Sigma Psi Zeta Sorority, Incorporated CONSTITUTION AND BYLAWS

Transcription

1 Sigma Psi Zeta Sorority, Incorporated CONSTITUTION AND BYLAWS 6 th Edition November 2017 Alpha Kappa Chapter University of Minnesota Twin Cities

2 Alpha Kappa Chapter at the University of Minnesota Twin Cities 300 Washington Ave SE. Minneapolis, MN Based on Constitution and Bylaws Fourth Edition January 2001 Sigma Psi Zeta Inc. Published by the National Board of Directors Sigma Psi Zeta Inc. P.O. Box 673 Peck Slip Station New York, NY PRINTED IN THE UNITED STATES OF AMERICA Sigma Psi Zeta Alpha Kappa Chapter at the University of Minnesota 300 Washington Ave SE Minneapolis, MN 55455

3 Constitution of Sigma Psi Zeta Sorority Inc. Alpha Kappa Chapter at the University of Minnesota Twin Cities Table of Contents ARTICLE I. NAME, LOCATION, FOUNDING DATE OF THE CHAPTER 6 Section 1. Chapter Name Section 2. Chapter Location Section 3. Chapter Founding Date ARTICLE II. AFFILIATIONS AND CLASSIFICATIONS 6 Section 1. Classification and Recognition of the Chapter Section 2. National Affiliation Section 3. Local Affiliation ARTICLE III. PURPOSE, AIMS, AND FUNCTIONS 7 Section 1. Purpose Section 2. Goals Section 3. Philanthropy ARTICLE IV. OFFICES 7 Section 1. Eligibility for office Section 2. Installment Section 3. Executive Board Section 4. Board of Directors Section 5. Board of Officers (Minor Board) Section 6. Officers Amendment ARTICLE V. DUTIES OF OFFICERS 9 Section 1. General Guidelines Section 2. President Section 3. Vice Presidents Section 4. National Council Representative Section 5. Secretary Section 6. Treasurer Section 7. Community Service Director Section 8. Community Service Chair Section 9. Fundraising Director Section 10. Fundraising Chair Section 11. Philanthropy Director Section 12. Philanthropy Chair Section 13. Public Relations Chairs Section 14. Recruitment Director Section 15. Recruitment Chair Section 16. Academic Chair

4 Section 17. Cultural Chair Section 18. Historian Section 19. Sisterhood Chair Section 20. Social Chair Section 21. Step/Stroll Captain ARTICLE VI. ELECTIONS AND VOTING PROCEDURES 16 Section 1. Elections/Voting Procedures ARTICLE VII. TERMS OF OFFICE 17 Section 1: Terms ARTICLE VIII - EXECUTIVE BOARD LIMITATIONS 17 Section 1. Limitations ARTICLE IX. MEETINGS 17 Section 1. Procedures Section 2. Absences and Tardiness ARTICLE X. FINANCE 18 Section 1. Working Budget Section 2. Dues Section 3: Reimbursement Section 4: Annual Report Section 5: Organization Accounts and Distribution ARTICLE XI. REMOVAL FROM POSITION 19 Section 1. Resignations Section 2. Impeachment ARTICLE XII: ADVISORS 20 Section 1. Procedure Section 2. Alumni Advisor ARTICLE XIII. AMENDMENTS 21 Section 1. Procedure for Amendments ARTICLE I. NAME, LOCATION, FOUNDING DATE OF THE CHAPTER Section 1. Chapter Name

5 1. The name of this organization shall be Sigma Psi Zeta Sorority, Inc. and may also be referred to as ΣΨZ. 2. The official name of this Chapter shall be the Alpha Kappa Chapter of Sigma Psi Zeta at the University of Minnesota Twin Cities, as designated by the National Board of Sigma Psi Zeta Sorority, Inc. Section 2. Chapter Location 1. The Alpha Kappa Chapter of Sigma Psi Zeta was founded in Minneapolis, Minnesota at the University of Minnesota Twin Cities. Section 3. Chapter Founding Date 1. The Alpha Kappa Chapter of Sigma Psi Zeta was founded on November 8, ARTICLE II. AFFILIATIONS AND CLASSIFICATIONS Section 1. Classification and Recognition of the Chapter 1. The Alpha Kappa Chapter of Sigma Psi Zeta Sorority, Incorporated is currently recognized as such a Chapter. The Chapter will be eligible to receive Chapter or Colony status a year from its initiation date. Section 2. National Affiliation 1. Currently, the Alpha Kappa Chapter of Sigma Psi Zeta Sorority, Inc., shall be referred to as such until granted Chapter status by the Sigma Psi Zeta National Board of Directors. 2. Along with the Alpha Kappa Chapter Constitution and Bylaws, we shall abide by the provisions and regulations set forth by the Constitution and Bylaws of Sigma Psi Zeta Sorority, Inc. 3. In addition, we shall abide by all decisions set forth by the overlying structures (National Board of Directors, Judicial Board, and Council Representatives) of Sigma Psi Zeta Sorority, Inc. Section 3. Local Affiliation 1. The University of Minnesota Twin Cities recognizes the Alpha Kappa Chapter as a student group and is affiliated with the University. 2. There will be no claim that Sigma Psi Zeta is a part of the University of Minnesota Twin Cities. For example, it is appropriate to claim Sigma Psi Zeta at the University of Minnesota Twin Cities and inappropriate to claim Sigma Psi Zeta of the University of Minnesota Twin Cities. 3. The Alpha Kappa Chapter will abide by all provisions of the Multicultural Greek Council (MGC) at the University of Minnesota Twin Cities. 4. The Alpha Kappa Chapter shall have an active role in the Multicultural Greek Council.

6 5. The Alpha Kappa Chapter will abide by all provisions and have an active role within of the organizations we affiliate ourselves with. ARTICLE III. PURPOSE, AIMS, AND FUNCTIONS Section 1. Purpose 1. The purpose of Sigma Psi Zeta is to promote sisterhood and unity among women of color at the University of Minnesota Twin Cities. 2. To promote awareness and understanding of the cultures and heritages of the members represented in the sorority amongst the students and faculty of the University and the community at large through leadership, cultural, social, educational, and community service activities. 3. To advocate for the human and political rights of women in a contemporary society. 4. To foster individuality, strength, confidence, leadership skills, social awareness, and other empowering and enriching qualities in women. 5. To work in collaboration with other Greek and non-greek organizations to build and strengthen positive rapports across cultures, races, religions, etc. in efforts to unite under the shared goal of serving the community. Section 2. Goals 1. To express to the members the true significance of sisterhood and preserve friendship amongst all members. 2. To achieve unity among women, and instill a sense of camaraderie within the member body. 3. To develop and strengthen the character of each member, challenging and inspiring women to maintain a sense of integrity and activism. 4. To encourage each member to cultivate, within herself, the core principles and purposes of Sigma Psi Zeta which are also valuable in becoming a responsible member of society. 5. To enhance members academic careers in a commitment to academic excellence. 6. To act as a resource network for professional and personal growth and development. 7. To preserve the ideals upon which the Sorority was founded. 8. To encourage individuality amongst members. Section 3. Philanthropy 1. In accordance with the National Constitution and Bylaws, the Alpha Kappa Chapter adopts the National Philanthropy to combat violence against women in its varied forms. 2. Rather than simply providing philanthropic support alone, Sigma Psi Zeta takes a preventative and pro-active stance where violence against women is concerned to uproot injustice.

7 3. Harriet Tubman shall be the organization s annual, local community service project in relation to the National Philanthropy. ARTICLE IV. OFFICES Section 1. Eligibility for Office 1. Any member who has fully paid her dues and is an active sister may run for a Board of Officers position. 2. Any member who intends to run for executive office must be registered for a minimum of 6 credits at the University of Minnesota, Twin Cities. 3. Executive Board positions shall only be open to sisters who have been active for at least two semesters. In the case where there are insufficient active sisters, a unanimous vote from the active house may waive the two semester active status requirement. 4. Board of Director positions shall only be open to sisters who have been active for at least one semester. Sisters running for these positions must have experience on the minor board previously. 5. Any sister of Sigma Psi Zeta may take nominations for positions, self or appointed. The sister may accept or decline the nomination. 6. Sisters who have been initiated for less than one semester may not fill the positions of President, Internal Vice President, External Vice President, or Program Educator. 7. Alumni sisters- graduated or taking a minimum of 6 credits at another school, are only eligible for non executive board positions. Section 2. Installment 1. The installment ceremony of Executive Board officers will be conducted at the end of every semester. 2. This should include: 3. Oath of Office: a. I (state your name and nickname) do hereby solemnly swear on my honor as a sister that I will faithfully fulfill the duties of my office as (state office) of Sigma Psi Zeta during the term in which I have been elected or until my successor is duly elected and installed, that I will support the Constitution and Bylaws of Sigma Psi Zeta and that I will enforce the laws thereof to the best of my ability without prejudice, or injustice, but with loyalty, allegiance, and dedication. 4. Meeting between former officers and newly appointed officers to discuss duties and transfer documents including debriefs and notes. Section 3. Executive Board 1. The Executive Board shall manage the Alpha Kappa Chapter of Sigma Psi Zeta. These positions are a yearlong commitment; it shall always consist of the following:

8 a. President b. Internal Vice President c. External Vice President d. National Council Representative e. Secretary f. Treasurer Section 4. Board of Directors 1. The Board of Directors shall oversee the minor board and that they are fulfilling their responsibilities. They shall serve as the contact between the Executive Board and the Minor Board. These positions are a semester long commitments; it shall always consist of the following: a. Community Service Director b. Philanthropy Director c. Fundraising Director d. Recruitment Director Section 5. Board of Officers (Minor Board) 1. The following chair positions are a semester-long commitment, and shall always be filled: a. Academic Chair b. Community Service Chair c. Cultural Chair d. Fundraising Chair e. Historian f. Philanthropy Chair g. Program Educator h. Program Educator Assistant i. Public Relation Chairs j. Recruitment Chair k. Sisterhood Chair l. Social Chair m. Step/Stroll Captain Section 6. Officers Amendment 1. The number of officers may be increased or decreased by a 2/3 vote of the entire Board (Executive Board and Board of Officers). 2. If the position to be eliminated is currently held by a sister, her term shall be carried until her term is originally supposed to end.

9 ARTICLE V. DUTIES OF OFFICERS Section 1. General Guidelines 1. Keeps all collateral materials, notes, debriefs organized in Chair folder. 2. Submits proposals and budgets at the beginning of the semester to the President Section 2. President Should be an active sister for 2 semesters before holding this position. Shall serve as the Chairperson of the Executive Board. Must convene and preside at all meetings of the Executive Board and General Board meetings. Shall hold Executive Board meetings once a month. Shall be responsible for setting the agenda for all Board meetings. Shall oversee the actions of the entire Executive Board. Shall serve as the official spokesperson of the Alpha Kappa Chapter of Sigma Psi Zeta and shall preside over the sorority. Shall represent the sorority at formal and informal affairs deemed necessary. Administer and budget the funds of the sorority. Approve all financial activities that require withdrawal in the treasury. Delegate appropriate responsibilities to officers who will be able to execute those duties to the best of their abilities. In the case of absence of the rest of the Executive Board, shall make emergency executive decisions on behalf of the organization. If a problem arises, the Executive Board will review the matter and take an appropriate course of action. Attend any and all National Board meetings/seasonal Sorority conferences where her presence is requested and required by the National Governance. Must be familiar with the Fraternal Organizational Agreement. Must meet with Staff Advisor & Greek Advisor twice a year to keep him/her up-to-date. Responsible for management or delegation of all Sigma Psi Zeta property. Section 3. Vice Presidents 1. Should be an active sister for 2 semesters before holding this position, unless by special circumstance where a lack of interest or qualified sisters are able to run. 2. Assist the President in appropriate matters and shall be responsible for all administrative tasks. 3. Assist the President in running monthly Executive Board meetings. 4. Shall delegate between the two of them, any or all powers, duties, and responsibilities of the President, in the case of the President s absence, or at the President s request. 5. Shall provide constant interest for strengthening the unity among all organizations and students. 6. Should be prepared to travel to at least one national/regional conference during her term.

10 a. Internal Vice President i. Shall be responsible for all internal affairs of the sorority, therefore, she shall be aware of the duties of each member of the Board. ii. Shall be co-signer on bank account iii. Shall Collect every sister s transcripts at the end of the semester iv. Shall oversee and supervise the duties of the chair persons. v. Shall serve as a secondary Public Relations Spokesperson for the sorority. vi. Shall be the academic advisor according to the Fraternal Organizational Agreement. vii. Shall be responsible for organizing and running the election, also act as the Elections Commissioner and head the Elections Committee under the rules provided herein. b. External Vice President i. Attend all MGC meetings and give input that aims to benefit the Sorority. ii. Inform the sorority of new information, decisions, issues and concerns discussed at these meetings iii. Build relationships within the MGC Council, in order to strengthen and expand Sorority interactions and connections while building a positive reputation for Sigma Psi Zeta Sorority. iv. Have the sisters participate in MGC events, as well as the events of the Greek organizations. v. Be familiar with the MGC Constitution and bylaws, rules, and policies to ensure that the Sorority remains in good standing. vi. Remain in constant contact with the Greek Affairs Office, and ensure that the Alpha Kappa Chapter is abiding by and fulfilling all University of Minnesota Twin Cities requirements and policies. Section 4. National Council Representative 1. Serve as the council representative to National Central Council of Sigma Psi Zeta. She shall have the power of one vote. 2. Be the voice of the Alpha Kappa Chapter sisters at National Board meetings. 3. Attend any and all National Board meetings where her presence is requested and required by the National Governance, especially if the Chapter President cannot attend, in which case she absolutely must be present. 4. Present issues, concerns, ideas, and suggestions of and from the Alpha Kappa Chapter at the National Board meetings. 5. Provide an update of the Chapter s progress to the Central Council. 6. Attend the seasonal Sorority Conferences. She shall have the same responsibilities at Conferences as she does at National Board meetings.

11 7. Inform the sorority of new information, decisions, issues and concerns discussed at these meetings. 8. Attend monthly conference call with West Coast/Mid-West Regional Director. Provide updates and feedback as needed. Section 5. Secretary 1. Be responsible for making room reservation for all general meetings and Executive Board meetings, and must notify sisters of the location and time. 2. Take accurate minutes at all Executive and General Board meetings. 3. The minutes shall be ed to the internal listserv, national EBOD listserv as well as Presidents listserv. Minutes should be kept in office computer under Minutes as well as printed for Secretary Binder. 4. Keep record of attendance at all meetings and required events. 5. Shall keep track of minutes that sisters are late to all meetings and will give report to the Treasurer at the end of each meeting to calculate appropriate fees for lateness. 6. Be responsible for an up-to-date Sigma Psi Zeta membership directory and update it as necessary throughout the year. 7. Shall keep an accurate roster of all the members, and distribute to all sisters and wherever else necessary. 8. Update the Sigma Psi Zeta calendar of any and all events. 9. Carry out correspondence as directed by the President. 10. Must attend monthly Executive Board meetings. 11. Facilitates Google calendar or inputs all sister schedules into shared Google calendar. 12. Read the minutes of the previous meeting at the outset of each meeting as a reminder of what may still need to be discussed and worked on. Section 6. Treasurer 1. Maintain a complete record of the sorority revenues and expenses. 2. Receive and disburse funds upon the authority of the Executive Board or the majority vote of the general membership. 3. Provide a full and accurate account of all receipts and disbursements at every general meeting of the sorority and upon the request of the Executive Board. 4. Collect all sorority and new members dues. 5. Collect tardiness fees. 6. Shall recommend the semester dues based on membership and budget. The executive board shall review and accept or deny the budget 7. Maintain accurate records of the receipt and expenditure of funds. 8. Shall maintain a checking account for Sigma Psi Zeta in the name of the President, Internal Vice President, and Treasurer. 9. Shall prepare an annual report for the end of each fiscal period.

12 10. Responsible for maintaining and budgeting funds throughout the year, which is presented to the Board and then voted upon. 11. Shall be prepared to have and present account information at all meetings. 12. Must attend monthly Executive Board meetings. Section 7. Academic Chair 1. Develop & enforce academic program, which includes: a. 2 hours a week must be spent studying with another sister b. Plan at least one academic study night every semester c. Find professional and academic opportunities for sisters to attend Plan at least one professional workshop for the Annual Retreat (if applicable) Section 8. Community Service Director 1. Ensure that the Alpha Kappa Chapter completes, and if possible surpasses, the mandatory minimum of one community service project per semester. Section 9. Community Service Chair 1. Plan and coordinate all mandatory community service activities. 2. Promote sister attendance and keep track of who attends which events. 3. Propose possible community service events on a regular basis at officer meetings. She shall not wait until the last minute to execute all the required community service projects; rather she must spread them out as evenly as possible throughout each semester. The officers will vote on accepting or rejecting her proposals. Majority vote rules. 4. She shall work with community service organization(s) at the University of Minnesota Twin Cities, as well as elsewhere, to gain resources, ideas, and service projects to present to the Executive Board. 5. Alert the Public Relation Chair three weeks in advance so that the event may be publicized, for she is responsible for the success and smooth running of each community service event. Section 10. Cultural Chair 1. Shall be responsible for planning and coordinating all cultural and educational workshops or events to be attended by all sisters, other organizations, and the University s students. 2. Make contacts, book rooms, make appointments, schedule time slots, etc. to carry out the cultural/educational events. 3. Responsible for holding at least one educational workshop per semester, which will be sponsored by the sorority. 4. Propose possible cultural/educational events on a regular basis at officer meetings. She shall not wait until the last minute to execute all the required community service projects; rather she must spread them out as evenly as possible throughout each semester. The officers will vote on accepting or rejecting her proposals. Majority vote rules. 5. Shall be responsible to increase participation at cultural and educational events of other organizations. If necessary, she may resort to assigning sisters certain events to attend.

13 Inform the Public Relation Chairs three weeks in advance to ensure that all events are advertised in advance to maximize attendance. Section 11. Fundraising Director 1. Ensure that the fundraising chair(s) are on track with proposals and the completion of fundraising activities 2. Shall be knowledgeable and recommend financial policies and guidelines to the Executive Board regarding fundraising. 3. Work closely with the Treasurer in order to maintain sufficient funds in the Alpha Kappa Chapter account. 4. Ensure that all sisters follow the rules and regulations of the University of Minnesota Twin Cities while fundraising on campus grounds. 5. Seek out, research, and investigate potential ways to raise money for the Alpha Kappa Chapter of Sigma Psi Zeta Sorority. She must be wary of scams. She must ensure the legality of any fundraising activities, fundraising companies, etc. to avoid associating the Sorority with anything or anyone that might bring harm or scrutiny to the reputation of Sigma Psi Zeta Sorority and its sisters. Section 12. Fundraising Chair 1. Must propose at least 2 fundraising events per semester. 2. Initiate, organize, and ensure completion of fundraising activities. 3. Shall recommend, plan, and coordinate projects and activities for the purpose of raising funds for the establishment and growth of the sorority. 4. Propose fundraising ideas on a regular basis for the Executive Board to vote on. Majority rules (2/3 vote). 5. Enforce sister participation in every fundraising activity. The Executive Board may vote on fines for those who miss consecutive or excessive fundraising events. 6. Inform the Public Relation Chair three weeks in advance to ensure that events are advertised in advance so as to maximize attendance. Section 13. Historian 1. Collect and maintain all records, birthdays, anniversaries, letters, minutes, and other such materials to be included in the sorority s history. 2. Maintain and update all photo albums and pictures for the sorority. 3. Shall organize an annual scrapbook of the sorority Act as the photographer and journalist for Sorority events, activities, workshops, projects, etc. Section 14. Philanthropy Director 1. Ensure that the philanthropy chair(s) are on track with proposals and the completion of philanthropy activities 2. Maintain close contact with the Program Director of the National Board of Directors regarding National Philanthropy activities. 3. Promote sister attendance and keep track of who attends which events. The Executive Board shall determine the appropriate penalties and fees for the lack of participation.

14 Section 15. Philanthropy Chair 1. Must plan at least one philanthropy project per semester. 2. Plan events for the University of Minnesota Twin Cities community to represent the National Philanthropy of Sigma Psi Zeta Sorority, Inc. 3. Collaborate with the Harriet Tubman staff to join our efforts to reach our philanthropy goals. 4. Promote sister attendance and keep track of who attends which events (if the philanthropy director is not present). 5. Propose possible philanthropy events on a regular basis at officer meetings. She shall not wait until the last minute to execute all the required philanthropy projects; rather she must spread them out as evenly as possible throughout each semester. The officers will vote on accepting or rejecting her proposals. 6. Plan activities for the Alpha Kappa Chapter sisters to attend and bring awareness of the National Philanthropy to the University of Minnesota Twin Cities community. 7. Support and potentially collaborate with other groups with similar philanthropies. 8. Inform the Public Relation Chair three weeks in advance to ensure that all events are advertised to maximize attendance. Section 16. Public Relations Chairs 1. Shall be the contact for Alpha Kappa Chapter events and events occurring at other chapters, Chapters, and colonies of Sigma Psi Zeta Sorority, or outside the University. 2. Shall be responsible for contacting and informing sisters of upcoming events, other than weekly events a. Internal Public Relations Chair 1. Maintain the Alpha Kappa Chapter Website, updating information and images as needed. 2. Avoid plagiarism, unauthorized borrowing of text or images, or posting anything that conflict with the ideals of Sigma Psi Zeta Sorority. 3. Collaborate with the External Public Relations Chair to help advertise events and update list of Sigma Psi Zeta Sorority events on the website 4. Create and maintain the Sigma Newsletter(s) that is distributed to alumni/active sisters and to the public b. External Public Relations Chair 1. Make fliers, handbills, and any other forms of advertising for all Sorority events as needed and approved by the Executive Board. 2. Abide by University regulations regarding posting fliers on campus grounds. 3. Abide by town regulations regarding posting fliers beyond the bounds of the University. 4. Be responsible for the posting of fliers. At minimum, she shall flier the high traffic areas of the University.

15 5. Avoid plagiarism, unauthorized borrowing or stealing of images and/or text, and any other offense that may subject the Sorority to accusations or legal action. 6. Maintain all social media accounts (excluding website): Facebook, Twitter, Instagram, Snapchat and any other online presences. 7. Publicize two weeks in advance to allow adequate time for the community to recognize the event. There must be sufficient notice in order to maximize turnout. Section 17. Recruitment Director 1. Ensure that the recruitment chair(s) are on track with proposals and the completion of recruitment activities 2. Ensure that the rush process abides the rules and policies of the University. 3. Handle all financial aspects of the recruitment process to ensure chairs can focus on planning recruitment a. Hold all receipts to present to treasurer in possibility of reimbursement Section 18. Recruitment Chair 1. Shall set up required rush events to be attended by the rushees and sisters. 2. Plan a rush program that ideally contains at least two social events, one community service event, one philanthropic event and two cultural events. 3. Plan places for all rush events and information meetings. 4. Shall be responsible for scheduling and determining locations for all events and informational meetings. 5. Set up and continuously update an list for all prospective members. Contact all prospective members to keep them informed of the rush schedule, requirements, etc. 6. Inform the Public Relation Chair three weeks in advance so that she can make invitations, fliers, etc. Section 19. Sisterhood Chair 1. Must plan at least one internal sisterhood event per semester. 2. Must invite active, inactive, and alum sisters to sisterhood events. 3. Plan the annual sisterhood retreat with the Internal Vice-President. 4. Communicate with other sisterships and inform sisters of upcoming events and happenings during the semester Section 20. Social Chair 1. Must plan at least one external and one internal social event per semester. 2. Arrange and schedule all social activities within the Chapter as well as with other organizations. 3. Network, build, and maintain positive relationships with other organizations at the University to establish a favorable reputation for the Sorority while benefiting from mutual exchanges and interactions. 4. Communicate with other social chairs and then inform sisters of the social events of other organizations.

16 5. Raise sister interest in social events so that sisters remain socially involved with other organizations. The Sorority shall show support to, and representation at, the social functions of other organizations. 6. Strive to maintain the sense of unity and sisterhood amongst the sisters by providing an enjoyable social environment. Section 21. Step/Stroll Captain 1. Helps new members learn national step and stroll 2. Choreographs step/stroll routines and hosts practice as deemed necessary to teach sisters 3. Looks for opportunities to perform. ARTICLE VI. ELECTIONS AND VOTING PROCEDURES Section 1. Elections/Voting Procedures 1. Elections for officers of Sigma Psi Zeta Sorority will take place during a general meeting once per semester. 2. The fall semester elections will elect the officers for the upcoming spring semester, and shall take place during the last full month of the first semester, usually in November. 3. The spring semester elections will elect the officers for the upcoming fall semester, and shall take place during the last full month of the second semester, usually in April. 4. The Executive Board will set the meeting date, and the Secretary will notify all sisters at least two weeks in advance. 5. The elections will begin with nominations. Any sister of Sigma Psi Zeta Sorority may make self- and appointed nominations for office. a. A sister may accept or decline her nomination b. If she chooses to accept a nomination by another sister, she may present her speech at the end so that she will have sufficient time to prepare. 6. Any member who has fully paid her dues and fees and is an active sister may run for a Board of Officers position. 7. Each nominated candidate who is in good standing with the Chapter as well as Nationals, will give a speech to all present. 8. An in-person speech or video speech is required of those running for Executive Board positions, and recommended for minor board positions. 9. Each candidate shall be allotted three minutes to speak, and three minutes for questioning, as long as there is sufficient time to be allocated. 10. Once all candidates have presented, and questioning has occurred, secret ballot voting will take place. 11. All active sisters present may vote. A Vice President will tabulate votes. 12. Alumni or inactive sisters cannot vote. 13. Officers will be elected by a majority vote. In the case of a tie, a second election for the position shall be held immediately after the final conclusion speech.

17 ARTICLE VII. TERMS OF OFFICE Section 1. Terms 1. The year shall be a full calendar year, from January to December. During summer months, the terms shall carry over. For instance, once people are elected in spring those officers are responsible for duties in the summer, as well as the fall. 2. The term of office for the Executive Board shall be one year including summer. 3. The term of office for Board of Officers (Chairs) is one semester. 4. The President and Program Educator will not be able to hold another officer position. ARTICLE VIII - EXECUTIVE BOARD LIMITATIONS Section 1. Limitations 1. The local Executive Board may not make decisions but may make recommendations regarding any issues during General meetings. ARTICLE IX. MEETINGS Section 1. Procedures 1. Sigma Psi Zeta shall meet on a weekly basis. 2. President and Vice Presidents shall meet to set up the agenda prior to the general meeting of all sisters. Board of Officers must submit agenda items to the President one day prior to the meeting. 3. The time, day, and place of meeting shall be set at the beginning of each semester, to best accommodate the schedules of the sisters. 4. Any Executive Board officer may call an emergency meeting with 24-hours advance notice by both and phone. 5. The President shall conduct all meetings. 6. The Secretary shall take attendance, review past minutes, and record minutes for each meeting. She will then send out the minutes to the Alpha Kappa Chapter , National s , and Presidents within two days following the adjournment of the meeting. (She should be responsible to back-up all electronic documents.) 7. During the meeting, each Chair and Executive Board member shall present a report and update when necessary, and if needed, voting shall take place. In the event that a Chair or Executive Board member cannot attend a meeting, she shall ensure that another sister will present her material for her. Time shall be allotted towards the end of each meeting before its adjournment for sisters to voice any questions or issues of concern. ARTICLE X. FINANCE Section 1. Working Budget 1. Budget shall be voted on at the beginning of every semester by the Executive Board.

18 2. Each Chair must be prepared to present and justify a full budget for her term at the beginning of the semester. 3. The local Executive Board votes on each line item until the entire working budget is approved for the semester. 4. Chairs may not spend above budget without coming back to Executive Board for a vote. 5. In the case of unapproved mismanaged budgeting, the Chair is responsible for all fiscal obligations. Section 2. Dues 1. Sigma Psi Zeta Sorority operates on a fiscal year from January 1 st to December 31 st. 2. Membership dues shall be prescribed from time to time by the Executive Board with the approval of the General membership and shall be responsible for the financial welfare of the Chapter. 3. Dues are recommended by the Treasurer based on an assessment of the budget and the size of membership and approved by the Executive Board. 4. Every active member shall pay both Chapter and National dues on a semester basis, inactive members may pay National dues only. 5. A sister who is studying abroad does not have to pay local or national dues. 6. Any sister who is unable to pay dues and/or fines shall be offered a payment plan that the Executive Board has approved. 7. The guidelines are: a. No delay in payments will be accepted b. For each late payment, there will be a discussion between the member and Treasurer 8. Dues shall be standardized so that each sister pays the same amount. 9. Supplementary dues may be charged in times of need or emergency with the approval of the Executive Board and the general membership. It should always be a last resort, as fundraising is preferred. 10. The Executive Board shall set the due date for dues. Section 3. Reimbursement 1. All sisters shall be reimbursed for purchases that pertain to the sorority with the approval of the Executive Board. 2. Payment of certain events will also be reimbursed with the approval of the Executive Board. Section 4. Annual Report 1. An annual budget report shall be prepared by the Treasurer for the Executive Board s decision of adoption. 2. A financial statement showing all income and expenditures of the sorority shall be prepared by the Treasurer, and presented to the local Executive Board; it will be included in the Annual Report.

19 Section 6. Organization Accounts and Distribution 1. The Student Union & Activities (SUA) will handle transactions on campus grounds and the organization of monies. 2. The TCF Bank account will handle larger transactions. Any money not allocated for the working budget must be kept in the savings account. 3. No part of the net earning of the Association shall be distributable to its members, trustees, officers, or other private persons for personal benefit outside of Sigma Psi Zeta. The organization shall be authorized to pay reasonable compensation for services rendered. 4. The organization shall not carry on any activities not permitted to be carried on by any organization exempt from federal income tax under Section 501 of the Internal Revenue Code of 1964 (or the corresponding provision of any future United States Internal Revenue Laws.) ARTICLE XI. REMOVAL FROM POSITION Section 1. Resignations 1. An officer may resign if she feels that she is incapable of performing the duties specified for that position and as an officer in general. An officer may also resign if uncontrollable external factors require resignation (i.e. death in family, hospitalization, etc.) 2. The following policies must be followed: a. Advance notice of 2 weeks must be given to the respective governing board. If the office of resignation is that of the President, three weeks prior notice is required. b. A written resignation must be submitted, including reasons for resignation, and alternative measures (if any). c. If possible, the resigning officer will brief the new officer, once chosen, of projects that have already been initiated by that office. 3. If the president shall resign, the Internal and External Vice Presidents must decide between themselves who will take the position of President. 4. If any other officer resigns, a new one shall be appointed by 4/5 of the Executive Board. If an Executive officer is to resign, the remaining 4 members must unanimously appoint the new member. 5. In the event of the President and one or both of the Vice Presidents resigning simultaneously, an election will be held for those positions within two or three weeks. If a current member of the Executive Board or Chair decides to run for President, she must vacate the office occupied, and elections for that office will be held as well. Section 2. Impeachment 1. Impeachment applies to any sister of the Executive Board. 2. If an Executive Board officer feels that another officer is not performing the duties of her position, or if that officer is exhibiting sub-standard behavior, then a grievance may be made against that officer, requesting an Impeachment Hearing. 3. The following steps must be taken in order to impeach an officer: a. A written grievance against that officer must be submitted to the Executive Board.

20 b. The written grievance must include the grounds for impeachment and a list and description of all specific incidents relating to the matter of impeachment. 4. The Executive Board, with the exception of the officer in question, shall decide whether the grievance is valid or not by majority vote of a fully present Executive Board. a. If the Executive Board deems the grievance valid, then a hearing shall be scheduled for the matter. b. If the grievance is deemed invalid, then an explanation shall be given to the accuser. The hearing will take place at the next Executive Board meeting. c. The accuser and officer in question must be present at the hearing. d. Both sides shall be heard, with the accuser presenting first. After both have presented their positions, they will take questions from the Executive Board. e. At the conclusion, the Executive Board will vote on the matter by secret ballot. A 4/5 majority vote against the officer will result in an impeachment. Impeachment of the President requires unanimous vote against her. f. The accuser and officer in question may not vote. 5. The Executive Board shall appoint a replacement for the office in question should an impeachment occur. This will occur after adequate screening of the applicants. 6. One of the Vice Presidents shall assume the role of the President should the President be impeached. ARTICLE XII: ADVISORS Section 1. Procedure 1. In order to qualify for advisorship the individual must be an Academic/Administrative or Managerial Professional faculty staff of the University of Minnesota Twin Cities. 2. The advisor will be selected by two-third votes from the sisters of Sigma Psi Zeta Sorority. Section 2. Alumni Advisor 1. Term length for Alumni Advisor is one year 2. Advisor is to be voted on during yearly elections by majority vote 3. Alumni Advisor must subscribe to and read all listserv s 4. Attends one meeting a month either via webcam or in person (if necessary) 5. Alumni advisor is consulted when deemed necessary via phone call from President ARTICLE XIII. AMENDMENTS Section 1. Procedure for Amendments 1. Any member of Sigma Psi Zeta Sorority may initiate amendments to this constitution by writing and submitting it to the President of the Executive Board. The President will in turn communicate the wishes of this person to the General membership at the weekly meetings. She may then present her amendment to the general membership at a general meeting.

21 2. 2/3 vote by the general membership of the Alpha Kappa Chapter of Sigma Psi Zeta Sorority is required in order to adopt the proposed amendment. 3. All actives and the Alumni Advisor may vote on amendments. 4. Amendments will be allowed submission/proposed every year to the active house until five years from the Chapter establishment date. After the 5th year, amendment proposals will need to be approved annually for 1 consecutive year from the respective active house. Revision Information: 1 st Edition, March 2015: Sarah Sham 2 nd Edition, May 2015: Faith Tan 3 rd Edition, October 2015: Faith Tan 4 th Edition, February 2016: Pooja Shah 5 th Edition, May 2017: Neda Khi 6 th Edition, November 2017: Rakel Crockett