handover in May to the next. No person may serve more than two full terms as President. 7.7 Every officer and Director must be an enrolled student and a Voting Member. A candidate for President or Vice President must have been a Member for at least one semester and held a Society role for at least one semester. This requirement is waived for the founding term. 7.8 The full duties of each role are set out in the Roles & Staffing Handbook.Article VIII. The Founder
8.1 Shaheen Farjo is recognised as the Founder of the Society. The title is honorary and permanent. 8.2 For the founding term, from Charter Day until the new Council takes office after the first election in spring 2027, the Founder serves as President. The founding officers and Directors are appointed by the Founder and confirmed by the Founding General Assembly or by the Council. 8.3 After the founding term, the Founder holds office only if elected, like any Member. For one year after leaving office the Founder may attend the Council as Founding Advisor, without a vote, to support continuity.Article IX. The Faculty Advisor
9.1 The Faculty Advisor is a full-time member of the University’s faculty or staff, invited by the Council and confirmed by the Office of Student Life, for a renewable term of one year. 9.2 The Faculty Advisor advises the Council, signs approvals where the University requires it, reviews the accounts each semester, and is a first point of contact on sensitive matters. The Faculty Advisor does not vote and does not direct creative or editorial decisions, except on grounds of safety, law or University policy.Article X. Programmes and Committees
10.1 Programmes are the Society’s ongoing projects. Any Member may pitch one. The Council greenlights a programme with a named lead, a budget and a plan, set out in a Programme Charter. 10.2 A programme that runs successfully for two consecutive semesters may be declared a Standing Programme, with a Programme Chair and its own handbook. At the adoption of this Constitution the Standing Programmes are Waraq (the journal, working title), Side Quest (the video series, working title), Second Chapter (the charity book drive) and the Typewriter Tour.Since this draft, the journal’s name has been settled as the AUIB Literary Journal («مجلة الجامعة الأمريكية الأدبية»). “Waraq” was its working title. The draft text above is quoted as written.
Article XI. Elections
11.1 Officers are elected each year by Voting Members in the spring election, run by an Elections Committee of three Voting Members who are not candidates. The Faculty Advisor observes. 11.2 Voting is by secret ballot. Each Voting Member has one vote per office, verified by AUIB sign-in. 11.3 Where more than two candidates stand, voting is by ranked choice. Where one candidate stands, members vote to elect the candidate or to re-open nominations. 11.4 If an office falls vacant, a by-election is held within four weeks of term, unless fewer than six weeks of the term remain, in which case the Council appoints an interim officer. A vacant Director role is filled by the Executive Board after an open call. 11.5 The detailed rules are set out in the Elections Code in the Bylaws.Article XII. Conduct, Discipline and Removal
12.1 Every Member agrees to the Code of Conduct in the Policy Manual. 12.2 A concern may be raised with any officer, the Faculty Advisor or the Office of Student Life. It is handled confidentially and in proportion under the Complaints and Discipline Procedure, and the person concerned is told of it and may answer before any decision. 12.3 A Director may be removed by two-thirds of the Council after a hearing. 12.4 An officer may be removed by two-thirds of the votes cast at a General Assembly, on a motion supported by two-thirds of the Council or by a petition of one-fifth of Voting Members. The officer may address the Assembly before the vote. 12.5 The Council may declare vacant the seat of a member who misses three Council meetings in one semester without explanation. 12.6 Matters that may breach University rules or the law are referred to the Office of Student Life. The Society does not investigate them itself.Article XIII. Finance and Property
13.1 The financial year follows the academic year. The Treasurer keeps the accounts. The Council adopts an annual budget and reports it to the General Assembly. 13.2 Within an approved budget, a Director may authorise spending up to 50,000 IQD with the Treasurer; spending up to 250,000 IQD requires the President and the Treasurer; spending above 250,000 IQD requires a vote of the Council. University funds follow the procedures of the Office of Student Life. 13.3 Cash is counted by two people, is never kept overnight by one student, and is recorded the same day. Every purchase has a receipt. Money raised for a charitable cause is passed in full to the named beneficiary; costs are paid separately. 13.4 Equipment, books, the archive, the Society Typewriter, and the Society’s name and brand belong to the Society, not to any individual, and are recorded in the inventory. 13.5 The accounts are reviewed each semester by the Faculty Advisor or the Audit, and a summary is shared with Members.Article XIV. Records and Transparency
14.1 The General Secretary keeps the Constitution, Bylaws and Policies, the minutes and decisions log, the register of Members, correspondence, and the archive, including the Book of Members. 14.2 Any Member may see the non-confidential minutes, the budget and the accounts on request within seven days. 14.3 Personal data is handled under the Privacy Policy and seen only by those who need it. 14.4 The President presents an Annual Report at the Annual General Meeting.Article XV. Bylaws and Policies
15.1 The Council may adopt Bylaws and Policies consistent with this Constitution by a two-thirds vote. They are reported to the next General Assembly, which may amend or overturn them by a simple majority. 15.2 Where documents conflict, this order prevails: University policy, this Constitution, the Bylaws, the Policies, then handbooks and guides.Article XVI. Amendments
16.1 An amendment may be proposed by a majority of the Council or by a petition of one-tenth of Voting Members. 16.2 The text is sent to all Members at least fourteen days before the General Assembly that considers it. 16.3 An amendment is adopted by two-thirds of the votes cast at a quorate General Assembly. 16.4 Sections 1.1, 2.4, 3.1 and 3.4 (the name, non-partisanship, open and free membership, and non-discrimination) may be amended only by two General Assemblies at least thirty days apart. 16.5 An amendment takes effect once it is filed with the Office of Student Life, and approved where the University requires. The General Secretary updates the version record.Article XVII. Dissolution
17.1 The Society may be dissolved by two-thirds of the votes cast at two General Assemblies at least thirty days apart. 17.2 On dissolution, debts are paid first. Remaining funds are used as the final General Assembly decides for a student arts or charitable purpose, within University rules. The archive, the books and the Society Typewriter pass to the University Library, so that the record remains.Article XVIII. Interpretation and Adoption
18.1 The President rules on questions of interpretation, subject to the Council. A dispute that the Council cannot settle goes to the Faculty Advisor and, if needed, to the Office of Student Life. 18.2 This Constitution is adopted by the Founding Members at the Founding General Assembly on Charter Day and enters into force on adoption, subject to acknowledgement by the Office of Student Life. 18.3 For the Founding General Assembly only, the quorum is waived. Every Founding Member present signs the Founders’ Roll.Records kept with the Constitution
The PDF also carries an Arabic summary (for information; the English text is authoritative under section 1.4), the Founders’ Roll that each Founding Member signs on Charter Day, and the Adoption Record completed by the General Secretary at the Founding General Assembly and after each amendment. The draft’s version record is pre-filled for the planned adoption; it records nothing until Charter Day:
Next review: every April, before the AGM. The current version always lives in SAL Drive › 01 Governance; printed copies may be out of date.