Chapter Governing Documents Last Rewrite: January 2010 Last Update: May 2016

Transcription

1 Beta Delta Chapter Governing Documents 1 Chapter Governing Documents Last Rewrite: January 2010 Last Update: May 2016

2 Beta Delta Chapter Governing Documents 2 Table of Contents Chapter Governing Documents Table of Contents Index Bylaws ARTICLE I Name Section 1. Eligibility Section 2. Classification of Brothers ARTICLE VII Officers Section 1. Qualifications Section 2. Duties Section 3. Election to Office Section 4. Terms of Office Section 5. Impeachment Section 6. Advisors ARTICLE VIII Disciplinary Action Section 1. Grievance Protocol (Conduct Unbecoming) Section 2. Probation ARTICLE IX Committees Section 1. Permanent Committees ARTICLE X Meeting Section 1. Procedure ARTICLE XI Finances Section 1. Dues Section 2. Accounts ARTICLE XII Awards ARTICLE XIII Amendments ARTICLE XIV Ratification Standard Operating Procedures Rush/Initiation Rush Initiation Requirements for Fulfillment by the Brotherhood Alcohol Policy: Initiation Requirements for Fulfillment by the Initiates Induction Attendance 6 Inactivity Attendance Requirements 6 Secretarial Procedures: 7 Finances General Dues Fundraising Meetings General Debate Voting President s vote: Committees All Committees Fellowship Committee

3 Beta Delta Chapter Governing Documents 3 Service Leadership Committee Alumni Committee Rush/Initiation Committee Scholarship Committee Fundraising Committee Communications/ICR Committee Web Committee Leaving the Fraternity Expulsion Resignation Activity and Good Standing, 4 Alcohol Policy, 12 Brother Initiate Line, 12 Attendance Requirements for Brothers, 16 Conduct Unbecoming, 7 Eligibility, 4 Ignorance Clause, 15 Inactivity, 16 Risk Management, 15 Payment Plan, 20 Quorum for General Meetings, 22 Quorum for Selecting Initiate Class, 11 Reimbursement Policy, 19 Runoff, 6 Sunday Excused, 16 Index

4 Beta Delta Chapter Governing Documents 4 Bylaws ARTICLE I Name The name of this organization shall be Beta Delta Chapter of Phi Sigma Pi, Inc. (hereafter referred to as Beta Delta). ARTICLE II National Affiliation Beta Delta is a Chartered Member of Phi Sigma Pi National Honor Fraternity. ARTICLE III Designation Beta Delta shall be a charitable corporation in which students of high academic standing and excellent character at North Carolina State University (hereafter referred to as NCSU) provide service to the community in a nonprofit capacity. ARTICLE IV Board of Directors The Board of Directors (hereafter referred to as Executive Board) will consist of the following officer positions: President, Vice President, Parliamentarian, two Chaplains (secular and representing both sexes), Recording Secretary, Corresponding Secretary, Treasurer, Historian, and Initiation Advisor. ARTICLE V Advisors There will be an Alumni Advisor and Faculty Advisor, meeting the requirements described in Article IX Sections 9 and 10 of the National Constitution. ARTICLE VI Section 1. Eligibility A) Students of NCSU are eligible for Initiation into Beta Delta who: 1) Have completed at least one semester and/or 12 credit hours at an accredited institution 2) Are full time students 3) Whose grade point average is at least a 3.20 (on a 4.00 scale) 4) Have at least three (3) semesters remaining at NCSU (including their potential initiation semester) B) Students of NCSU are eligible for Induction into Beta Delta who: 1) Have completed at least one semester and/or 12 credit hours at an accredited institution 2) Are full time students 3) Whose grade point average is at least 3.20 (on a 4.00 scale) 4) Have at least two (2) semesters remaining at NCSU 5) Have completed the Initiation program as defined in the Beta Delta Chapter SOP Section 2. Classification of Brothers A Brother is either in Good Standing or Bad Standing. Their Standing carries over from the previous semester. If a Brother is listed as Bad Standing at the ends of two consecutive semesters, that Brother will be brought up for Conduct Unbecoming under Article VIII, Section 1 (Grievance Protocol) at the discretion of the Executive Board. A) Active Brother in Good Standing: 1) May not accumulate more than eight (8) half absences at business meetings per semester (includes business, special, and speaker meetings). Afterward, the Brother will be considered Inactive and Bad Standing for the remainder of the semester.

5 Beta Delta Chapter Governing Documents 5 2) Brothers who are graduating seniors in will be allowed 10 (10) half absences at business meetings for one semester of their choosing in their last remaining year. To be eligible, the Brother must have been an Active Brother in Good Standing at the end of the previous semester. Members of the Executive Board and Committee Heads are not eligible for this option. If this option is selected during the second to last semester in the Brother s graduating year, the Brother may not go Inactive in his or her last semester. 3) Must serve on a committee and attend at least one event hosted by the committee. Notification for absence at a committee meeting must be given to the Committee Chairperson, in writing, within twenty four (24) hours of the missed meeting. Excused absences are class, work, emergencies (such as illness, family matters, fatality). 4) Pay all dues as stated in Article X 5) Attend all designated Mandatory Events. Notification for absence at a Mandatory Event must be given to the Secretary, in writing or through , either prior to or within twenty four (24) hours of the missed meeting. Excused absences will only be considered for a class, test, personal emergency, work, or an official university function that presents a direct time conflict. The Secretary will then notify the Brother, in writing or through , whether they are automatically excused or not. In the event that the absence is unexcused, the Brother will become Inactive and Bad Standing. a) In the event that a Brother does not attend a designated Mandatory event that Brother will be required to pay a $10 fine. Until this fine is paid and the Executive Board votes the Brother back in good standing, the Brother will remain in bad standing. 6) To remain in Good Standing, each semester a Brother must attend AT LEAST one (1) event of each of the following types: a) Scholarship b) Service Leadership c) Fellowship d) Non Mandatory Initiation (such as SFK or an event planned by the Initiation Class) e) Fundraising (i) Three Fundraising Credits must be earned each semester f) Two of the four parts of initiate retreat. A brother who has signed up to bring food to retreat and fails to do so will not be counted present. (i) As outlined in the SOP Bigs must attend three of the four parts. g) At least one additional Chapter event, including all categories A E and events hosted by all other committees. Committee members may count their one required committee event attendance requirement from (3) towards this requirement. h) In the event that a Brother is not able to attend all event requirements (a f), that Brother will be required to pay a separate $10 fine for each single criteria that is not met and attend one additional event of the type missed the previous semester as required and listed above in Article VI, Section 2, A of the Bylaws. For example if a Brother attends zero fellowship events, that Brother will be required to pay the $10 fine. If the Brother also attends zero leadership events, he or she will be required to pay an additional $10 fine. Until the fine is paid, extra events are attended and the Executive Board votes the Brother back in good standing, the Brother will remain in bad standing. 7) Senior Exemption: Brothers who are graduating seniors may be exempt from (2) events over the course of one of their remaining two semesters. The Brother can select (2) of three options: (1) tripod event, (1) Non Mandatory Initiate Event, and/or (1) fundraising event. The Brother must notify the Secretary in writing at least twenty four (24) hours in advance of the event. The (2) events may not be selected from the same category. To be eligible, the Brother must have been an Active Brother in Good Standing at the end of the previous semester. Members of the Executive Board and Committee Heads are not eligible for this option. If this option is selected during the

6 Beta Delta Chapter Governing Documents 6 second to last semester in the Brother s graduating year, the Brother may not go Inactive in his or her last semester. B) Inactive Brother in Good Standing (Granted Inactivity): 1) Must be voted Inactive by the executive board (Locally Inactive). The decision may be appealed as outlined in ARTICLE VIII Section 3. Any brother may attend the executive board meeting where inactivity letters are read but may not vote at this time. The Brother still pays national dues, but not chapter dues 2) Or be out of the country (Nationally Inactive). The Brother does not pay any dues. 3) No attendance requirements 4) Cannot Vote C) Active Brother Bad Standing: 1) Must satisfy the Active Brother in Good Standing Requirements 2) Restrictions: a) Cannot Vote (and everything else from Nationals) b) Cannot have a Little Brother from the Rush Class (if Bad Standing at time of selections) c) Reported to Nationals as Bad Standing 3) To regain Good Standing, the Brother must attend one (1) additional event of the type missed the previous semester as required and listed above in Article VI, Section 2, A of the Bylaws. D) Inactive Brother Bad Standing (Forced Inactive): 1) Must pay all chapter and national dues 2) No Attendance Requirements 3) If a Brother becomes inactive due to extenuating circumstances, the Brother may appeal his/her inactivity in person as outlined in ARICLE VIII Section 3 E) If a Brother ends two consecutive semesters as an Active or Inactive Brother Not in Good Standing, the Brother will be brought up for Conduct Unbecoming a Brother by the Executive Board. ARTICLE VII Officers Section 1. Qualifications All Officers shall possess the minimum requirements for Active Brothers in Good Standing and must have been an Active Brother for a minimum of one (1) semester before taking office. For the office of President, Vice President, and Initiation Advisor, a Brother must have served at least two (2) full semesters as a Brother. Section 2. Duties A) All Officers shall abide by the rules, regulations, and policies outlined in the Phi Sigma Pi National Honor Fraternity Officer s Training Manual. In the event that an Officer is Granted Inactivity, they are no longer an Officer immediately following the Inactivity vote. If an Officer is Forced Inactive, that Officer has two (2) business meetings to appeal their Inactivity. If they are not successfully appealed their status by the end of the second business meeting after they are Forced Inactive, they are no longer an officer. Elections for a replacement Officer to serve the remainder of the term shall be conducted according to ARTICLE VII, Section 3:B. In addition to officers specified by the National Constitution, Beta Delta shall have the following officers: B) Each Chaplain shall serve as individual confidants to the entire Fraternity and act as arbitrator in all conflicts. All discussions shall be held in the strictest confidence and unless the Brother, Initiate, or others are in danger. In secret ballots, Chaplains shall tabulate the votes. There shall be two Chaplains, a male and a female. C) A Historian shall serve as both photo and written historian as stipulated by the National Constitution. The Historian shall serve on the Web Committee in addition to any other Committee of which they are a member and maintain the photos on the official Beta Delta website. D) Recording Secretary shall be responsible for keeping track of meeting and event attendance, meeting and mandatory event excusals, writing meeting minutes and keeping track of special attendance requirements (Senior Standing, Forced Inactivity, Sunday Excusal, etc).

7 Beta Delta Chapter Governing Documents 7 E) Corresponding Secretary shall communicate with the Phi Sigma Pi National Office and ensure that all required documentation and forms are submitted without error and before the deadline. Section 3. Election to Office A) Election of Officers shall be held at a regular business meeting with nominations being taken from the floor. Nominations will be held in the Spring semester, at least six (6) business meetings before the end of the Spring semester. Officers shall be elected with no less than four regular business meetings remaining before the end of the Spring semester. B) Each candidate for a position will have an opportunity to make a speech. The time for the speech will be limited to five minutes followed by a question and answer period. After all speeches for an office are completed, there will be debate on the candidates. When debate ends the vote on the officer will occur. C) Runoff: A simple majority of the Active Brothers present at a regular business meeting will be required to elect the Officers. In the case that no Brother achieves a majority, a runoff election will be held immediately following the announcement of the results. The runoff will be conducted according to ARTICLE VII, Section 3 Part B, consisting of only the two Brothers obtaining the most votes in the initial round of voting. Section 4. Terms of Office The term of office shall be one (1) year, from the beginning of the time of installment (at the second to last meeting of the Spring semester) until the next Officer is installed. This allows a transition period for new Officers. Section 5. Impeachment A) If the need arises, the President, or other member of the Executive Board, may be impeached by the following proceedings: One Brother would make a motion to impeach the said Officer. This motion must be seconded, and then may be voted upon. If the Officer impeached is the Chair of the meeting, they must relinquish the chair after the motion has been seconded and a new Chair selected. Should the Active Brotherhood vote for the motion by a three fourths (3/4) majority, the motion is passed and the said Officer is thereby removed from office. B) If the office impeached is either President or Vice President, a new election will take place for the office. Any Executive Board Officer may, but is not required to, give up his/her office in order to run for the newly vacated position. These other newly vacated positions would then be filled in the same manner as normal officer elections. Section 6. Advisors A) The selection of an Alumni Advisor will be consistent with the election of officers outlined in Article VII Section 3 of the By Laws. The Alumni Advisor shall: 1) Be permitted to attend and participate in all debates held by the Executive Board or Chapter. 2) Be allowed one vote on all motions, except: a) Final Initiate voting b) Election of officers c) Disciplinary motions, including the impeachment of officers 3) Not be counted towards quorum at any Executive, regular, or special meeting. 4) Work with the Alumni Committee Chair to facilitate communication between the undergraduate members and Alumni. B) The selection of a Faculty Advisor will be consistent with the election of officers outlined in Article VII Section 3 of the By Laws. The President and current faculty advisor will select the candidates, by

8 Beta Delta Chapter Governing Documents 8 reviewing a list of possible candidates and determining their interest. The candidates will then be brought before the Brotherhood to select the new Faculty Advisor. C) The terms of office for Alumni and Faculty Advisors are unrestricted and are only reconsidered when the position is vacated. Section 7. National Delegate A) Prior to the last meeting of the Spring semester, the incoming Executive Board shall select a Brother to represent the Chapter at that year s National Convention. The selected delegate shall complete all registration forms by the required deadline. The delegate s registration fees shall be reimbursed from the Chapter Treasury. ARTICLE VIII Disciplinary Action Section 1. Grievance Protocol (Conduct Unbecoming) A) Any Active Brother of the chapter may file impeachment, suspension, and/or expulsion charges with the Executive Board. These charges are to be investigated by a Chaplain. In the event that both Chaplains are not deemed impartial by unanimous vote of the Executive Board, then another impartial member of the Executive Board shall be selected by a simple majority to investigate. This vote is automatically done when charges are filed. B) At the following meeting the charges may be brought, provided the accused has been given forty eight (48) hours notice through writing, s, or telephone. The Executive Board is responsible for informing the accused of the charges and the time and place of the meeting when they will be brought up. In the event that the aforementioned notice is unacknowledged, before proceeding with the charges a majority of the Active Brothers in Good Standing present at the meeting must vote to allow the charges to be brought. C) The Brother charged has the right to have charges against them and any related matters, subject to discussion during the meeting. Therefore, no charges can be brought against Phi Sigma Pi National Honor Fraternity, Beta Delta Chapter, or any of its Brothers by the Brother charged for any statements made in the course of the proceedings. If this right is declined, the charges will be decided and a period of probation levied by the Executive Board. If the punishment deemed appropriate by the Executive Board is expulsion or suspension, the charges must be read in front of the Brotherhood. The Brotherhood must vote on expulsion and agree by a 2/3 vote of the Brothers present at the meeting with quorum. If the expulsion fails, the period of probation pre determined by the Executive Board will be levied. D) The suggested agenda for these proceedings are as follows: 1) Call to Order 2) Roll Call 3) Grievance Proceedings 4) Formal reading of the charges by the President. 5) Accusing Brother (or a Chaplain) to initiate proceeding shall speak to the charges. 6) Brother accused (or designated by the accused if the accused cannot be present) shall speak to the charges. 7) Floor opens to debate. 8) Vote shall be taken by secret ballot and shall be counted by the Advisor or designated Brother. E) Separate proceedings are necessary to expel or suspend a Brother who has been removed from Office. F) All decisions by the Brotherhood or the Executive Board are final.

9 Beta Delta Chapter Governing Documents 9 Section 2. Probation A) Any Brother may request that another Brother be placed on probation, by bringing their wishes to the attention of a chaplain. At which time the Chaplain will alert the Executive Board of the situation and a Chaplain will be selected and given one (1) week to investigate the situation. In the event that both Chaplains are not deemed impartial by unanimous vote of the Executive Board, then another impartial member of the Executive Board shall be selected to investigate. This vote is automatically done when a Brother requests that another Brother be put on probation. The Chaplain or other impartial member will also talk to the accused Brother and give them the option of having the issue handled by the Brotherhood or the Executive Board. B) Whether or not the accused Brother is deserving of probation will be decided first, by either a 2/3 vote of the Brothers present at the meeting with quorum or a 2/3 vote of the entire Executive Board. If it is determined that the Brother is deserving of probation, the terms of probation will then be decided by 2/3 vote of the Brothers present at the meeting with quorum or 2/3 vote of the entire Executive Board, whichever determined that probation should be imposed. The terms of probation are to be determined at the same meeting where probation was determined. C) The Probation Proceedings will follow the agenda outlined in Article VIII, Section 1, D. Section 3. Process for Appeal A) Any Member may appeal a decision made by either the fraternity or the executive board within three months of the decision being made. The process for doing is as follows. a) You may first appeal to the executive board. The executive board will reopen the debate and revote accordingly. A simple majority is needed to uphold the decision. b) If the decision is upheld then the Member may appeal to the fraternity as a whole during chapter business. A motion will be made to open the debate and must be seconded accordingly. After debate a simple majority of active members present and in good standing is needed to uphold the decision. ARTICLE IX Committees Section 1. Permanent Committees A) The list of permanent committees will be subject to review by the Executive Board at the end of each semester. Membership on the committees will consist of one semester terms. All Committee Chairpersons shall be appointed by the Executive Board by majority vote. Committee Members will be appointed by the Vice President. Committee Chairpersons shall be appointed at the last regular business meeting of each semester. B) A list and brief description of the duties of permanent committees can be found in the Committees section of the Beta Delta Standard Operating Procedures. C) A Regional Delegate shall be appointed in the Spring by the incoming Executive Board and shall serve both semesters in the following year. Section 2. Special Committees The Vice President shall have the authority to form special committees after a review by, and the approval of, the Executive Board when the need arises. After approval by the Executive Board, the actual decision to form the committee will be presented to the Brotherhood for discussion and a majority vote. All special committees will be dissolved after completion of their set tasks, as determined by the Executive Board.

10 Beta Delta Chapter Governing Documents 10 ARTICLE X Meeting Section 1. Procedure The following rules shall be followed for conducting regular meetings and business in the Fraternity: The National Constitution, Beta Delta Bylaws, Beta Delta Chapter Standards (also called Standard Operating Procedures SOP), Robert s Rules of Order (latest edition), University policies and regulations. Section 2. Determination The date, time, and place of all regular meetings shall be called by the President with the agreement of the Brotherhood at the first meeting of each semester. The date of the first scheduled meeting of the following semester shall be called by the President at the last meeting of the present semester. Section 3. Emergencies In the event of an emergency, the President shall call an Executive Board meeting or a special meeting, if deemed necessary. Special meetings are subject to all rules applicable to standard business meetings. ARTICLE XI Finances Section 1. Dues A) Each Active Brother will pay the current national and local Chapter dues. The Chapter dues are $67. Any change in the dues shall not take effect until the succeeding semester. By no later than the end of the third (3 rd ) meeting of the semester, active brothers are required to either remit full payment of these dues to the Treasurer, or to establish an approved payment plan with the Treasurer as specified in SOP Finances, Dues, Part D. Failure to pay, or properly arrange to pay dues by the end of the third (3 rd ) meeting will result in a request by the Treasurer to place the non paying brother on probation as outlined in Article VIII, Section 2. B) All Brothers who were considered active the semester immediately preceding the present one will be considered active until the beginning of the fourth (4 th ) regularly scheduled meeting. At the time, the Brother will be considered inactive until dues are paid in full or special arrangements have been made with the Chapter Treasurer. C) Only two (2) payment plans may be active at any one time per person. A payment plan is defined as one event per plan (i.e. Dues, Founders, Semi Formal). In addition all payment plans must be paid in full by the second to last meeting of the semester. Section 2. Accounts A) A minimum balance of five hundred dollars ($500), or what is required by the financial institution, should be established for the treasury to ensure that viable funds will be on hand at all times to provide for any emergency allocations which may occur between inputs to the treasury. B) The accounts of Beta Delta shall be audited at the end of each semester, within the designated fiscal year. The audit shall be conducted by the Treasurer, President, and Faculty Advisor. ARTICLE XII Awards A) A Distinguished Service Key may be awarded to members who have rendered meritorious service to Phi Sigma Pi and has been recommended for the award by a three fourths (3/4) vote of the Chapter. The National Council shall be authorized to approve, by 7 votes in the affirmative, the award of a Distinguished Service Key.

11 Beta Delta Chapter Governing Documents 11 B) A maximum of three (3) Chapter Service Keys may be awarded annually to a Brother who has shown dedicated service within Phi Sigma Pi. A three fourths (3/4) vote from the Brotherhood is required. C) Awards for Scholarship, Service Leadership, Benjamin A. Brown Fellowship, and Tripod will be annually distributed within the Chapter and awarded by a majority vote. D) The Spirit Award will be given out annually at the Founder s Day Banquet and awarded by majority vote. E) No Brother is eligible to receive the same award twice. F) The Historian shall record winners and what they were awarded. ARTICLE XIII Amendments These Bylaws may be amended at any regular or special meeting by a two thirds (2/3) vote of the Brothers present at the meeting with quorum. Any amendment brought to a vote must be transmitted to all Active Brothers no less than five (5) days prior to the vote. ARTICLE XIV Ratification These Bylaws shall be declared ratified and in force when approved by two thirds (2/3) of the Active Brothers present at the meeting. All former Bylaws and parts of Bylaws inconsistent herewith are hereby repealed. Standard Operating Procedures Rush/Initiation Rush A) Eligibility (from Bylaws, Article VI, Section 1): Students of NCSU are eligible for Initiation into Beta Delta who 1) Have completed at least one semester and/or 12 credit hours at an accredited institution 2) Are full time students 3) Whose grade point average is at least a 3.20 (on a 4.00 scale) 4) Have at least three (3) semesters remaining at NCSU (including their potential initiation semester) B) Initiate Interviews 1) Initiates questionnaire shall be read to the Brotherhood. 2) The potential Initiate shall be invited in front of the Brotherhood and interviewed by the Rush Chairman and Brotherhood. 3) Immediately following the interview, the potential Initiate shall be escorted from the room and the Brotherhood shall then debate (as described in Robert s Rules of Order) on whether or not he/she shall be part of the Initiate class. 4) To be eligible to vote, a Brother must be Active and in Good Standing, and attend at least one Info Night and one half (1/2) of the Rush events (rounded up). If the Brother attends both Info Nights, the second counts as a Rush event. If the Rush continues for multiple weeks, the Brother must attend at least one (1) event each week.

12 Beta Delta Chapter Governing Documents 12 5) Quorum for selecting the Initiate class shall be counted out of all Active Brothers in Good Standing. Attending Brothers do not need to be eligible to vote to count for quorum. Of these, Brothers meeting the voting requirements will select the new Initiate class. a) If there are not enough Active Brothers in Good Standing who are eligible to vote in attendance: After selecting, but before tallying the scores to determine who was accepted, all attending Active Brothers in Good Standing vote on a motion to accept the Initiates selected by the eligible Brothers. This vote must pass by a simple majority of Brothers present. 6) Voting shall be done by a voting scale of 0 3, with 0 being negative and 3 being positive. Brothers who wish to remain neutral may abstain from voting The average cutoff score to invite rushees into the initiate class will be determined by the Chaplains each semester after all interviews have been completed. 7) To vote on a particular initiate, the Brother must be present for the reading of their questionnaire, interview, and debate. 8) The Secretary will take attendance for Brothers at the beginning and end of the Interviews, as well as in the middle. The middle is AFTER voting on the Initiate halfway through the list. To be counted present for Initiate Interviews (a Mandatory Event), a Brother must be present for at least two (2) of these roll calls. If a Brother attempts to abuse this by leaving and then returning, the highest ranking officer present determines whether to count them for attendance or not. 9) All potential Initiates shall be notified of the Brotherhood s decision. 10) Potential Initiates not invited into the Initiate class shall not be informed of anything said during the Brotherhood debate; only a general form letter shall explain the Brotherhood s decision. Initiation Requirements for Fulfillment by the Brotherhood A) The Exec board must approve the Initiate Handbook before the start of each initiation period. B) Big/Little 1) The only people allowed to be present during the Big/Little pairing are the Initiate Advisor and the Chaplain(s). 2) The Chaplains should be present at Initiate Retreat. 3) The potential Big list shall be finalized by that Saturday evening of Initiate Retreat. 4) The role of the Chaplains is to serve as advisors to the IA, who makes the final pairing decision. 5) The discussion between the IA and the chaplains shall be conducted in a different location, separate from the Brother s meeting. 6) The discussion between the IA and the chaplains will be subrosa. 7) Big Brothers are required to meet with their Little Brothers AT LEAST once per week, and report this to the Initiate Advisor. Any Big Brother missing more than one week will be ineligible to be a Big Brother the succeeding semester. The Initiate Advisor, with approval of the Executive Board, may excuse the Big Brother in extenuating circumstances. 8) Bigs must attend three out of four parts of retreat to obtain big status. C) Mid Semester Reviews 1) Mid Semester Reviews will take place during the middle of the initiation process and the date will be set by the IA. 2) The Secretary will take attendance for Brothers at the beginning and end of the Mid Semester Reviews. To be counted present for Mid Semester Reviews (a Mandatory Event), a Brother must be present for both of these roll calls. If a Brother attempts to abuse this by leaving and then returning, the highest ranking officer present determines whether to count them for attendance or not. 3) The IA will keep a document of all grievances brought to him/her about each Initiate throughout the semester. The grievances of each Initiate will be read before the pro/con debate, and all cons stated thereafter must pertain specifically to one of the recorded grievances. Pros stated will focus on the Seven Characteristics of a Good Brother, found on the National Website. 4) Each Initiate will be debated on with an alternating pro/con (as described in Robert s Rules of Order)

13 Beta Delta Chapter Governing Documents 13 5) The IA will set up a meeting with the all initiates and his or her big to discuss any concerns brought up during Mid Semester Reviews, and how best to complete the semester in order to optimize chances of passing final interviews. 6) Immediately following the pro/con debate, the Brotherhood shall vote on whether or not the Initiate shall remain in good standing based on the Seven Characteristics of a Good Brother. 7) To be eligible to vote, a Brother must be Active and in Good Standing. 8) A voting scale of 0 3 will be used, with 0 being negative and 3 being positive. Brothers who wish to remain neutral may abstain from voting. Initiates with an average score of 2.0 or higher will remain in good standing. Initiates with an average of less than 2.0 will be placed in bad standing. 9) Initiates placed in bad standing at Mid Semester Reviews are required to complete all remaining initiate requirements and be voted into the Brotherhood at Final Interviews. 10) Initiates remaining in good standing at Mid Semester Reviews are expected to join the Brotherhood after final interviews if, and only if, they complete all remaining initiate requirements and are not brought before the IA, the Executive Board, or the Brotherhood for any serious issues. 11) The Secretary will take attendance for Brothers at the beginning and end of the Interviews. To be counted present for Initiate Interviews (a Mandatory Event), a Brother must be present for all of these roll calls. If a Brother attempts to abuse this by leaving and then returning, the highest ranking officer present determines whether to count them for attendance or not. D) Final Interviews 1) In accordance with the National Constitution, Article IV, Section 5, to induct an Initiate as an Active Brother, At least a three fourths (3/4) vote of the Active Collegiate Members in good standing present and eligible to vote at the meeting with quorum shall be required for confirmation." 2) At the end of the initiation program, each initiate is to be interviewed in front of the Brotherhood. A vote will then be conducted. 3) A voting scale of 0 3 will be used, with 0 being negative and 3 being positive. Brothers who wish to remain neutral may abstain from voting. The average cutoff score to invite initiates into the brotherhood will be determined by the Chaplains each semester after all interviews have been completed. 4) Brothers are required to attend at least two non mandatory Initiation events during Initiation to vote on final vote. Non Mandatory initiation events are as follows: Search for Knowledge, Philosophy of Life, Initiate Social, Big/Little Events, or any event scheduled by the Initiation committee with approval of the Brotherhood. 5) If a Brother feels strongly about a con in regards to an Initiate, then that individual has the right to approach a Chaplain to represent the con during debate. At that time the Chaplain will address the Brotherhood as an anonymous concern, and the identity of the Brother stays secret. 6) The Secretary will take attendance for Brothers at the beginning and end of the Interviews. To be counted present for Final Interviews (a Mandatory Event), a Brother must be present both of these roll calls. If a Brother attempts to abuse this by leaving and then returning, the highest ranking officer present determines whether to count them for attendance or not. E) General Issues with Initiates 1) If a brother has a serious issue with an initiate then he or she will bring his or her complaint the IA. 2) The IA will bring the issue to the exec board and then exec board will vote on whether or not to bring the initiate up for expulsion. A simple majority is needed for this to pass. 3) If it passes then the Exec Board will bring it up to the brotherhood to vote on whether or not to expel the initiate. Active brothers in good standing will vote to expel the initiate. A simple majority in the affirmative is needed to expel the initiate from the program

14 Beta Delta Chapter Governing Documents 14 Alcohol Policy: A) No Initiate may drink around a Brother at Phi Sigma Pi sanctioned events. Sanctioned events are those events planned or announced using Beta Delta Chapter resources and declared official events. B) If an initiate is accused of violating this policy, the Executive Board will investigate and will decide whether the Initiate is expelled from the program. In most cases this will happen. The punishment for the Initiate and Brother will be determined separately, by the Exec board. Punishment for the Brother will be a minimum of one semester on probation. Expulsion or suspension punishments must be presented in front of the Brotherhood, as through the Grievance Protocol of the Bylaws, Article VIII, Section 1. Brother Initiate Line: A) Brothers and Initiates are prohibited from starting a romantic relationships or engaging in sexual contact or behavior which may be perceived by a reasonable person as either a romantic relationship or sexual relations of any type, except for the following. 1) Brothers and Initiates are permitted to have a relationship with an Initiate if the relationship is pre existing to that Initiate s rush semester, provided the following is met: a) The Executive Board must be notified no less than 24 hours before the first information session of any current relationships that exist between a Brother and a potential Initiate. b) The Brother and Initiate must maintain the Brother Initiate line during all Phi Sigma Pi sponsored events, and must uphold a professional relationship during the aforementioned events. The first time this professional relationship is broken during a sponsored event, both the Brother and Initiate will be issued a warning within 24 hours of the event. All subsequent problems will be brought to the Executive Board s attention, and disciplinary action may or may not be taken. This will not apply during Founder s or Semi Formal. c) During debate regarding the Initiate in a relationship, the Brother is only permitted to provide Points of Information or Points of Inquiry in order to avoid potential bias. B) The punishment for the Initiate and Brother will be determined separately, by the Exec board. Punishment for the Brother will be a minimum of one semester on probation. Expulsion or suspension punishments must be presented in front of the Brotherhood, as through the Grievance Protocol of the Bylaws, Article VIII, Section 1. Initiation Requirements for Fulfillment by the Initiates A) Group Requirements: The initiate class as a whole is responsible for 1) Planning and carrying out an initiate class scholarship event. 2) Planning and carrying out an initiate class service project. 3) Conducting an initiate class fundraiser. The Initiate classes may not use any Brotherhood fundraiser as the fundraiser required for the Initiation process. 4) Putting on an initiate class social for the Brotherhood. 5) Preparing a memorabilia project to be presented to the Brotherhood at the Initiate Social. B) Initiates must obey the rules and regulations specified in the Initiate Handbook. C) Individual Requirements: 1) Attendance at weekly meetings with the Initiate Advisor is required of all initiates. 2) Each initiate must attend weekly meetings with his/her initiate class. 3) Each initiate must take the weekly quizzes administered by the Initiate Advisor. 4) In order to be interviewed by the Brotherhood at the end of the initiation period and considered for induction into the Brotherhood, the initiate is required to pass the National Exam with a score of 90% or higher. 5) Each initiate must attend Initiate Retreat. 6) Initiates are required to interview all fellow initiates, the executive board, all committee heads, and a percentage of remaining brothers set by the executive board.

15 Beta Delta Chapter Governing Documents 15 a) Neither Brothers nor Initiates may be excessively under the influence of alcohol or controlled substances while participating in an interview. Violation of this may result in disciplinary action from the Brotherhood through the Grievance Protocol as governed in the Chapter Bylaws. 7) Each initiate must attend Search for Knowledge. 8) Each initiate is required to properly wear his/her initiate pin at all times, unless otherwise specified by the Initiate Advisor. The exception is while the Initiate is exercising. Other special circumstances will be considered by and are under the discretion of the Initiate Advisor. 9) Each initiate must present his/her personal Philosophy of Life to the Brotherhood. 10) Each initiate must make a paddle for his/her Big Brother, to be presented to him/her at the Initiate Social. 11) All initiates are required to learn the fraternal songs. 12) Attendance Policy for Initiates: a) Excused absences will only be CONSIDERED for: (i) Class (ii) Test (iii) Personal emergency (iv) Work (v) Official university function that presents a direct time conflict. b) Excuses for anticipated absences must be cleared through the Initiate Advisor at least 24 hours before the scheduled event. Late excuses will not be accepted. c) Excuses for emergency absences must be reported to the Initiate Advisor as soon as possible after the absence. d) If an excuse is late, unaccepted, or not received, a warning will be given. Furthermore, a formal excuse does not excuse an initiate from eventually fulfilling his/her requirements. The initiate must make arrangements with the Initiate Advisor to fulfill missed requirements at a later date. 13) Initiate Dues: a) At the first meeting all Initiates will be told of the due dates for their Chapter Dues, National Dues, and National Induction Fee, as well as their ability to make a payment plan. All Initiates are required to sign and date the following statement at this meeting: I have read and understand the outlined obligations of the Initiate Dues Schedule of the Beta Delta Chapter of Phi Sigma Pi National Honor Fraternity. b) Each Initiate is responsible for paying their Chapter Dues or making arrangements with the Treasurer by their 3 rd Initiate meeting of the semester. If an Initiate does not pay these dues or make arrangements by this meeting that Initiate will receive 1 warning. Each week that the Initiate fails to pay these dues will result in an additional warning. Any Initiate who withdraws from the Initiation Program after the 3 rd Initiate meeting is obligated to pay these dues. c) Any Initiate that has not paid their Chapter Dues (or made arrangements) will not be allowed to participate in the Induction Ceremony. d) National Dues and National Induction Fees may be paid at any time during the Initiation Program prior to the start of Inductions. In the event that the Initiate is not accepted as a Brother, the National Dues and National Induction Fee are fully refundable and will be returned within a week after Final vote. Chapter Dues are non refundable. e) Any Initiate that has signed a payment plan will be subject to the same payment plan guidelines that the Brothers must follow. f) Big Brothers are responsible for collecting and turning in their Little s National Dues and National Induction Fee to the Treasurer (or making sure that a payment plan has been signed) before Inductions begin. If these dues have not been paid and arrangements have not been made, the Initiate Advisor and Treasurer will decide if the Initiate will be allowed to participate in the Induction Ceremony, and will inform both the Big Brother and the Initiate of their decision.

16 Beta Delta Chapter Governing Documents 16 Induction A) Eligibility (from Bylaws, Article VI, Section 1): Students of NCSU are eligible for Induction into Beta Delta who: 1) Have completed at least one semester and/or 12 credit hours at an accredited institution 2) Are full time students 3) Whose grade point average is at least 3.20 (on a 4.00 scale) 4) Have at least two (2) semesters remaining at NCSU 5) Have completed the Initiation program as defined in the Beta Delta Chapter SOP B) In accordance with the National Constitution, Article IV, Section 7, At least a three fourths (3/4) vote of the Active Collegiate Members in good standing present and eligible to vote at the meeting with quorum shall be required for confirmation." C) Any new Brother that has not completely fulfilled their Initiate Dues obligations (i.e. National Dues or National Induction Fee) will not be eligible to receive their Brother s Pin or Shingle until these obligations have been met. D) Each newly Initiated Brother shall receive a copy of the Chapter Bylaws and Chapter Standards upon being inducted into Phi Sigma Pi. In addition, each Brother shall receive, at the beginning of each semester, an updated summary of any amendments to the Chapter Bylaws and Chapter Standards, approved during the previous semester. This may be done with a written copy or through . The Parliamentarian is responsible for this. E) Ignorance Clause: Upon induction, each Brother is to educate themselves on the governing documents of Phi Sigma Pi as well as the Beta Delta Standard Operating Procedures and Bylaws. The Initiate Advisor is responsible for making each Initiate aware of this clause prior to Induction. Risk Management A) All policies of the Chapter apply to members of the Chapter in addition to all federal, state, and local laws, as well as the Student Conduct policies of North Carolina State University governing the behavior of its members. The following policies will apply to members of the Beta Delta Chapter of Phi Sigma Pi National Honor Fraternity ( the Chapter or Chapter hereafter). B) Alcohol Consumption 1) Alcohol is allowed at Chapter sanctioned events. If a brother acts in a way that brings a bad image to the fraternity or commit an illegal act related to the consumption of alcohol while at a sanctioned event they will be brought up for Conduct Unbecoming of a Brother as defined by the Grievance Protocol (Article VIII) and will not be counted present at the event. Sanctioned events are defined as those events planned or announced using Chapter resources and declared to be an official event. 2) Chapter finances may not be used for the purchase of alcohol. 3) Members of the Chapter may consume alcohol at personal discretion in accordance with all national and local and university laws as applicable. Consumption of alcohol will therefore be the sole responsibility of the Brothers consuming alcohol. Consumption of alcohol by, or distribution of alcohol to, Chapter members under the federal drinking age is strictly prohibited. Unruly or excessive behavior will not be tolerated by the Chapter and may result in disciplinary action from the Brotherhood through the Grievance Protocol as governed in the Chapter Bylaws. 4) Any behavior while consuming alcohol resulting in violation of Chapter policies, including this document, will result in appropriate punitive measures being taken as applicable. C) Controlled Substances 1) Possession, use, or distribution of controlled substances, as defined nationally and locally, is strictly prohibited for all members of the Chapter in accordance with federal and local law as well as governing North Carolina State University policies. D) Harassment

17 Beta Delta Chapter Governing Documents 17 1) The Beta Delta Chapter will not tolerate any form of sexual harassment. Harassment is any unwanted or unwelcome behavior of a sexual or sexually suggestive nature, which is perpetrated over objections. 2) Any abusive or physical and unwanted behavior will not be tolerated among any members of the Chapter. E) Hazing 1) Hazing will be defined as any action taken or situation created, intentionally, to produce mental or physical discomfort, embarrassment, harassment and ridicule, regardless of an individual s willingness to participate. Hazing of any kind will not be tolerated by the Chapter and any incidents of hazing within the Chapter will be severely punished, regardless of surrounding circumstances. F) Campus Safety 1) The Chapter will provide references to the North Carolina State University Campus Safety program available to all students at the University. Members of the Chapter may not provide an official escort on Campus but may assist other members in contacting the official University program. G) Violations of any of these policies will result in the Exec board levying an appropriate punishment to the infraction upon the infracting member of the Chapter. Punishments involving suspension, impeachment or expulsion will employ the Grievance Protocol of the Bylaws, Article VIII, Section 1. H) All members of the Chapter must be informed of these risk management procedures and must sign an acknowledgement to that purpose during the Initiation process and at the beginning of each semester as an active Brother. The Chapter does not condone behavior not explicitly mentioned, but regarded by a reasonable person, to be socially unacceptable and any individual conducting the stated or unstated unacceptable behavior will be liable for their own actions and not the Chapter. Attendance Inactivity A) Granted Inactivity: 1) Any Brother wishing to be Granted Inactivity must present the Executive Board with a written request by the third (3 rd ) meeting of the semester. 2) The Secretary sets aside time in their Officer Report for the request to be brought before the Brotherhood. A motion to Grant Inactivity to a Brother may also be made by any Active Brother in Good Standing. 3) The Brother wishing to go inactive will then present their reasons to go inactive to the Brotherhood for debate and voting 4) No Brother may go request to be Granted Inactivity for consecutive semesters. Any Brother attempting to do so will be reminded of this by the Executive Board when they submit their request. 5) Any Brother not granted inactivity must pay all national and local dues for the semester and follow all regulations for Active Brothers. 6) A Brother that has submitted a request for local inactivity will remain an Active Brother until the Brotherhood has voted to grant them local inactivity. Prior to this vote, the Brother must adhere to all attendance requirements for that of an Active Brother. 7) After voting on a Brother s inactivity, the secretary will give the Brother written confirmation of either approval or rejection of their inactivity within twenty four (24) hours.

18 Beta Delta Chapter Governing Documents 18 8) A Brother wishing to be locally inactive has two (2) weeks, after their request for inactivity has been granted or denied by the Brotherhood, to pay their semester dues. If the Brother has been denied inactivity, they will remain eligible for the $10.00 discount during this two week period. (from SOP, Finances, Part D) B) Forced Inactivity: 1) No Brother may go inactive for consecutive semesters. In the event that a brother does go inactive for consecutive semesters they will be brought up for expulsion for conduct unbecoming of a brother. The Executive Board will deal with special circumstances on a case by case basis. 2) If a Brother becomes inactive due to extenuating circumstances, the Brother may appeal his/her inactivity in person at the first regular meeting after the extenuating circumstances are no longer a factor. At the appeal, the Brother must submit reasons for all of his/her absences. At the appeal the Brother may be reinstated as an Active Brother by a simple majority of the Brothers present at the meeting with quorum. (From Bylaws, Article VI, Section 2, Part D) 3) At the Brother s request, the Secretary sets aside time in their Officer Report for the appeal to be brought before the Brotherhood. A motion to reinstate a Brother may also be made by any Active Brother in Good Standing. Attendance Requirements A) Business Meetings: 1) Attendance will be taken before and after weekly business meetings. Each absence will count as one half (1/2) of an absence 2) May not accumulate more than eight (8) half absences at business meetings per semester (includes business, special, and speaker meetings). Afterward, the Brother will be considered Inactive and Bad Standing for the remainder of the semester. (Bylaws, Article VI, Section 2, Part A) 3) Sunday Excused : Brothers that have a weekly conflict with Brotherhood meetings, that is approved by the Executive Board, will be able to use the following modified attendance policy in lieu of required Brotherhood meetings. They must attend the number of events equal to the minimum number of Brotherhood meetings that is required for Brothers to attend in that semester in addition to the events required to remain in good standing as outlined in Article VI, Section 2, point A. The Brother is responsible for reporting all events attended to the Secretary, and the events are subject to approval by the Executive Board. If the Brother does not attend the required number of events over the course of the semester, he/she will be forced inactive for that semester. Brothers who are Sunday Excused are also excused from any Mandatory Events falling on a Sunday. The Brother must attend an additional event for each Mandatory Event they are excused from. B) Mandatory Events: 1) Attendance is Mandatory at the following events: Initiate Interviews, Pinning, Final Vote, Inductions, 1 info session during rush week, Mid Semester Reviews and any other semester events decided upon by the Brotherhood. 2) A Brother will be considered present if they are there for at least half of the event. 3) Excused absences will only be considered for: a) Class b) Test c) Personal emergency d) Work e) Official university function that presents a direct time conflict. 4) If a Brother is unexcused from any one mandatory event per semester, the Brother will be considered Forced Inactive and in Bad Standing for the remainder of the semester without reimbursement of dues.