DELTA XI NU MULTICULTURAL SORORITY, INC. NU CHAPTER CONSTITUTION

Transcription

1 DELTA XI NU MULTICULTURAL SORORITY, INC. NU CHAPTER CONSTITUTION Article I. Name Section A. Name We are the Nu Chapter of Delta Xi Nu Multicultural Sorority Incorporated. The organization will also be referred to as sorority throughout this document. Section B. National Status Nu Chapter, of Delta Xi Nu Multicultural Sorority Inc., became recognized on April 5, 2014 at Texas A&M International University. Nu Chapter became chartered as a chapter of Delta Xi Nu Multicultural Sorority, Incorporated on June 3, 2017 at Texas A&M International University. Article II. Purpose and Goals Section A. Mission Statement The Delta Xi Nu Multicultural Sorority Inc. is committed to the furtherance of multiculturalism by promoting diversity and cultural awareness in our local communities and throughout the world. Section B. Goals The Sorority is established with the goal of promoting diversity and cultural awareness through: Educational Programs Community Service Social Activities Delta Xi Nu stands by the following three principles: Sisterhood Culture Education Article III. Membership The sorority is composed of active, alumnae, and honorary members who have been inducted into the sorority through an official procedure, as established in by laws. Quorum is hereby defined as an approval vote of at least two-thirds of active sisters in good standing.

2 Section A. Selection Process Interested female students are selected through an application process before they are given the opportunity to begin the initiation process. A quorum vote is required for an interested lady to be accepted into the process. Section B. Qualifications Interested ladies must be part time/full time undergraduate students enrolled at Texas A&M International University, in good academic standing. Undergraduate students must have a cumulative GPA of a 2.5, on a 4.0 scale, in order to be considered for membership. Incoming freshmen may apply for membership if they have previously accumulated 6 college hours and have a GPA of 2.5 or above. Section C. Advisor C.1 Advisor Qualifications The Chapter is required to be under the guidance of at least one advisor to ensure the Chapter pathway towards success. The advisor must be a fulltime employee at Texas A&M International University. C.2 Advisor Responsibilities The duties of the advisor(s) will be to help ensure that the standards of the Sorority are upheld and to provide moral support and encouragement for the Chapter. C.3 Advisor Resignation If an advisor decides to resign from position, she must write a formal letter addressed to the Chapter explaining why she wishes to resign from the position. Section D. Sister Requirements D. 1 Requirements for Active Sisters Maintain a 2.5 GPA or above on a 4.0 scale Complete 15 individual community service hours each semester Attend 2 cultural events each semester Write a reflective paper for each cultural event Must attend ALL Mandatory events involving Greek Life, which are not limited to Greek Council events, and Delta Xi Nu events which include but are not limited to general or executive board meetings, fundraisers, recruitment events, honey week, community service, socials within the sorority or other Greek organizations, and cultural events if permitted by school and/or work. Pay National and chapter dues by requested date assigned by Treasurer. D. 2 Sister Responsibilities

3 Each member shall be responsible to the Sorority and to her own good conscience for the observance of: The oath and obligation taken at the time of her induction; The governing laws of the Sorority and, when applicable, the bylaws and Policies of the Chapter or organization; Promoting the welfare and prosperity of the Sorority and its members, conducting oneself in such a way to honor herself, her Chapter and the Sorority; and Striving to interpret the inspired ideals of the Sorority throughout her life. Each member shall faithfully discharge her financial obligation to the Sorority and, if applicable, to the Chapter or organization. Each member shall follow the rules and regulations of the risk management policy and any procedures implementing the risk management policy. Interested Ladies and Candidates for membership will also be subject to the bylaws of the Chapter when on the premises of or participating with a Chapter of the Sorority. Behave in correspondence to the expectations and guidelines stated in Madame Butterfly. D. 3 Social Media Guidelines Behave in correspondence to the social media expectations and guidelines stated in Madame Butterfly. If it is your desire to partake in anything against Madame Butterfly s social media guidelines, we kindly ask that you disassociate yourself online from Delta Xi Nu. Section E. Probation and Inactive Status E.1 Inactivity Falling under inactivity status is considered as the following: Failed to maintain a 2.5 or higher GPA on a 4.0 scale Failed to complete 15 individual community service hours Failed to attend 2 cultural events Failed to write a reflective paper for each cultural event Failed to attend ALL Mandatory events involving Greek Life, which are not limited to Greek Council events, and Delta Xi Nu events which include but are not limited to general or executive board meetings, fundraisers, recruitment events, honey week, community service, socials within the sorority or other Greek organizations, and cultural events if permitted by school and/or work. Does not meet the terms of probation Shows inappropriate behavior and misrepresents the sorority per Madame Butterfly. Fails to pay national/chapter dues. If a sister falls under any of the inactivity/probation terms above, she is not allowed to vote under any circumstances at a chapter meeting/national assembly and may or may not attend to close

4 events. If a sister falls under any of the inactivity/probation terms above, she is responsible for completing service. Failure to do so will result in further disciplinary action. An inactive sister in bad standing who wishes to regain active status in good standing must submit a formal letter of apology/explanation to National Executive Board and present it to the chapter. A quorum vote will determine if inactive sister in bad standing regains active status in good standing. The first time a neophyte sister falls below the 2.5 GPA required to be active, she will be placed on academic inactivity in bad standing. o When sister is placed on academic inactivity in bad standing, she is prohibited to wear our Greek letters under any circumstances, however sister can wear our colors o Sister cannot uphold any position o Sister must attend all mandatory meetings, mandatory DXN events, etc. IF a sister consistently fails to meet the requirements as active sisters 2 semesters in a row, she is inactive in bad standing. o A letter must be sent to the sister who fails to meet the GPA requirements and a copy of that letter must be sent to Nationals as ATTN: VP OF INTERNAL AFFAIRS. o Failure to graduate in good standing with the chapter, the sister would graduate with the status alumnae in bad standing. E.2 Probation Probation shall be considered the following: IF a sister does not complete the total required number of service hours per semester, she will be placed under probation. o Sister is unable to uphold any position o Sister must complete missing service hours from previous semester, including the 15 service hours for the current semester IF sister fails to complete duties of a position she will be placed under probation. o Sister will not be able to uphold positions o Extra service hours will be assigned A sister may also be placed under probation by the Executive Board if sister fails to meet her responsibilities and requirements. Probation can include terms not listed above and can be modified per situation. *** If sister decides to resign from position, she must write a formal letter addressed to Nu Chapter explaining why she wishes to resign from the position. Disciplinary action will be taken by Executive Board.

5 If sister remains under a constant probation and/or inactivity for two or more semesters, she jeopardizes her position within the sorority and can be removed by an Executive decision. (Termination of Membership). E. 3 Voluntary Inactivity A sister can voluntarily go inactive one semester once every two years. She must submit a letter explaining her reason for going inactive to the Chapter and National Executive Board if she wants to go inactive a second time within this two (2) year period. This includes financial inactivity. Person wishing to gain inactive status voluntary should send a letter to executive board that states the reasons why person wishes to go inactive. Inactive letter should be addressed to all executive board members and all letters should be sent, before the third general meeting. Unless any emergency arises during the semester. The only exception to this is a sister's graduating semester. Section F. Termination of Membership Misrepresentation of the sorority or the school is grounds for dismissal of a member from the sorority. Misrepresentation of the Sorority shall be defined as: intentionally or recklessly making a statement or engaging conduct that is false, misleading or in direct opposition to any provision of the National Constitution, the bylaws or the mission statement. Violations made while placed on probation or inactive in bad standing will result in the initiation of removal or letters and dismissal. A serious violation of the Sorority's hazing policy will be grounds for immediate dismissal. Dismissal requires a three-fourths vote by all active members of the Chapter and a majority vote by the National Executive Board. The Chapter must send a letter to the National Executive Board stating reasons why they believe the member should be removed from the sorority. The member in question may also present her case to the National Executive Board if she desires. If a member is dismissed from the sorority, legal action will be taken on behalf of the sorority if necessary to protect the foundation and traditions of the sorority, and ensure that its secrets and history will not be revealed. The removed member will be financially responsible for the cost of such legal action. A Release Oath shall be presented to the expelled member by the Chapter President or Vice President and signed in the presence of at least two active members as witnesses. A member who voluntarily wishes to terminate her membership shall sign the Release Oath in the presence of at least two members or a notary. The National Executive Board must be notified within 48 hours of all member expulsions and voluntary terminations of membership. * *As written from National Constitution. Section G. Fines/Absences Nu Chapter of Delta Xi Nu of Multicultural Sorority will be following a merit/demerit system. Delta Xi Nu Nu Chapter Merit System

6 A merit system has been established to recognize a member s participation and performance resulting in a positive contribution to the enhancement and representation of Delta Xi Nu (DXN) and the sisterhood. All active members will begin the semester with 50 merits. Additional merits may be earned throughout the semester via any of the options listed below: Completing additional service hours.1 hour = 1 merit Attending other organization events and completing a 1 page report about the event (if choosing this option, you cannot use more than one event per organization) 1 event = 2 merits. Other possibilities for earned merits include a nomination from fellow sisters. Merits will be awarded based on quorum vote of the Chapter s Executive Board. Attending events (not including general or executive board meetings), such as, fundraisers, philanthropy events, volunteer opportunities, etc.. 30 minutes =1 merit. Host of event must approve of potential merits to be earned by sister. There is max limit of 5 merits. Merits CAN exceed a total of 50 however cannot be used to exclude any active sister from their duties. Delta Xi Nu Nu Chapter Demerit/Fine System Additionally, a demerit system has also been established which will take away merits based on the reasons listed below and/or for other reasons not listed below as deemed valid for demerit by the Chapter s Executive Board. The intent of this demerit system is for individual accountability of ALL active members and reduction/elimination of inappropriate actions not acceptable to the organization and the sisterhood. Sisters will be informed of the reason for any demerit received in the hopes that such behavior will not reoccur. ALL active members shall NOT fall below 35 merits. Falling below the allowance of 35 merits could result in additional mandatory service hours, fines, or other forms of disciplinary action as Executive Board may find fitting on a case to case basis. A drop to 20 merits will result in a meeting with your Chapter Executive Board to discuss possible probation or inactivity. TARDINESS... 3 demerits (Meetings, fundraisers, events, service, etc.) Chapter Meetings o A sister is considered tardy if a meeting has been "Call ed to Order" and they are not present (unless notified before "Call to Order"). Public Events, including, but not limited to, fundraisers, signature event, service, etc. o All sisters are required to be present five minutes before shift assigned or signed up for. o If a sister is five minutes late to an assigned/signed up for shift, she is considered tardy.

7 Functions with Other Organizations, including, but not limited to, socials, probates, fundraisers, etc. o All sisters, who were assigned/signed up for event, are considered tardy 10 minutes past start time of event. DISRESPECT OF DXN OR ITS MEMBERS demerits (Situational based) The Executive Board reserves the right to address issues on a situational base, and thus assign demerits and/or fines as they see fit. UNREPORTED ABSENCES demerits (Meetings, fundraisers, events, service, etc.) Chapter Meetings o If a sister is more than 15 minutes late to a chapter meeting, after "Call to Order," it is considered "Unreported Absence. Public Events, including, but not limited to, fundraisers, signature event, service, etc. o If a sister is more than 15 minutes late to an assigned/signed up for shift, it is considered an "Unreported Absence." Functions with Other Organizations, including, but not limited to, Greek Council events. o If a sister does not attend an assigned shift, it is considered an "Unreported Absence." FAILURE TO MEET DEADLINES demerits (Service hours, dues, other organization attendance, etc.) (Situational based) The Executive Board reserves the right to address issues on a situational base, and thus assign demerits and/or fines as they see fit. A sister is subjected to the automatic demerit loss, as well as possible monetary fines as defined below, or as decided by the Executive Board. A sister is exempt from late fees associated with failure to meet deadlines involving chapter matters, if Executive Board is notified within a 24-hour period of due date; however, she is subject to a secondary deadline as determined by the Executive Board. If a sister fails to meet the secondary deadline, fees will be added retroactively. (All fees are still in place involving NEB matters) National Dues If a sister fails to submit national dues to treasurer by specified chapter date, she is subject to an automatic $3 dollar fine If a sister fails to submit national dues to treasurer by the National Executive Board (NEB) set due date, she is subject to a fine of $5, each week she does not submit the dues

8 Chapter Dues If a sister fails to submit chapter dues to treasurer by specified chapter date, she is subject to an automatic $3 dollar fine If a sister fails to submit chapter dues to treasurer by the extended due date, she is subject to an additional fine of $5 for each week she does not submit the dues NEB Collegiate Forms All NEB collegiate forms are required to be filled and ready for submission two days prior to NEB due date If a sister fails to complete all required collegiate forms, as per her position in the sorority, she is subjected to a $5 fee. Service Hour Forms If a sister fails to submit the required documentation for cultural events and service hours by specified due date, she is subjected to a fine of $5 per form. Other If a sister fails to submit, meet, etc. any other deadline as set by the Executive Board, she is subjected to a $5 fee FAILURE TO MEET MEETING ETIQUETTE demerits (Cell phone use, binder, etc.) A sister is subjected to the automatic demerit loss, as well as possible monetary fines as defined below, or as decided by the Executive Board. Binder If a sister fails to bring the Nu Chapter Constitution, the National Constitution, and her binder to a chapter meeting. Cell Phone Use If a sister is using her cell phone for any reasons not related to DXN business. The Executive Board reserves the right to address any other issues, as a situational base, and thus assign demerits and/or fines as they see fit. ALL FINES MUST BE PAID TO THE TREASURER WITHIN A WEEK OF THE FINE, UNLESS PREVIOUSLY SPECIFIED. IF A SISTER FAILS TO DO SO, A LATE FEE OF $5 WILL BE APPLIED PER WEEK. Article IV. Officers / Chairs, Elections, and Vacancies

9 1. To obtain a position in the executive board, a sister must have completed at least one full active semester in the chapter. Exceptions are to be made at the discretion of the Executive Board. 2. To obtain a position as President or Vice President, a sister must have full semester in the Executive Board. Exceptions are to be made at the discretion of the Executive Board. 3. Newly elected chapter officers and other positions will begin their role after the last meeting of the academic semester/year. Section A. Officers and Duties Section A.1. Powers and duties of the President shall consist of the following: Official representative of the Nu Chapter Preside over executive meetings and general meetings Serving as primary contact Making a final decision in the event of a tie Assures that all officers and cabinet are carrying out their duties Coordinate officer transition and training Meets with advisor on a regular basis Submits permission for a conditional inactivation with a copy of letter from sisters to NEB Submits Chapter calendar for school year to NEB Keep a roster of active members and inactive members Section A.2. Powers and duties of the Vice President shall consist of the following: Presiding over meetings in the absence of the President Serving as secondary contact for the sorority Assisting President in presidential matters Maintain probationary files Being responsible for enforcing proper ethical conduct among members Coordinates group activities Handles all absence reports whether excused or unexcused Reserves general and executive meeting rooms for the semester Section A.3. Powers and Duties of the Treasurer shall consist of the following: Supervise all financial affairs of the Chapter Collect fees, dues and fines Submits Chapter National dues and budget to NEB Pay bills Record all transactions (dues, fees, and fines) made Prepare and implement a chapter budget Keep written and up to date records of each member s account activity and all individual fines

10 After each purpose withdrawal of purchase she should announce the project estimate of spent and project work with Fundraiser, set annual budget breakage. All purchases must be approved by the treasurer prior to the purchase; all receipts for reimbursement must be given to the treasurer no more than one week after purchase were made Section A.4. Powers and duties of the Secretary shall consist of the following: Records and submits minutes of all chapter meetings Maintain an accurate attendance and membership record for chapter and submits membership record to NEB Check sorority mail Responsible for all correspondence with membership Meeting minutes should be submitted to active members no later than two days after the meeting. Submits chapter graduation report to NEB Keep a roster of active members and inactive members Prepares agendas for executive and general meetings Tallies votes (with standards officer as a witness) Section A.5. Powers and duties of Standards shall keep order, summon members, (warnings) keep track of the meeting attire, and will monitor member absences. Keep order during any scheduled meeting, including Executive Board meetings. Summon members to meetings or Judicial Review meetings and give warnings for non-compliance of rules and regulations set by officers and sorority constitution and bylaws. Will monitor member absences to all sorority functions. Be responsible for enforcing proper ethical conduct among members. Enforces the ethical policy Submits Chapter Constitution to NEB Submits Chapter grade verification form to NEB Reviews and enforce any probation terms Handles proposal for revision of the constitution and communicates them to the executive board Makes revision to the constitution to be voted on by all members Section A.6. Powers and duties of the Historian shall be to maintain sorority scrapbook, take sorority pictures, and archive sorority information during her term. Also in charge of cubicle, visual documentation of the attendance of each event and the Following: Takes photographs at all events Keeps an annual record and evaluation of the year s activities and programs Reports group and members news to NEB to be used in the national newsletter

11 Submits updated roster; including name, phone number, and permanent address of each member to NEB Responsible for updating the Delta Xi Nu Chapter website on a regular basis Responsible for presenting designs for apparel and distributing all sorority apparel Responsible for maintaining and updating the history and scrapbook. Arrange all flyers for upcoming events. Responsible for advertisement of all sorority functions. Maintains list serve Section A.7. Powers and duties of the Risk Manager shall be to ensure that the chapter has a plan of action in case of emergencies: Develop and implement the chapter Risk Management Plan Develops a Crisis Management Plan with other officers Coordinates educational sessions for members and pledged members; Assumes a leadership role in risk management in all forms May be called upon to assist the president or others in conducting investigations and preparing reports regarding accidents, injuries, and situations. Section B. Cabinets and Duties Section B.1. Powers and duties of the Member Educator consist of the following: Recruiting new members and informing them of sorority duties, history and other expectations Organize new member meetings Implement the process Program Is responsible for planning and overseeing all functions relating to promoting this Section B.2. Powers and duties of the Recruitment officer/co-member Educator shall consist of the following: Responsible for new member recruitment Organizes and facilitates new member recruitment process Responsible for all public relations, announcements, and arrangements for the recruitment process The period for recruitment will be at the discretion of the Greek Council. Section B.3. Powers and duties of the Service Chair consist of the following: (This position is not required. If no one fills this position, the secretary fulfills the duties). Relaying available community service information to sorority Maintaining accurate records of hours per member per semester. Responsible for overseeing and coordinating all service and philanthropy activities

12 Section B.4. Powers and duties of Fundraising Chair shall be to plan events in order to raise funds for future activities needed for the betterment of the sorority. The chair will work with treasurer to monitor profits and discuss the available budget for fundraising events. Section B.6. Powers and duties of the Social Chair shall be to execute all parties, plan mixers, plan annual banquets and formals, conduct all sisterhood events including unity week, help regulate the weekly journal, and other social events. (This position is not required. If no one fills this position, the Secretary fulfills the duties). Responsible for overseeing and planning all chapter social events Responsible for planning and hosting the chapter s annual banquet Section B.7. Signature Event Chair is responsible for overseeing and planning the annual Chapter Signature Event, and delegating tasks to individual members or committees. (This position is required.) Signature event chair should have and present a proposal for the signature event by the last general meeting in the fall semester. o If this requirement is not met on time, the sister is subject to pay the amount of a $30 fine a week after the proposal deadline. o A deduction of 15 merits will be automatically deducted for not meeting the proposal deadline. o o The signature event must be held every spring semester by the end of March. If signature event chair fails to host the signature event overall, the sister will be fined $75. Signature Event committee is required. Section B.8. Philanthropy Event Chair is responsible for overseeing and planning the annual Chapter Philanthropy Event, and delegating tasks to individual members or committees. Philanthropy event chair should have and present a proposal for the signature event before the first general meeting in the fall semester. o If this requirement is not met on time, the sister is subject to pay the amount of a $30 fine a week after the proposal deadline. o A deduction of 15 merits will be automatically deducted for not meeting the proposal deadline. Philanthropy event chair should host the philanthropy event in fall semester in October. o If philanthropy event chair fails to host the signature event overall, the sister will be fined $75. Philanthropy committee is required. Section B.9. Greek Council (MGC) Delegate and Alternate Greek Council Delegate are responsible for representing their Chapter on their respective Greek Councils. (This position is required)

13 Section B.10. National Delegates are responsible for representing their Chapter at the Annual National Assembly. Must be in attendance and vote on proposed amendments. The delegates will be voted in at the end of the academic year. (This position is required) Section B.10.1 A percentage of the Chapter s annual budget will be set aside for national conference and sending two delegates as representatives. Section B.11. Powers and Duties of Stroll Chair shall be to choreograph strolls to be performed by the stroll committee, coordinate meeting days and times for performance practices. Set attire to be worn by the stroll committee to wear on performance days. o An inactive member is not allowed to stroll without permission from their designated executive board. Stroll committee is required to depend on certain sisters for performances, strolls, etc. Section B. 12. The Chapter must be under the guidance of an Alumnae Advisor to ensure the Chapter s pathway towards success. The advisor must be an alumnae member of the Delta Xi Nu Multicultural Sorority, Inc. Their duties is to remain in contact with Chapter Alumnae and alumnae chapters around the country. Section C. Elections All Officers and Chairs must be elected to perform the position. Elections will be held during the last two weeks of the Fall and Spring semester. For a sister to run for any position, she must be nominated and seconded by active sisters in good standing. The nominations will occur the week before the last general meeting of the semester. The following week, the last general meeting, all nominees are allowed to give a speech before active sister s vote. All positions are yearly, with the exclusion of the Member Educator and Co-Member Educator. A series of questions will be offered by the Executive Board and highly encouraged to answer during the preliminary round. Section C.1. President, Vice-President, and Member Educator Election Guidelines The President, Vice-President, and Member Educator are entitled to a speech lasting no longer than three minutes. Afterwards, all active sisters in good standing can ask the nominee questions and must last no longer than three minutes. Section C.2. All Other Positions Election Guidelines All other positions are entitled to a speech lasting no longer than one minute Afterwards, all active sisters in good standing can ask the nominee questions and must last no longer than one minute

14 Secretary and Standards will tally the votes and announce the front-runner. When the position of Standards or Secretary is being voted on, other Executive Board members will take their place and tally the votes. If there is a sister running unopposed, she is automatically given the position. Section D. Vacancies Section D.1. Replacement of an Officer/Chair If an officer/chair from the chapter resigns, then she must give a two week notice before officially resigning. An election will be held for the position(s) that is/are left open. Section D. 2. Replacement of the President If the President of the chapter resigns, then she must give a two week notice before officially resigning. The current Vice President of the chapter will then be appointed as President until the end of the term of the Executive Board. Then, the Secretary will be given the option to either become Vice President or remain Secretary, and an election will be held for whatever position is left open. Article V. Amendments An amendment to the Chapter Constitution may be proposed by any sister and brought up to the attention of Executive Board. A quorum vote made up of active sisters in good standing is required to amend this Constitution. Any amendments will apply the following week and be placed into action. All amendments will be sent to the National Executive Board for approval once a year at the beginning of each academic year. Article VI. Bylaws Section A. Voting Procedure Only active sisters in good standing are permitted to vote. Voting can but is not limited to amending constitutions, electing officers and chairs, and deciding Chapter matters. During general meetings, a sister must motion in order nominate a topic or sister for position at hand. Then, a second sister must second the motion. Once approved by Secretary, the motion is accepted. President may not vote. However, if there is a tie, the President must decide the final choice. Section B. Meetings During the fall and spring semesters, there will be weekly meetings held and run by the Executive Board. These meetings are mandatory for active sisters and neophytes. B. 1 Meeting Etiquette. During general meetings, any sister in attendance is expected to remain civil and comply by any rules set up by the Executive Board. No phones allowed during the general meeting, unless specified by the Executive Board. No side conversations between sisters during general meetings. Undivided attention is expected towards the current speaker.

15 If questions, motion an open floor to discuss with other sisters, but if trivial, save for after the meeting. Each meeting, sisters are expected to have with them a copy of the National Constitution and Chapter Constitution. Paper is recommended for note taking. In case of an emergency during the meeting, advise Standards as soon as possible. B. 2 Alumnae Attendance. An alumnae sister in good standing must request permission within twenty-four hours from the Executive Board. An alumnae sister in bad standing is not allowed to attend meetings. **Chapter officers and other positions may be removed from office due to nonperformance of duty by quorum vote of the active members of that Chapter. Vacant positions must be filled immediately.