Phi Delta Theta Indiana Theta By-Laws

Transcription

1 Phi Delta Theta Indiana Theta 2015 By-Laws

2 ΦΔΘ The following By-laws were updated and amended by the 2015 By-laws Committee: Chris Schoen President Eric Kinn 2434 Vice President of Operations Alex Broderick Warden Steven Lorenz 2451 Member at Large Matt Spanier 2466 Member at Large October 2015 ΦΔΘ 2

3 Page Title Table of Contents Page Number Statement of Policy 5 Meetings 6 Procedure for elections 7 Procedure for removal of officers from office 8 Officer responsibilities 8 House flowchart of responsibility 11 President 12 Vice President of Operations 14 Vice President of Membership 16 Treasurer 17 Warden 18 House Manager 20 Steward 22 Social Chairmen 23 Risk Manager 24 Vice President of Alumni Relations 25 Public Relations Chairman 26 Athletic Chairman 27 Philanthropy Chairman 28 Recruitment Chairmen 29 New Member Educators 30 Scholarship Chairman 31 Brotherhood Chairman 32 Chaplain 33 Historian/Social Media Chairman 34 Favors Chairman 35 Salaries for officers 36 Chapter attendance policy 37 Scholarship guidelines 38 Committees 40 Executive Committee 41 Scholarship Committee 42 By-law Committee 43 Grand Prix Committee 44 Social Committee 44 The Judicial Board 45 Accommodations procedure 47 Living-in/moving out of the house 47 Room picks/point system 48 Room hold 49 Room damage deposits 50 Finances 51 3

4 4 Parking lot rules 51 Social function risk reduction policy 52 Disciplinary policy 52 Illegal substance policy 53 Rush attendance policy 54 General house rules 55 Fines and their implications 55 Signs 56 General rules 57 General probation/suspension rules 57 Billing for out of house brothers 58 Alumni Status 59 Lavaliering 59 Sweetheart 60

5 ARTICLE I. STATEMENT OF POLICY 1. Indiana Theta believes that fundamental policies and regulations are necessary for the successful operation and conduct of this Chapter and for the strengthening of the Fraternity and the brothers who comprise it. Nothing in the following policies shall be construed or interpreted so as to violate any provisions of the Bond or the code of the Fraternity. 2. Any or all of these policies and bylaws may be stricken or altered by the bylaw Committee. A 2/3 vote of the committee is needed. Once altered, they will be enforced from that day on. 3. A motion to alter or stricken the bylaws may be motioned upon by the Chapter. At the time the motion is seconded, it is automatically tabled until the next regular meeting, at which time a discussion and vote will take place. 4. A copy of the By-laws will be posted in the Chapter house and distributed electronically to each member at the beginning of the school year. 5

6 ARTICLE II. MEETINGS 1. Regular Chapter meetings will be held on Sunday of each week at 6:30 p.m. unless notified differently by the President. 2. Attendance at Chapter and Executive meetings is mandatory unless a valid excuse is given to the Warden. Valid excuses are at the discretion of the President or Warden. A fine will be imposed, which is set by the Executive Committee, for all unexcused absences. 3. Chapter and Executive meetings will be held in a business-like manner. At all times, only one person shall be speaking. The President/Vice President of Operations shall call upon any member to talk; at which time they have the floor. If any other member is speaking while somebody else has the floor, then they shall be warned by the Warden, Vice President of Operations, or President. If they are warned a second time for speaking out of turn, then that brother will be removed from the room and will be fined an amount decided by the executive committee. 4. No one shall be permitted into the Chapter room during opening or closing ceremonies. 5. A vote by the Chapter shall consist of a two-thirds vote of the brothers if the topic about changing the by-laws or a fifty-one percent of the brothers for other topics. This will be decided by the President or Vice President of Operations and Vice President of Membership. There must be quorum of at least one-half of the eligible voting brothers at Chapter in order to hold an official vote. 6. A vote by the Executive Committee needs to have two-thirds of the members present to have an official vote. 7. The President/Vice President of Operations and Vice President of Membership will recognize all motions from the members. It is at his discretion if the motion will be accepted. 8. The Executive officers will hold a weekly meeting to discuss any business that should be conducted before Chapter. It is mandatory that all Executive officers attend with topics to discuss. If a chairman cannot attend the meeting, then he needs a member from his committee to take his place. Minor officers may attend the meeting. The Vice President of Operations will be in charge of running the meeting and will determine the time and location. 9. All newly elected officers will be required to attend an officer s retreat at the beginning of the new term and past officers are welcome to attend. The President/Vice President of Operations will pick the time and place of the meeting. It should be held outside of the Chapter house. 6

7 ARTICLE III. PROCEDURE FOR ELECTIONS As such, the following rules shall be followed when electing an officer: 1. The winner of the election shall be the one who receives the most number of votes of eligible voters present in Chapter. 2. No candidate is allowed to vote in an election and must leave the Chapter room while votes are being taken and when the floor is open for discussion. 3. The President has the ability to impose time limits on any required speeches as long as they are administered fairly and equally. 4. Elections shall be held no less than two weeks prior to the end of office. During those weeks, the newly elected officer has no powers as such, but is required to learn the office from the existing officer. Similarly, the existing officer retains all responsibilities during the training period, and is required to turn over and explain all material and discuss all duties to the new officer. Each new officer will take over the duties of the position at the start of the next semester and continue through the end of the same semester. 5. Election of officers shall be held at regular Chapter meetings. 6. Social Chairman shall be elected at least one month prior to the end of the semester in order to prepare for the next semester. The new rush chairman shall be elected within two weeks after the bid acceptance dinner. 7. No member can hold any two executive offices at one time unless that person is elected President or Vice President of Operations and is also holding another paid executive office, which he is giving up at the end of the semester. 8. All Chapter officers must live in the house, unless approved by a Chapter vote. 9. Upon election into office President, Vice President of Operations, Vice President of Membership, Treasurer, or Risk Manager, each shall introduce himself to the Housing Corp. President, Chapter Advisor, Greek Advisor, and Campus Advisor. 7

8 ARTICLE IV. PROCEDURE FOR REMOVAL OF OFFICERS FROM OFFICE 1. Any member may introduce a motion to remove any officer from office at any regular meeting. At the time the motion is seconded, it is automatically tabled until the next regular meeting, at which time a discussion and vote will take place. 2. At the half way point of each semester, each officer will be evaluated by an evaluation sheet by the Executive Committee. If the majority feels an officer isn t doing his job properly, then the President, Vice President of Operations, or Vice President of Membership will notify the officer. Once notified, the officer is put on a probationary status and has two weeks to improve his duties after which time he will be re-evaluated during an exec meeting. If an officer is found again not to meet majority approval, then that officer will be removed from office and an immediate replacement will be elected at the next Chapter meeting. 3. If any officer holding an office requiring a certain grade point average should not receive the requiring a certain grade point average or if any officer cease to be a full-time student at Purdue, or if any officers moves out of the house, that office shall be declared immediately vacant and promptly filled by election. ARTICLE V. OFFICER RESPONSIBILITES Indiana Theta Officers Executive Council President Vice President of Operations Warden Vice President of Membership Treasurer House Manager Head New Member Educator Scholarship Chairman Risk Manager Chairman Minor Officers Athletic Chairman Favors Chairman Chaplain Historian Steward Vice President of Alumni Relations Social Media Chairman Public Relations Chairman Brotherhood Chairman Head Social Chairman Recruitment Chairman Philanthropy Chairman 8

9 Order of Succession 1. President 2. Vice President of Operations 3. Vice President of Membership 4. House Manager 5. Risk Manager 6. Treasurer 7. Warden 8. Head New Member Educator 9. Scholarship Chairman 9

10 Presidential and Vice President of Operations Responsibilities This table shows the responsibilities for the President and Vice President of Operations. Each Executive officer shall know all current activities and job duties of his subordinates and he shall make sure all activities and duties are carried out and completed. President (Head of Chapter) Warden Vice President of Operations Vice President of Membership Purdue Greek Advisor Purdue Advisor Chapter Advisor Nationals IFC Community Affairs Housing Corp Meeting Vice President of Operations (Head of Exec) Treasurer Risk Manager Philanthropy Chairman Scholarship Chairman VP Alumni Relations Chaplain Food Service Cook Steward Crew (3) House Manager Historian Grand Prix Homecoming Mom s Day Vice President of Membership (Points System) Chapter minutes record Mailroom Updating brother points Chapter roster/info Social Chairmen Recruitment Chairmen New Member Educators Public Relations Chairman Historian Favors Chairman Social Media Chairman Brotherhood Chairman It is the duty of each officer to meet with either the President, Vice President of Operations or Vice President of Membership, depending on the officer, every week to see what you have been doing and have planned in the future. Not meeting with the President or Vice President of Operations/Membership will automatically put your position up to vote by the Executive Committee. 10

11 House Flowchart of Responsibility Purdue University General Headquarters (GHQ) Interfraternity Council (IFC) Chapter Advisory Board (CAB) Housing Corporation Chapter President Vice President of Membership Warden Vice President of Operations Socials Recruitment New Member Educators Public Relations Historian Favors Social Media Athletics Brotherhood House Manager Treasurer Philanthropy Scholarship Risk Manager Steward Alumni Relations Chaplain Football/Grand Prix 11

12 President Term: Eligibility: One year running January to January Elected by a vote, speech required No member may be President for two consecutive terms. An accumulative GPA of at least the accumulative Purdue Men s average must be maintained to be eligible to hold office. No specific seniority is required, although the Chapter should take this into account when electing the President. The President elect must live in the house and have held a position prior to being elected President. House Powers and Responsibilities: The President shall run all Chapter meetings, and has the power to decide the agenda and recognize any speakers. 2. The President is a voting member of the Executive Council. 3. The President is in charge of all Chapter initiation ceremonies. He directly supervises the Warden and Chaplain. 4. The President may vote in Chapter and has deciding power. 5. The President shall be one of two active Chapter representatives to the Housing Corp. (The other is the current house manager.) 6. The President must attend all IFC President s Council meetings and report to the Chapter on findings. 7. The President is the external representative to all Indiana Theta functions for GHQ. 8. The President has the power to impose fines on brothers. 9. The President shall keep all records up-to-date with GHQ and Purdue University. 10. The President overlooks the duties of the Vice President of Operations and the Vice President of Membership and the Warden. 11. The President is in charge of arranging the house composite picture. 12. The President shall work with the Scholarship Chairman in keeping track of all point totals for national awards. He should encourage achievement in these areas. 13. The President shall meet with the Vice President of Operations and Vice President of Membership weekly to discuss any fraternal matters. 14. The President shall be elected the weekend before Thanksgiving break in November to a one-year term. He will take office at conclusion of fall semester. 15. The President has the power to remove members from chapter meetings for disruptive behavior. 16. In states of emergency, as defined and voted on by the executive committee, the President can be approved emergency powers for the duration of said emergency as defined by executive committee.

13 13 A) Emergency powers include but are not limited to: 1. Suspension of any member with valid cause a. 2. Issue of a gag order regarding the emergency situation 2. Any others the executive deems necessary in light of the situation 17. The President is in charge of setting up each Housing Corp. meeting; this entails setting up a time in which the greatest amount of Chapter members (both current and past) are able to meet, and after that trying to get as many members to show up to meeting by both posting signs and bringing it to the attention of the members at Chapter.

14 Vice President of Operations Term: Eligibility: One year running January to January Elected by majority vote, speech required No one person may be Vice President of Operations for two consecutive terms. An accumulative GPA of at least the accumulative Purdue Men s average must be maintained to be eligible to hold office. No specific seniority is required, although the Chapter should take this into account when electing the Vice President of Operations. The Vice President of Operations must hold an Executive Council or Officer Position prior to holding office. House Powers and Responsibilities: 1. The Vice President of Operations shall run the Executive Council meetings and have the tie-breaking vote. He has the power to decide the agenda and the meeting time. 2. The Vice President of Operations shall be in charge of the kitchen and the Steward. This includes the power to hire new cooks when necessary, menu planning, and power to approve new crew members. 3. The Vice President of Operations shall approve all house committee appointments. 4. The Vice President of Operations shall be in charge of having the Chapter officers maintain their files of office. 5. The Vice President of Operations shall alert the Chapter to Article 237 of the General Statutes during the final Chapter meeting of the collegiate year. 6. The Vice President of Operations shall be in charge of taking minutes during Executive Committee meetings. 7. The Vice President of Operations shall be in charge of arranging special events that occur in the house, which include Mom s Day, Homecoming, Grand Prix and any other event the Chapter votes on. 8. The Vice President of Operations shall be in charge of working with the Chapter to determine how they would like to use any donations given during a semester. This is done by presenting ideas to the Executive Committee, listening to their feedback, and then going out and trying, to the best of their ability, to make that idea to be realized. 9. The Vice President of Operations overlooks the duty of the Treasurer, House Manager, Risk Management Chairman, Philanthropy Chairman, Scholarship Chairman, VP of Alumni Relations, Chaplain, Food Service Cook, Steward, Crew (3), and Initiation Week. 14

15 The Vice President of Operations shall be in charge of maintaining the Pepsi machine. 11. The Vice President of Operations shall meet with the President weekly to discuss any fraternal matters. 12. The Vice President of Operations shall be elected the weekend before Thanksgiving break in November to a one-year term. He will take office at the conclusion of the fall semester. 13. The Vice President of Operations is a voting member of the Executive Council. 14. The Vice President of Operations shall have the discretionary authority to inflict fines of up to $ The Vice President of Operations is in charge of applying for all awards with GHQ.

16 Vice President of Membership (Secretary) Term: Eligibility: One year running January to January Elected by a majority vote, speech required. No one person may be Vice President of Membership for two consecutive terms. An accumulative GPA of the accumulative Purdue Men s average must be maintained to be eligible to hold office. No specific seniority is required, although the Chapter should take this into account when electing the Vice President of Membership. House Powers and Responsibilities: 1. The Vice President of Membership shall be directly responsible to the President. 2. The Vice President of Membership shall be in charge of keeping a list of active Brother s home addresses and phone numbers up-to-date for distribution before the end of the spring semester. 3. The Vice President of Membership shall maintain a list of all Brothers cell phone numbers at the beginning of the semester. 4. The Vice President of Membership shall maintain a house list. 5. The Vice President of Membership is a voting member of the Executive Council. 6. The Vice President of Membership shall place all of the Brothers mail in their mailboxes daily and keep the mailroom clean. He should also make sure each brother has a mailbox. 7. The Vice President of Membership shall record the formal Chapter minutes and should be turned into the Historian. Informal minutes shall be posted by the Vice President of Membership on his regard. 8. The Vice President of Membership overlooks the duties of the following: Recruitment Chairmen (2), New Member Educators (2-3), Public Relations Chairman, Social Chairmen, Historian, Favors Chairman, Social Media Chairman, Brotherhood Chairman, and Athletics Chairman. 9. The Vice President of Membership will be responsible for meeting with brothers every 2-3 weeks in order to record their campus involvements, community service, and brotherhood activities. 10. The Vice President of Membership is responsible for the operation of the point system used for room picks and to make sure points are justly awarded. 11. The Vice President of Membership shall have the discretionary authority to inflict fines of up to $ The Vice President of Membership is in charge of applying for all awards with GHQ. 16

17 Treasurer Term: Eligibility: One year running June to June Elected by a majority vote, speech required An accumulative GPA of at least 2.80 must be maintained to be eligible to hold office. All candidates must have shown the ability to handle the job at least indirectly, and must show a high degree of motivation and honesty. No specific seniority is required, although the Chapter should take into account when electing the Treasurer. House Powers and Responsibilities: 1. The Treasurer shall be directly responsible to the Vice President of Operations. 2. The Treasurer shall be in charge of maintaining weekly contact with the house accountant and making sure all contracted duties are completed. The Treasurer shall also maintain contact with the Housing Corp. concerning all financial matters. 3. The Treasurer shall weekly inform members of any outstanding payments to the house and it is his duty to make sure everybody pays by posting signs and giving out bills. 4. The Treasurer has immediate power over all financial matters in the Chapter, which includes approving or denying any requested allocations of house money. 5. The Treasurer shall present the written budget, prepared by the house accountant, to the Chapter during the first Chapter meeting. 6. The Treasurer shall report monthly, during the Chapter meeting and Executive meetings, on the state of the Chapter s finances and the most updated budget. 7. The Treasurer shall encourage financial efficiency in Chapter matters including house energy use and has power to initiate programs aimed at saving money. 8. The Treasurer shall use all enforcing powers allowed by the General Statutes, the house, and the University to collect all delinquent payments. The discretion of the treasure includes actions that are not limited to; grade encumbrance, social and athletic suspension, loss of voting rights in chapter meetings, revocation of parking pass, additional can be added by executive council. 9. The Treasurer is a voting member of the Executive Council. 10. The Treasurer shall prepare housing contract forms for signature at the time of room picks. 11. The Treasurer shall inform both the President and Vice President of Operations of brothers that have not paid their bills. 12. The Treasurer shall make sure all brothers are reimbursed for all expenses they have incurred. 17

18 The Treasurer shall be elected at the end of the spring semester to immediately begin a one-year term that will continue to the end of the spring semester of the next year.

19 Warden Term: Eligibility: One year term running August to August. Elected by a majority vote, speech required The Warden should be a brother of tremendous respect among the members of Indiana Theta. An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. 19 House Powers and Responsibilities: 1. The Warden shall be directly responsible to the President. 2. The Warden has the power to set fines on the Brothers up to $ The Warden shall post special notices, such as those for special meetings, etc. 4. The Warden shall keep order during the Chapter meetings and all house meetings and remove any member that is out of line. 5. The Warden shall act as Parliamentarian serving as the presiding officer s advisor and consultant on protocol and procedural matters. 6. The question of procedure shall be directed to the presiding officer who may consult the Warden before ruling on the question. The opinions of the Warden have only advisory power. 7. The Warden reports directly to the President and the Executive Committee about all fines that have been implemented. 8. The Warden shall be in charge of running the By-laws Committee. 9. The Warden shall be responsible for making sure the house bylaws are current and useful, shall revise such rules as necessary with the consent of the house, and encourage members to make changes when they feel the need is present. The Warden must make sure that after any revisions, outdated copies must be destroyed to eliminate possibility of confusion. 10. The Warden shall do a ritual review at the beginning of each month during Chapter. 11. The Warden shall take attendance during Chapter and Executive meetings. He shall inform both the President and Vice President of Operations of any excused absences and keep attendance on file. 12. The Warden shall enforce all rules to maintain order in the house. He shall confront any brother that is out of line. 13. The Warden is in charge of collecting all fine money and keeping it safe and accounted for, until such a time that the Chapter can decide, by a majority vote, on what the best use for the money shall be. 14. The Warden has the power to remove members from chapter meetings for disruptive behavior.

20 Excused absences must reviewed and approved by the Warden. 16. The Warden is the primary back up for attending IFC meetings in the event the president is unable to go. 17. The Warden is in charge of ordering new ritual supplies for the chapter room. 18. The Warden is in charge of preparation for initiation.

21 House Manager Term: One semester, elected by a majority vote, speech required Eligibility: A minimum accumulative GPA of at least 2.80 must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The House Manager shall be directly responsible to the Vice President of Operations. 2. The House Manager shall organize and supervise all work sessions. 3. The House Manager shall be in charge of the physical house. The Treasurer must approve all expenses incurred by the House Manager. 4. All house purchases made by an individual member must have the House Managers approval. 5. The House Manager shall be in attendance at the Housing Corp. meeting. 6. The House Manager shall be in charge of ordering janitorial supplies and maintaining the washing machines. 7. The House Manager shall organize an end-of-the-year work session. This work session will enable Brothers to escape without losing some of their room deposit because of a dirty house. 8. The House Manager must make sure all house equipment and furniture is kept in its proper place. 9. The House Manager is responsible for distributing and collecting all room keys prior to each semester. Regarding the fall semester, brothers are required to move into the house a week before the beginning of the semester. At this time, brother will change and move into their new rooms. Regarding the spring semester, brothers are required to move into the house a half a week prior to the start of the semester. If the House Manager doesn t receive a key from you, unless you stay in the same room, then you will be fined an amount decide upon the Executive Committee. 10. The House Manager is a voting member of the Executive Council. 11. The House Manager is in charge of setting up daily duties and verifying the completion of the duties. 12. The House Manager shall make sure the house is in good condition at all times. If the house does not meet those conditions, then proper actions need to be assigned. 13. The House Manger shall be the chairman of the House Committee. 14. The House Manger shall decide on two house project days during the semester, which he will present to the Executive Committee. 15. The House Manager has the power to assess a fine equivalent to the cost of damaged property incurred, or $25, whichever is more. 16. The House Manager s Committee will decide on and complete a major house improvement project, once it is approved by the Executive Committee. 21

22 Steward Term: One semester, elected by a majority vote of brothers residing in the chapter house during the Steward s tenure, speech required Eligibility: An accumulative GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Steward shall be directly responsible to the Vice President of Operations. 2. The Steward shall work with the cook to arrange a menu for the semester and inform the cook of any meals that do not meet satisfaction of the current brothers. 3. The Steward shall inform brothers of how much food is for each member at certain meals. 4. The Steward shall elect three crew members based on his own requirements. 5. A salary approved by the Executive Committee shall compensate the Steward. The crew will also be compensated with a salary. 6. The Steward shall be responsible for the cleanliness and upkeep of the kitchen, the cafeteria, and drink counter. Making sure the juice machine, milk, orange juice, cereal, and breakfast bars are supplied daily. 7. The Steward shall be responsible for seeing that the cook abides by his/her contract. 8. The Steward shall be responsible for preparing the crew s work schedule. 9. The Steward is not a voting member of the Executive Council. 10. The Steward shall be responsible for seeing that the kitchen is opened 6:00 PM for dinner and closed after. 11. The Steward shall be responsible for the serving of the following meals: Monday through Friday lunch, Sunday through Thursday dinner. 12. The Steward shall have the authority to dismiss and re-appoint any crew member as he deems necessary. 13. The Steward is in charge of the kitchen being locked up when unattended. If he gives out his keys to a member, the Steward is responsible for anything that goes wrong. The member that borrows his keys is responsible for any mess he makes. 14. The Steward is in charge of collecting all plates, cups, and silverware around the house each day. Any member that brings kitchen items to his room is required to bring them back to the kitchen that day. 22

23 Social Chairmen (3) Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Social Chairmen shall be directly responsible to the Vice President of Membership. 2. The Social Chairmen shall be elected at least a month prior to the end of each semester. 3. The Social Chairmen shall be responsible for maintaining an adequate and successful social program. 4. The Social Chairmen shall be in charge of all social events and ensuring that they run correctly from the start to finish and that everything is cleaned up. 5. The Social Chairmen shall be responsible for ensuring that all social functions adhere to all university and Phi Delta Theta regulations. 6. The Social Chairmen shall be the head chairmen of the Social Committee 7. The newly elected Social Chairmen shall present a tentative schedule with a budget and a social dues amount at the end of the semester to the Executive Committee. They should also include a list of goals for the following semester. 8. The Social Chairmen are in charge of collecting dues for the semester and notifying the Treasurer, who is in charge of all social funds, of those that do not pay. 9. The Social Chairmen are responsible for Football and Grand Prix buddy picks. 10. The Social Chairmen shall divide two main responsibilities: external/outreach programs and planning/financing. 23

24 Risk Manager Term: One semester, elected by a majority vote, speech required Eligibility: The Risk Manager should be a Brother of Indiana Theta that limits or eliminates general riskiness in the house. An accumulative GPA of at least 2.80 must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Risk Manager shall be directly responsible to the Vice President of Operations. 2. The Risk Manager shall post special notices, such as those for special meetings, etc. 3. The Risk Manager shall be responsible for the safety of any and all members, and guests at any kind of Phi Delta Theta registered event and ensure all procedures are followed correctly. 4. The Risk Manager is responsible for turning in risk management forms to the University and GHQ. 5. The Risk Manager is in charge of reporting any fines due to risk management to the Warden. 6. The Risk Manager is responsible for enforcing risk management policies. 7. The Risk Manager is a voting member of the Executive Council. 8. The Risk Manager will work in conjunction with the Warden to maintain safety and civility within the chapter house. 9. The Risk Manager is required to be on all social committees 24

25 Vice President Alumni Relations Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The VP Alumni Relations shall be directly responsible to the President 2. The VP Alumni Relations shall get an orientation to the processes in the Alumni Office. 3. The VP Alumni Relations is not a voting member of the Executive Council. 4. The VP Alumni Relations shall carry out the responsibilities in the Alumni Program. 5. The VP Alumni Relations shall be in charge of the guest register book in the mailroom. 6. The VP Alumni Relations shall be directly responsible for arranging Homecoming and working with the Vice President of Operations. 7. The VP Alumni Relations shall be in charge in keeping order of the Alumni Office. 8. The VP Alumni Relations shall be the chairman of the Alumni Committee. 9. The VP Alumni Relations shall be responsible for writing and sending out the alumni newsletter to the members of the chapter and all alumni by the 5 th day of each month. 25

26 Public Relations Chairman Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The PR Chairman shall be directly responsible to the Vice President of Membership. 2. The PR Chairman shall be responsible for dealing, along with the President, with all publicity concerning the Chapter. 3. The PR Chairman shall make every effort to promote Chapter-faculty relations. He shall inform the Chapter of the coming of guests a few days in advance. 4. The PR Chairman shall encourage Brothers to enter campus elections and shall help organize their campaigns. 5. The PR Chairman shall see that all campus events are publicized. 6. The PR Chairman shall be responsible for sending thank-you notes, sympathy cards, Christmas cards, flowers, etc. 7. The PR Chairman shall be responsible for writing all publicity spots in all campus publications. 8. The PR Chairman shall be responsible for informing the University of all addresses for correspondence. 9. The PR Chairman shall be responsible for correspondence with all campus organizations, sororities, and Grand Prix sponsors. 10. The PR Chairman shall be responsible for making scheduling and organizing University sponsored events. 11. The PR Chairman is not a voting member of Executive Council. 12. The PR Chairman shall be a member of the Social and Philanthropy Committees. 13. The PR Chairman shall be the chairman of the PR Committee. 26

27 Athletic Chairman Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Athletic Chairman shall be directly responsible to the Vice President of Membership. 2. The goal of the office is to stimulate an interest in athletics and to see that Phi Delta Theta is represented well in Fraternity athletics. He should see to it that everyone in the house has an equal chance to participate in the sport of his choice and do so in a competitive manner while having a good time. 3. The Athletic Chairman shall work with the New Member Educator to involve the pledge class in house athletics. 4. The Athletic Chairman is in charge of posting intramural sign ups and schedules and notifying brothers of upcoming events. 5. The Athletic Chairman shall interact with the University intramural program. 6. The Athletic Chairman is required to go to the Co-Rec weekly to check schedules of events. 7. The Athletic Chairman shall be required to report to the Vice President of Membership which brothers either played or attended each of the House s athletic events. 27

28 Philanthropy / Community Service Chairman Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The P/CS Chairman shall be directly responsible to the Vice President of Operations. 2. The P/CS Chairman shall be responsible for seeing that the Chapter is always kept very active in the community and philanthropies through many various events. 3. The P/CS Chairman is responsible for designing and presenting each P/CS idea, with the approval of Executive Committee. 4. The P/CS Chairman shall be chairman of the Philanthropy Committee. 5. The P/CS Chairman is in charge of posting sign ups and schedules and notifying brothers of upcoming events. 6. The P/CS Chairman is in charge of setting up at least one large community service project and philanthropy each semester for the fraternity. 7. The P/CS Chairman is in charge of coordinating the fraternity s philanthropy. 8. The P/CS Chairman shall be required to report to the Vice President of Membership which brothers have participated in house philanthropy events. 9. The P/CS Chairman shall ensure that at least one event benefits ALS. 28

29 Recruitment Chairmen Term: Eligibility: Two chairmen which will both be full year terms, one starts in June and one starts in January, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Recruitment Chairmen shall be directly responsible to the Vice President of Membership. 2. The Recruitment Chairman holding his office shall pass on contacts and act as a mentor to the incoming Recruitment Chairman for his second half of his term. 3. The Recruitment Chairmen shall be elected at the end of each semesters rush program in order to prepare for the next semesters rush. 4. The Recruitment Chairmen shall be responsible for corresponding to those alumni from whom recommendations are received. 5. The Recruitment Chairmen shall be in charge of running all membership selection. 6. The Recruitment Chairmen shall be the chairmen of the Rush Committee. He shall direct the rush program of their respective rush. 7. The Recruitment Chairmen shall present a rush schedule one month before the end of the semester. 8. The Recruitment Chairmen shall encourage all brothers to find out prospective Purdue students from their hometown. 9. The Recruitment Chairmen shall be in charge of all rush events and ensure that they meet University requirements. 10. The Recruitment Chairmen shall frequently keep in contact will all prospective New Member. 29

30 New Member Educators Term: Eligibility: From induction to initiation of their New Member class, elected by a majority vote, speech required An accumulative GPA of at least 2.80 must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The New Member Educators shall be directly responsible to the Vice President of Membership. 2. The New Member Educators shall be elected at the beginning of each semester and hold office until the class is initiated. 3. The New Member Educators shall organize and direct the pledgeship program in such a way as to build a better Chapter. Their program must comply with the University s and Phi Delta Theta s regulations and standards. 4. One New Member Educator will be a voting member of the Executive Council. 5. The New Member Educators shall maintain and enforce the New Member Program. 6. The New Member Educators shall present a schedule for the New Member Program to the Executive Committee before inductions for their pledge class. 7. The Pledge Trainers shall be Co-Chairmen of the New Member Committee. 8. New Member Educators shall be elected at the beginning of each semester in order to prepare a schedule and present it to the executive committee for approval. The schedule is to be assigned to the upcoming pledge class. 9. The New Member program must abide by the GHQ code and follow their outline. 10. The New Member Educators shall encourage the new members to join house committees based off of their interests. 30

31 Scholarship Chairman Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative GPA of at least 2.80 must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Scholarship Chairman shall be directly responsible to the Vice President of Operations. 2. The Scholarship Chairman shall present a Scholarship Program in the beginning of the semester. 3. The Scholarship Chairman shall maintain and enforce the Scholarship Program. 4. The Scholarship Chairman shall maintain a file on active members academics. 5. The Scholarship Chairman shall review all academic standings and make presentations of scholarships, approved by the Executive Council, to those deserving of each. 6. The Scholarship Chairman is a voting member of the Executive Council. 7. The Scholarship Chairman shall be responsible for seeing that Indiana Theta is entered into competition for all scholarships with the University and with General Headquarters. 8. The Scholarship Chairman shall maintain an up-to-date file system of exams. 9. The Scholarship Chairman shall schedule a weekly place for brothers to study. 10. The Scholarship Chairman shall receive every member s class schedule at the beginning of each semester. 11. The Scholarship Chairman has the ability to fine members up to $10 for not attending mandatory scholarship activities 31

32 Brotherhood Chairman Term: One semester, elected by a majority vote, speech required Eligibility: An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Brotherhood Chairman shall be directly responsible to the Vice President of Membership 2. The Brotherhood Chairman shall be in charge of all brother and new member retreats, all trips to headquarters, and all visits to other chapters. 3. The Brotherhood Chairman shall be a member of the Social Committee. 4. The Brotherhood Chairman shall assist in mediating disputes between members of the chapter. 32

33 Chaplain Term: Eligibility: Repeatable one semester position until handed down to another by the Chaplain. An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Chaplain reports directly to the Vice President of Operations. 2. The Chaplain shall maintain good relations with the local churches. 3. The Chaplain shall setup Bible studies with other sororities. 4. The Chaplain can be the representative for the house for Greek IV 33

34 Historian/ Social Media Chairman Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Historian/Social Media Chairman shall report directly to the Vice President of Membership. 2. The Historian/Social Media Chairman shall read the Bond once a month at formal chapter. 3. The Historian/Social Media Chairman shall submit an initiation record for the newly initiated members during his office tenure, as required by the General Headquarters. 4. The Historian/Social Media Chairman shall be responsible for posting relevant house news and activities to social media websites (Facebook, Twitter, etc.). 5. The Historian/Social Media Chairman has the discretion to post what they feel is fit to aforementioned websites, but content should be in good taste and reflect positively upon the house. 6. The Historian/Social Media Chairman will be responsible for the upkeep and maintenance of the chapter website. 7. Tweeting, posting, etc., of any content deemed inappropriate by the Executive Committee is grounds for immediate dismissal. 34

35 Favors Chairman Term: Eligibility: One semester, elected by a majority vote, speech required An accumulative or semester GPA of at least the house minimum GPA must be maintained to be eligible to hold office. House Powers and Responsibilities: 1. The Favors Chairman reports directly to the Vice President of Membership. 2. The Favors Chairman shall be responsible for purchasing and distributing favors for all functions that require it. 3. The Favors Chairman shall be a member of the Social Committee. 4. The Favors Chairman shall work with the new members for any favors they need. 5. The Favors Chairman shall get the approval of the chapter before final designs are made available for purchase 35

36 Salaries for Officers The officers that earn salaries will be paid each month. Each respective amount will be declared by the By-law Committee and approved by the Executive Committee. The salaries will be altered when the Chapter finds it necessary to do so. Officer Amount Steward (approved by majority exec vote at end of semester) $ Each Crew member (3) (approved by majority exec vote at $ end of semester) Steward (Monthly) $ Each Crew member (3) (Monthly) $ Note: Or any other benefits or compensation as approved by Housing Corps or CAB 36

37 Chapter Attendance Policy The purpose of the provisions of this policy are to provide incentive for the active members to attend all Chapter meetings of Indiana Theta and to protect the members of this Chapter from negligent voting resulting from frequent absences of members from Chapter meetings. 1. All active members are required to attend all Chapter meetings.. 2. Any unexcused absence will be assessed a $10 fine. 3. During the Chapter suspension, the violator is still required to attend Chapter and pay Chapter dues. 4. If a member misses five (5) chapter meetings he will be sent to judicial. 5. Leaving a Chapter meeting before it is formally adjourned without submitting a written excuse to the Warden before the Chapter meeting will result in an automatic unexcused absence. The articles proclaimed in this document will again apply. 6. Provisions for excuses: a. Employment the same night as the meeting b. Extenuating circumstances c. The Executive Council will be responsible for judging excuses as determined by a majority vote 7. Excuses must be in writing and in the possession of the Warden 24 hours before the opening of the meeting for which the excused absence is applied, extenuating circumstances up to the Warden s discretion. 8. The President must create a Chapter schedule at the beginning of each semester. Any changes must be made at least forty-eight (48) hours in advance for attendance policies unless an emergency is required. 9. The accumulation of five (5) unexcused absences will result in a loss of voting privileges. 37

38 Scholarship Guidelines It shall be the duty of the Scholarship Chairman to supervise this program to promote the scholarship of the entire Chapter. Objectives: 1. To foster a dynamic study environment within the house, providing brothers with various options and incentives toward maintaining a successful path toward graduation. 2. To ensure that previously installed scholarship programs are utilized, promoted, and improved to guarantee they meet all adequate study requirements. 3. To recognize those who excel scholastically as motivational examples to the rest of the Chapter. 4. To aid in new member education and lay solid foundations for coping with the rigors of a college education. 5. To remedy any scholastic problem that arises within the house that endangers the scholastic well-being of a member or the Chapter. General Programs: 1. Study Groups- groups of brothers with the same classes who meet regularly to help those struggling with the particular class. Through a combined group effort, class work is explained and understood by all, and a student with difficulties in the class is aided and helped to maintain adequate standing in the class. Motivational Programs: 1. Student of the Week- weekly recognition in Chapter meeting of a brother who performs exceptionally well during the previous week. The name of the student is posted throughout the house as a reminder to the other brothers that academic excellence is present and possible. 38

39 Study Tables/Academic Probation 1. Active members of the Fraternity with a previous semester GPA of 2.65 or lower will be subject to terms of Probation, which will be decided upon be the Executive Council and will be required to go to 2 study tables per week. Members with a cumulative or previous semester GPA of shall be required to attend 1 study table a week, at a place reserved by the Scholarship Chairman unless an alternate situation has been approved, and turn in grades reports. Members with a GPA of 3.0 or higher will not be required to attend study tables or turn in grade reports. 2. Brothers that meet the GPA requirements for study tables and are caught skipping will be fined a max of $10 and suspended from all intramurals and social events for the remainder of that week. 39

40 Committees The following is a list of committees for the Chapter of Indiana Theta. All committee chairmen are listed after the committee. Every member of the house needs to be part of a committee. You may join more than one if desired. These committees will only convene if the chairman or chairmen feels help is necessary to complete the tasks of their office. The chairman will ask for volunteers and select his members to form the committee. If he does not get enough volunteers, then members will be appointed that are not part of a committee yet. The point system will be run by the Vice President of Membership. Points can be deducted by the Executive Committee s discretion for breaking rules. Must be on the committee before running for position. At the first Executive Committee meeting of the semester there will a review of the rights and responsibilities of each member of Exec and the Executive Committee as a whole. Committee Chairman Planned Number of Members Executive Vice President of Operations 9 Scholarship Scholarship 2 Bylaw Warden 6 Grand Prix Grand Prix 7 Social Social Chairman 5 House Improvement House Manager 4 Rush Rush Chairmen 6 Alumni Vice President Alumni Relations 2 Philanthropy Philanthropy/ Community Service Chairman 4 Risk Management Risk Manager 3 Judicial Warden 6 Public Relations Public Relations Chairman 6 Brotherhood Brotherhood Chairman 3 40

41 Executive Committee- Description of Committee House Powers and Responsibilities: 1. The executive committee shall be composed of the following officers: a. President, Vice President of Operations, Warden, House Manger, New Member Educator, Vice President of Membership, Risk Manager, Scholarship Chairman and Treasurer. 2. The Executive Committee shall meet in advance of each Chapter meeting, at the time designated by the Vice President of Operations, to discuss the Chapter meeting agenda and to handle the miscellaneous business not of direct concern to the entire Chapter. 3. The Vice President of Operations shall be in charge of the Executive Committee. 4. Each office should come prepared with topics about their position to the meetings. Topics presented at Executive will be presented during Chapter. New topics will be brought up during new business. 5. The Executive Committee is where all discussion about the fraternity happens. Discussion will be presented to the Chapter only if the Executive Committee feels it cannot make the decision on its own, but it is recommended. This will allow Chapter meetings to run more smoothly. 41