Gamma Rho Chapter Bylaws

Transcription

1 Gamma Rho Chapter Bylaws RATIFIED: MARCH 25 TH, 1997 LAST AMENDED: FEBRUARY 28 TH, 2018 PHI SIGMA PI NATIONAL HONOR FRATERNITY WESTERN MICHIGAN UNIVERSITY GAMMA RHO CHAPTER 1903 W. MICHIGAN AVE, KALAMAZOO, MI 49008

2 The Gamma Rho Chapter Bylaws shall contain governing policies specific to Western Michigan University and shall be adhered to in conjunction with the other required policies, as stated by the National Constitution and the Fraternal Governance Document, for the Gamma Rho Chapter of Phi Sigma Pi. Phi Sigma Pi National Honor Fraternity will comply with all Student Activities and Leadership Programs and Western Michigan University policies, procedures, practices and all local, state, and federal laws. The Gamma Rho Chapter at Western Michigan University will not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, protected disability, veteran status, height, weight, or marital status. Table of Contents ARTICLE I: Organization Name... 2 ARTICLE II: Purpose... 2 ARTICLE III: National Affiliation... 2 ARTICLE IV: Membership... 2 ARTICLE V: Meeting Procedure... 6 ARTICLE VI: Chapter Advisor(s)... 7 ARTICLE VII: Officers... 7 ARTICLE VIII: Committees ARTICLE IX: Committee Chairpersons ARTICLE X: Chapter Finances ARTICLE XI: Disciplinary Actions of the Chapter ARTICLE XII: Alcohol Policy ARTICLE XIII: Sexual Harassment Policy ARTICLE XIV: Point and Penalty System ARTICLE XV: Amendments ARTICLE XVI: Ratification

3 ARTICLE I: Organization Name The name of the organization at Western Michigan University shall be the Gamma Rho Chapter, Phi Sigma Pi National Honor Fraternity; thereafter referred to as Gamma Rho Chapter. ARTICLE II:_Purpose Definition and Statement of Ideals The Gamma Rho Chapter of Phi Sigma Pi National Honor Fraternity at Western Michigan University is a gender-inclusive student organization that runs on a tripod of scholarship, leadership, and fellowship. Our mission is to collaborate with other WMU student organizations and the Kalamazoo community to deliver both on- and off-campus social, service, and academic events. We strive to help others, embrace diversity, and promote learning and achievement while helping the community and building lifelong friendships. ARTICLE III:National Affiliation Gamma Rho Chapter is a chartered member of Phi Sigma Pi National Honor Fraternity. ARTICLE IV:_Membership Section 2: Persons of good academic standing and excellent character shall be eligible for membership in the Gamma Rho Chapter (See National Constitution Article IV, Membership: Section 2). Academic Requirements Membership in the Gamma Rho Chapter will be open to undergraduate students of Western Michigan University who have completed a minimum of 12 credit hours and have achieved at least a 3.00 cumulative grade point average (on a 4.00 scale, where an A = 4.00). Prospective members must have at least two (2) semesters of undergraduate study remaining following the Initiate semester in order to begin the recruitment process Section 3: Initiate Requirements A. All new Initiate Members of the Gamma Rho Chapter must meet the initiation requirements of the Gamma Rho Chapter as stated below: a.) Receive two-thirds (2/3) vote of Active Brothers with voting rights present during vote before Pinning. b.) Reception of an Initiate Pin at a Pinning Ceremony. c.) Attend all Initiation Events. d.) Attend all weekly Initiation Meetings. e.) Attend four (4) Regular Chapter Business Meetings, f.) Score at least eighty percent (80%) on all Initiate quizzes and the final exam. 2

4 g.) Complete one Fundraising, Social, Service, and/or Scholarship event with the Initiate class, depending on class size. h.) Interview eighty percent (80%), capped at forty (40) total, of the Active Brothers. Interviews with Alumni also count towards the required number of interviews. i.) Pay fifteen dollars ($15) local dues to the Gamma Rho Chapter by the third (3rd) Initiate meeting. This payment is non-refundable, even if the Initiate is not voted into the brotherhood, drops from the Initiate process, or transfers from the sheltering institution. j.) Pay one hundred and seventy-two dollars ($172) for national dues by Induction. k.) Receive three-fourths (3/4) vote of Active Members with voting rights present during vote before Induction. l.) Undergo Induction via The Ritual Ceremonies. m.) Attend a one-on-one dialogue with the Initiate Advisor. B. The Active Members of the Gamma Rho Chapter shall be responsible for implementing an appeal based disciplinary system for each initiate class. If an initiate commits any of the following offenses they shall be subject to approval by the Active Membership of the Gamma Rho Chapter. Approval under these circumstances requires a vote of two-thirds (2/3) of the Brothers under Active Membership with voting rights. a.) An unexcused absence from an Initiate meeting, Initiation event, assigned committee meeting, or event planned by the Initiate Class. b.) The failure of 3 initiate quizzes (a score of less than 80%). Each failed quiz must be made up and passed in a week s time for the initiate to move onto the next quiz. c.) The failure to complete a previously determined amount of brother dialogues before midsemester review. C. If an Initiate who commits such offenses and receives approval by the Active Membership to continue in the Initiation Program, then proceeds to commit additional offenses, they will be automatically expelled from the Initiation Program with no chance to appeal the expulsion. Offenses that lead to expulsion from the Initiate Program: a.) Either a 3rd quiz failure after attending appeals for a different offense or a 4th quiz failure after having already appealed for the failure of 3 previous quizzes. b.) An additional unexcused absence after having been granted approval by the Active Membership of the Gamma Rho Chapter. D. An Initiate who does not pay local and/or national dues (a total of $187) by Induction or does not make arrangements for later payment by the end of the WMU semester with the Treasurer is subject to expulsion by a vote of two-thirds (2/3) of the Brothers under Active Membership with voting rights. E. During the course of the Initiate semester of Phi Sigma Pi, Initiates may attend any event deemed open to them by the Committee Head of the hosting committee but may not attend Formal. 3

5 Section 4: Section 5: Membership into Phi Sigma Pi through the Gamma Rho Chapter is open to the entire qualified Western Michigan University community, and the Gamma Rho Chapter shall not discriminate on the basis of race, color, religion, national origin, political affiliation, ethnicity, gender, sexual orientation, age, or disabled status in admission to, access to treatment of, or employment in its programs and activities in accordance with the Western Michigan University nondiscriminatory policy. To remain an Active Member in good standing, the member shall: A. Pay national and chapter dues and fees by a date decided upon by the Treasurer. Brothers must either pay dues in full or make a payment plan with the Treasurer. Unpaid dues may result in expulsion. (Refer to Article XI: Section 5 for further clarification) B. Attend all regularly scheduled chapter meetings, which are required events. Three (3) excused absences are permitted; however, notification for excused absences must be given to the Recording Secretary, no less than two (2) hours prior to the missed meeting. Failure to do so will result in an unexcused absence. If there is an emergency, notify the Recording Secretary as soon as possible and the proper action will be taken. a.) An excused absence is defined as a time conflict with work or class, or an extenuating circumstance. C. Serve on at least one (1) permanent committee per semester and attend all regularly scheduled committee meetings. D. Attend the following: a.) Formal Induction b.) Alumni Ceremony c.) Pinning d.) Big/Little Ceremony e.) The annual Formal Banquet f.) Two (2) chapter service events g.) Two (2) chapter social events h.) Two (2) chapter scholarship events i.) Two (2) chapter fundraising events j.) One (1) informational night k.) Two (2) chapter recruitment events l.) Chapter Interviews m.) Mid-Semester Reviews n.) Two (2) chapter Initiate events per semester. o.) Four (4) Initiate meetings per semester. An Initiate meeting counts as a designated dialogue time or quiz grading. p.) Possess a cumulative grade point average of at least a 3.00 (on a 4.00 scale). E. If a member fails to meet any of the requirements, see Article XI. 4

6 Section 6: All active members must maintain a cumulative grade point average of at least a 3.00 (on a 4.00 scale, where an A = 4.00). Failure to do so for two consecutive semesters is grounds for expulsion by a formal vote of the Active Members of the Chapter. Section 7: A member must request, in writing, to the Executive Board, by the third regularly scheduled chapter meeting, a request for full local inactivity for the semester, for reasons such as excessive academic schedule, collegiate sports, family emergency, or employment (requirements of National Inactivity are outlined in the National Constitution, Article IV, Section 9, sub-section a.). The granting of local inactivity by the Executive Board shall waive the member s requirements as outlined in Article IV, Section 5. The member must still pay national dues. A. A member may not be locally inactive in their first semester at the sheltering institution unless otherwise approved by the Executive Board. B. A member may not be locally inactive in their final semester at the sheltering institution unless otherwise approved by the Executive Board. C. A member may not be locally inactive if they are on probation. D. Upon being elected to an Executive Board or Executive Council position, a member waives their right to be locally inactive during the time they hold office. In case of unforeseen circumstances (financial difficulties, family emergency, etc.), an Executive Board or Executive Council member may meet with the Executive Board to discuss resigning from their position and becoming locally inactive. E. Locally inactive members may attend regularly scheduled Chapter events and meetings but forfeit all voting rights. F. An excess of two (2) consecutive semesters of local inactivity can be grounds for expulsion by a two-thirds (2/3) vote of the Active Membership of the chapter. Section 8: A member must request, in person, to the Executive Board, by the third regularly scheduled chapter meeting, a request for partial inactivity for the semester, for reasons such as excessive academic schedule, collegiate sports, employment, internship, resident assistant position, etc. The granting of partial inactivity will be voted on by the current voting members of the Executive Board and shall waive certain requirements of the member as outlined in Article IV, Section 5. The member must receive majority approval by voting members of the Executive Board, present at the time of the vote, to be granted partial inactivity. A. A member may not be partially inactive their first semester at the sheltering institution unless otherwise approved by the Executive Board. B. A member may not be partially inactive if they are a position holder, as either a committee head or member of Executive Board. C. A member may not be partially inactive if they were partially or fully inactive the previous semester. A member cannot be fully inactive following a semester spent partially inactive. D. Partially Inactive Membership Requirements: a.) Attend all regularly scheduled chapter brother meetings b.) Attend all required events, including Chapter Interviews, Pinning, Induction, the Alumni Ceremony, the formal banquet, and chapter wrap-up. c.) Attend one (1) Fundraising event, one (1) Social event, one (1) Scholarship event, and one (1) Service event; for a total of four (4) committee events. 5

7 d.) Attend one (1) information night and two (2) recruitment events e.) Attend two (2) initiate events f.) Attend two (2) initiate meetings g.) Pay dues in full (Local and National). E. A partially inactive member may not use more than one (1) wildcard event to fulfill their committee event requirements. a.) The wildcard event cannot count towards a Fundraising event. F. Partially inactive members remain eligible to vote. G. An excess of two (2) consecutive semesters of inactivity (full or partial) can be grounds for expulsion by a two-thirds (⅔) vote of the Active Membership of the chapter. H. A decision whether a partially inactive Brother may have a little will be decided on a case-bycase basis under the discretion of the Executive Board in conjunction with the Big/Little Coordinator. Section 9: Members must wear their membership pins to all Phi Sigma Pi rituals such as Pinning and Induction. Section 10: No Greek letters other than Phi Sigma Pi may be worn at any official Phi Sigma Pi events (including general meetings). ARTICLE V:_Meeting Procedure Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: All meetings of the Gamma Rho Chapter shall be conducted in this order. Officer reports shall be given in the order in which the officers are listed in the Chapter Bylaws. Committee reports shall follow the Officer reports in the order in which they are listed in the Bylaws. Special Committee reports shall follow the reports given by Permanent Committees. All Officers and Committee Chairs shall be asked to present a report. If the Officer or Committee Chair has no report, they shall say no report. Any unfinished business from previous meetings shall be resolved efficiently and systematically. Any new business that warrants a position on the agenda will be submitted to the Executive Board prior to the meeting. Announcements from the Officers and general assembly are to be voiced during Open Forum. Any member wishing to make an announcement shall be recognized by the President. The meeting shall be closed when general business has ceased and there has been a majority vote for adjournment. If an Active Member wishes to leave a general meeting before adjournment, they must contact the Secretary at least two (2) hours before the meeting, explain the reason for leaving, and turn in their placard to the Secretary. If the reason is necessary or excused, the Active Member may leave and will not be penalized in any way. If an Active Member does not follow this procedure or someone else turns in their placard at the end of a meeting, an unexcused absence will be recorded for that meeting. 6

8 Section 8: Section 9: The chapter shall regularly meet once (1) per week at a time and place to be determined by the Chapter. The President shall announce the date of the first meeting of the following semester at the final meeting of the current semester. The following documents shall be followed for conducting regular meetings: The National Constitution, The Fraternal Governance Document, The Gamma Rho Chapter Bylaws, and Robert s Rules of Order. Section 10: The Gamma Rho Chapter s voting procedures shall follow Robert s Rules of Order. Section 11: Quorum consists of two-thirds (2/3) of the Gamma Rho Chapter s members with voting rights. ARTICLE VI:_Chapter Advisor(s) The chapter faculty/staff advisor(s) of the Gamma Rho Chapter shall be elected by the members of the Gamma Rho Chapter, following a nomination by a chapter member in the manner approved by Western Michigan University. To advise and counsel the chapter and the members, the advisor must be a full-time faculty or staff member of Western Michigan University. The chapter advisor(s) shall serve the best interest of Phi Sigma Pi, Gamma Rho Chapter, and its members and reasonable attempt to ensure that all business conducted by Gamma Rho Chapters meet Western Michigan University Policies. At least one (1) of the sheltering institution s faculty/staff shall be the designated official chapter advisor. ARTICLE VII:_Officers Section 2: All Officers shall possess at least the minimum requirements of an Active Member and have at least a 3.00 cumulative grade point average. Candidates for President must have held either an Executive Board or Executive Council position for at least one (1) semester. Election of Officers A. A simple majority of the Active Members with voting rights present at regular meetings shall be required to elect the officers. B. Election of Officers shall be held at a regularly scheduled meeting with nominations having been taken from the floor at the previous chapter meeting. If any office fails to garner a nomination of an Active Member, then nominations for the office may be taken at the regularly scheduled meeting in which elections are being held. C. Each member may run for two Executive Board positions and two Executive Council positions. If a member is elected to an Executive Board position, they will be unable to run for an Executive Council position. D. A person can hold only one Executive Board or Executive Council position. No member may hold two or more offices concurrently. E. Nominations may be taken the week before elections. F. Elections may only take place after all nominations have been taken. G. The new Executive Board shall replace the previous Executive Board no later than two (2) weeks before the last meeting of spring semester. 7

9 H. The term of office shall be one (1) year, from the end of the spring semester to the end of the following spring semester. Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: Additional Officers may be elected at the discretion of the chapter. Vacancies in the Executive Board shall be filled by nomination and election no later than the second regularly scheduled Chapter meeting after the vacancy occurs. The newly installed Officer shall serve out the remainder of the predecessor's term of office. To ensure financial security, the signatures of both the President and Treasurer will be required on any fraternity financial documents. The Officers of the Gamma Rho Chapter are the President, Vice President, Secretary, Treasurer, Historian, Parliamentarian, Initiate Advisor, and Chapter Relations/Leadership Coordinator. These members comprise the Executive Board, which will meet on a weekly basis. The Officers listed above must attend all regularly scheduled Executive Board meetings, unless excused. Notification for excused absences must be submitted to the President no less than 2 hours prior to the missed meeting. Failure to do so will result in an unexcused absence. If there is an emergency, notify the President as soon as possible and the proper action will be taken. The duties of each Officer are as follows: A. President - The President shall adhere to the duties as outlined in the National Constitution, Article XI, Section 5. The President shall also: a.) Complete and follow through on the annual re-activation process as set forth by the Office of Student Engagement. b.) Hold a summer officer meeting before the school year starts to discuss chapter goals. c.) Attend or find replacement to attend the National Convention and Grand Council. d.) Make sure that one aspect of the Tripod is not overstressed. e.) Have an agenda for both Executive Board and General Chapter meetings. f.) Register the Chapter as a RSO at the beginning of the school year. g.) Keep close contact with the National Office h.) Maintain the Phi Sigma Pi Gamma Rho website for Western Michigan University. i.) Update the webpage every month. j.) Be a voting member of the Executive Board B. Vice President - The Vice President shall adhere to the duties as outlined in the National Constitution, Article XI, Section 6. The Vice President shall also: a.) Appoint all active members to a specific committee. 8

10 b.) Preside over the meetings of the Chapter in the absence of the President. c.) Assign each member of the Executive Board a committee to advise, with the exclusion of the President and the Vice President. d.) Attend to the needs of concerning room reservations. e.) Serve as a liaison for any conflict involving a committee or its chair. f.) Manage the Gamma Rho and the E-Board folders in accordance to the Gamma Rho Google Drive Maintenance Policy. The Vice President may also appoint another brother without a position to manage the above folders as they see fit. g.) Oversee the production of a monthly Chapter events calendar for the general membership. h.) Be a voting member of the Executive Board. C. Recording and Corresponding Secretary The Recording and Corresponding Secretary shall adhere to the duties as outlined in the National Constitution, Article XI, Section 7. The Recording and Corresponding Secretary shall also: a.) Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter. Enter such minutes in a permanent record. b.) Be responsible for the distribution of the minutes to the General Council before the next regularly scheduled meeting and have the minutes available for review by the Membership of the Chapter. c.) Be responsible for the meeting attendance records of the Chapter. d.) Maintain for the Chapter the approved Fraternity Roll Book requiring the signatures of all Members at the time of the Member s induction. All members shall be numbered sequentially in the Chapter Roll. e.) Preside over the meetings of the Chapter in the absence of the President and Vice President. f.) Be responsible for all correspondence pertaining to the Chapter and Correspondence distribution to those designated. g.) Preserve, supply, and submit all National and Chapter forms, documents, records, the National Constitution, Chapter Bylaws, Fraternal Governance Document, The Ritual Ceremonies Book, and any other documents and supplies. h.) Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of the sheltering institution to ensure continued affiliation. i.) Be a voting member of the Executive Board. 9

11 D. Treasurer - The Treasurer shall adhere to the duties as outlined in the National Constitution, Article XI, Section 8. The Treasurer shall also: a.) Attend University financial workshops as required by the University, for use of oncampus funds. b.) Balance the books. c.) Announce weekly revenues and expenses. d.) Make a semester statement for the fraternity, outlining the budget. e.) Announce and collect dues by a set date. Collect money for events, in conjunction with appropriate committee. f.) Create a yearly budget and report it on Form 110. g.) Be responsible for depositing money. h.) Be responsible for managing the Chapter debit card. i.) Be a voting member of the Executive Board. E. Initiate Advisor(s) The Initiate Advisor(s) shall adhere to the duties as outlined in the National Constitution, Article XI, Section 9. The Initiate Advisor(s) shall also: a.) Be responsible for reviewing and updating the Initiate Program of the Chapter. b.) Be responsible for maintaining and upholding the integrity of the Initiate Program of the Chapter. c.) Be responsible for the planning and implementation of Initiation approved by the Members of the Chapter. d.) Maintain Initiate Facebook and keep them up to date by posting all event information. e.) Report Initiate activities and send a complete, detailed description of the Initiate Program to the National Headquarters by the specified due dates. f.) Report back to the Chapter weekly, with the progress the Initiates have made including whether each Initiate passed or failed each quiz. g.) Tend to the problems and concerns from Brothers about the Initiate class. h.) Make sure that the Chapter and Initiates follow the National Constitution s Anti-Hazing Policy. i.) Shall not choose a Little Brother while holding this position. They will rather serve as a Big Brother to all Initiates equally. j.) Work with the Recruitment Advisor to coordinate recruitment with Initiation. 10

12 k.) In conjunction with the Recruitment Committee, will agree upon a Big Brother to each new Initiate, and set up a time table for the Initiates to complete a set of interviews. l.) Be responsible for the passing of our history, both locally and Nationally to the Initiates. m.) Facilitate weekly meetings with the Initiates. n.) Help the Initiates throughout the process of Initiation by administering tests and planning activities. o.) Meet with the Initiates weekly to keep track of their progress and answer and questions or concerns the Initiates might have. p.) Plan and execute Induction, Ritual events, and initiate events. q.) Promote and instill in the Initiates the ideals of Phi Sigma Pi. r.) Work in conjunction with the Recruitment Advisor during the recruitment process. s.) Be a voting member of the Executive Board. F. Historian(s) The Historian(s) shall adhere to the duties as outlined in the National Constitution, Article XI, Section 10. The Historian(s) shall also: a.) Keep, collect, and preserve an accurate history of the chapter. b.) Provide the National Office with historical items of the Chapter at the close of the academic year at the Chapter's discretion. c.) Create a composite photo of the Chapter yearly if a majority of the Chapter wishes. d.) Act as an Initiate Co-Advisor. e.) Be responsible for the passing of our history, both locally and Nationally to the Initiates during weekly lessons. f.) Help to facilitate weekly meetings with the Initiates. g.) Help the Initiates throughout the process of Initiation by administering tests and planning activities h.) Be a voting member of the Executive Board. G. Parliamentarian The Parliamentarian shall adhere to the duties as outlined in the National Constitution, Article XI, Section 11. The Parliamentarian shall also: a.) Maintain order at all official chapter meetings and events. b.) Be responsible for maintaining and upholding Robert s Rules of Order. 11

13 c.) Be responsible, under review of the Executive Board without approval of the general assembly, for correcting grammar, spelling, punctuation, and any other mechanical errors in the Chapter Bylaws and Obligations, so long as the intent of the bylaw or obligation is not altered. d.) Know the number of members required to vote and the number of votes needed for specific items or topics to pass. e.) Protect the rights of all members as an unbiased mediator. f.) Have the newest edition of Robert s Rules of Order at all general business meetings. g.) Preserve duties according to the Constitution, Chapter Bylaws, and the National Operating Policy. h.) Be responsible for being knowledgeable of the Chapter Bylaws, National Constitution, and the Fraternal Governance Document. i.) Be responsible for reviewing all proposed amendments to the Bylaws of Obligations, ensuring they are constitutional. j.) Be a voting member of the Executive Board. H. Chapter Relations and Leadership Coordinator The Chapter Relations and Leadership Coordinator shall: a.) Maintain relations and contacts with other chapters of Phi Sigma Pi. b.) Provide the chapter with opportunities for inter-chapter events. c.) Update the chapter on National Phi Sigma Pi leadership opportunities including: Leadership Academy, Leadership in Action modules, Lunch and Learn Webinars, Tweet and Eats, etc. d.) Be the main facilitator for Leadership in Action modules. e.) Update the chapter on campus-wide leadership opportunities. f.) Be a voting member of the Executive Board. ARTICLE VIII:_Committees Section 2: Standing committees exist from year to year. A simple majority of the Members with voting rights present at the general Chapter meeting shall be required to elect committee heads. The standing committees include: A. Fundraising Committee: Plans all revenue making projects for the Chapter. B. Service Committee: Plans projects for the Chapter members to become involved within the University and surrounding communities. C. Social/Formal Committee: Plans social, recreational, the formal banquet and Brotherhood building events. 12

14 D. Awards and Scholarship Committee: Plans educational events that teach different skills to the Brotherhood and creates various Chapter awards. E. Sergeant at Arms: Responsible for collecting and posting all attendance lists from event chairs. F. Recruitment Committee: Responsible for assisting the Recruitment Advisor(s) in the planning and implementation of the Recruitment approved by the Members of the Chapter. G. Initiate Advisor Committee: Responsible for assisting the Initiate Advisor(s) in the planning and implementation of the Initiation approved by the Chapter. H. Public Relations Committee: Responsible for working with other Committee Chairs to improve Chapter image and influence on the campus and in the local community by advertising recruitment, specific events, and the success of the Brotherhood. Section 3: The Vice President shall have the authority to form special committees with approval of the Executive Board when the need arises. ARTICLE IX:_Committee Chairpersons Section 2: Except for the circumstances outlined in Article IX Section 2 of the Gamma Rho Chapter bylaws, Executive Council positions will be held for one (1) academic year. Any active Brother may hold an Executive Council position for one academic semester if they are graduating at the end of that academic semester (ex. A Brother graduating in December 2017 may hold an Executive Council position during the Fall 2017 semester). A. Should this situation occur, an election to fill the position the following semester will occur at least four (4) weeks before the end of the semester. B. The Brother graduating will be responsible for the formal transition of the Brother elected to their position before the end of the semester. Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: The chairperson of each committee will serve as a member on the Executive Council, which will help to advise the Executive Board on each committee's activities. The Executive Council will meet as needed. In the event of a chairperson's absence from a general meeting of the Chapter, it is the responsibility of the chairperson to deliver the weekly committee report to any Brother chosen by the Chairperson to be given at the weekly meeting. Every chairperson is required to hold at least one office hour per week. Chairpersons are required to complete an event evaluation for each event. This form shall be turned in to the Vice President no later than the following general meeting. Committee Breakout time may be used for the regular meeting time. The Chairperson of each committee is responsible for planning and implementing a minimum number of events per semester as stated in Article IX Section 9 of the Gamma Rho Chapter Bylaws. 13

15 A. If the required number of events for a committee is not implemented by the end of the semester, the Chairperson of the committee will attend the set appeal date to explain the circumstances to the Executive Board. The Committee Chairperson may be penalized by majority vote of the Executive Board. a.) Any Brother who fails to make minimum requirements because any event(s) were not implemented will not be penalized. Section 9: The duties of each Chairperson are as follows: A. Brother-At-Large The Brother-At-Large shall: a.) Act as a mediator for any disputes that may arise between Brothers b.) Respect the confidence of all Brothers and maintain neutrality in all matters relating to their position c.) Not serve in any other elected positions during their time in office to maintain neutrality d.) Plan at least one yearly retreat. B. Big/Little Relationship Coordinator(s) The Big/Little Relationship Coordinator(s) shall: a.) Act as a mediator for any disputes that may arise between a big and their little. b.) Assist Bigs and Littles with their transition into their roles. Assist with facilitating a beneficial and encouraging relationship between Bigs and Littles. c.) Place corresponding littles with their selected big(s) and vice versa in order for the best relationship to grow. C. Service Chair(s) The Service Chair(s) shall: a.) Be responsible for planning and implementing at least four (4) service events per semester, which shall be scheduled by the time the semester calendar is voted on. b.) Keep track of all service events and provide a sign-in sheet for each function. D. Fundraising Chair(s) The Fundraising Chair(s) shall: a.) B responsible for planning and implementing at least four (4) fundraising events per semester, which shall be scheduled by the time the semester calendar is voted on. b.) Keep track of all fundraising events and provide a sign-in sheet for each function. E. Social/Formal Chair(s) The Social/Formal Chair(s) shall: a.) Be responsible for planning and implementing at four (4) social events per semester, which shall be scheduled by the time the semester calendar is voted on. b.) Plan the annual Formal Banquet with the assistance of the Social/Formal Committee. 14

16 c.) With the assistance of the Fundraising Committee, plan and implement fundraising activities to obtain funds for the banquet. d.) Keep track of all social events and provide a sign-in sheet for each function. F. Awards and Scholarship Chair(s) The Awards and Scholarship Chair(s) shall: a.) Be responsible for various Chapter Awards. b.) Responsible for planning and implementing the Chapter of at least four (4) Scholarship events per semester which shall be scheduled by the time the semester calendar is voted on. c.) Keep track of all scholarship events and provide a sign-in sheet for each function. G. Sergeant at Arms The Sergeant at Arms shall: a.) Keep a record of each Active Member's attendance for each event. The chair of the event will supply each event's attendance list. b.) Announce the Brother with the most points at the end of the semester. c.) Shall chair the Ad Hoc Risk Management Committee. The committee will be active for the first six (6) weeks of the semester during which the Risk Management Program(s) will occur. Upon completion of the program(s), the committee will go inactive until the following semester. d.) Shall provide the Executive Board with an updated attendance record at least one week prior to the appeal date. e.) Shall present the Chapter with the risk management policy at the beginning of each semester. H. Alumni Chair The Alumni Chair shall: a.) Encourage Alumni involvement at all functions. b.) Keep Alumni informed by at least one letter per semester, including updated events and what the Gamma Rho Chapter has been doing. c.) Invite Alumni to Founder's Day and formal events each semester with a formal invitation. d.) Be responsible for alumni gifts to be presented at the Alumni Ceremony. I. Recruitment Advisor(s) The Recruitment Advisor(s) shall: a.) Be responsible for reviewing and updating the Recruitment Program of the Chapter. b.) Be responsible for maintaining and upholding the integrity of the Recruitment Program of the Chapter. 15

17 c.) Be responsible for the planning and implementation of the Recruitment approved by the Members of the Chapter. d.) Report Recruitment activities and send a complete detailed description of the Rush Program to the National Headquarters by the specified due dates. e.) Adhere to the duties as outlined in the National Constitution, Article X. f.) Make sure that the Brotherhood and the Initiates follow the National Constitution Anti- Hazing policy. g.) Work in conjunction with the Initiation Advisor, during the initiation process. h.) Keep track of all speakers and provide a sign-in sheet for each speaker event. i.) Insert a congratulatory advertisement in the Western Herald, listing every new member inducted into the Fraternity. One per semester is necessary. j.) Set each of at least three (3) rush events in conjunction with the Recruitment Committee, including planning the event, providing a sign-in sheet, and finding a location to hold the event. k.) Be an active recruiter for the Fraternity, including advertising in the campus newspaper, posters, and word of mouth. J. Public Relations Chair(s) The Public Relations Chair(s) shall: a.) Improve Chapter image and influence on the campus and in the local community by: i.) Advertising the name and brand Phi Sigma Pi. ii.) Update Brother of the Week on social media weekly. iii.) Advertise Recruitment throughout the campus community. iv.) Advertise Chapter Events throughout the campus community. v.) Advertise the success of individual Brothers via social media. b.) Properly recruit and educate new Members to ensure the future of the Chapter c.) Work with other committees and officers to advertise and plan events. d.) Use the Bernhard Center showcases each semester for recruitment and any events that the Gamma Rho Chapter organizes. e.) Apply for space at Bronco Bash every fall semester. K. Intramural Sports Chair The Intramural Sports Chair shall: a.) Act as team coach or appoint a team coach if personally unavailable during game times. 16

18 b.) Must organize teams, coordinate schedules and attend coach meetings. L. Western Student Association (WSA) Representative The WSA Representative shall: a.) Attend all regularly scheduled WSA meetings. b.) Obtain voting rights for the Chapter. c.) Act as a liaison between the Chapter and the WSA. ARTICLE X:_Chapter Finances The Gamma Rho Chapter shall levy any additional Chapter semester dues, in accordance with Chapter needs. Each member shall pay Chapter dues, as determined by the Gamma Rho Chapter, to the Treasurer no later than the third regular meeting. Any Active Member in the semester immediately preceding the present semester shall be considered an Active Member until the start of the third regularly scheduled meeting. At this time, the member shall be considered an Inactive Member until Chapter dues are paid in full or special arrangements have been made with the Chapter Treasurer. Section 2: Dues: Total $126 A. National Dues: According to National Obligations, Active and Locally Inactive Members of the Gamma Rho Chapter shall pay semester National Dues equal to the amount stated under National Dues on page 8 of the Fraternal Governance Document to Phi Sigma Pi National Headquarters, including any additional increases due to insurance premiums or other national due changes as required by the National Office. B. Local Dues: The Gamma Rho Chapter shall allocate funding from the monies collected. Active Members shall pay semester Chapter dues, totaling $ Each individual's Chapter dues will then be allocated according to the percentages stated below by the Chapter's Treasurer: a.) $14.00 (26.4%) shall go to Gamma Rho's general bank account to be used for the Chapter. b.) $10.00 (18.9%) shall go to the Initiation Banquet. c.) $10.00 (18.9%) shall go to the semester Rush shirt. d.) $4.00 (7.5%) shall go to the Rush Program. e.) $10.00 (18.9%) shall go to the Formal Committee. In the event of the Fall semester allocation not being used, the allocation will not rollover into the general account at the end of the semester. It will instead be allocated to the annual Formal Banquet. f.) $5.00 (9.4%) shall go to Inter-Chapter Coordinator for planning inter-chapter events, reimbursing brothers driving to other chapters events, etc. C. Initiate Dues: Initiates shall pay Initiate Dues, totaling $ At the third Initiate meeting $15.00 is due. The rest of the Initiate dues, $172.00, shall be paid no later than Induction. a.) $15.00 shall go to the Gamma Rho Chapter s Initiate Program. b.) $ shall go to Nationals. 17

19 Section 3: Section 4: Section 5: Section 6: Section 7: D. Although a committee may receive money through this allocation process, it is still eligible to receive money through the Gamma Rho Chapter general fund. The monies collected in the process may be assigned to other funds by a majority vote of the Active Brothers with voting rights. All Committee Chairpersons must submit a budget to the Treasurer by the third week of the semester. If a Chairperson does not submit a budget, the Gamma Rho Chapter does not guarantee reimbursement for any expenses incurred during the semester. A minimum balance of five hundred dollars ($500.00) or what is required by the financial institution shall be established for the treasury to ensure that a viable fund shall be on hand at all times to provide for emergency allocations that may occur. The Gamma Rho Chapter fiscal year begins July 1 st and ends the following June 30 th. The financial policies of the Gamma Rho Chapter shall be governed by a budget adopted at the beginning of each fiscal year. In order to ensure payment, members attending trips are required to pay a down payment of at least fifty percent (50%) of the expense. This payment is due at the meeting prior to the event. If the event occurs over the summer, the payment must be in by the last regularly scheduled meeting of the Spring semester, if possible. Accounts: A. For on-campus accounts, Phi Sigma Pi will follow and be subject to all University policies, procedure, and practices regarding student organization accounts and finances. B. Off-campus banking for non-university funds will be handled through PNC Bank. Section 8: In the event of dissolution of the Gamma Rho Chapter of Phi Sigma Pi National Honor Fraternity, either by operation of the law, action of the sheltering institution, action of the National Council, or action of the Grand Chapter, after the payment of all creditors, the Chapter's assets shall be distributed to the National Office as a donation to the Phi Sigma Pi National Honor Fraternity for use in the Richard Cecil Todd and Clauda Pennock Todd Tripod Scholarship fund. Phi Sigma Pi does not undertake the liabilities of the Chapter in the event of the Chapter s dissolution. ARTICLE XI:_Disciplinary Actions of the Chapter Section 2: Section 3: Section 4: Gamma Rho Chapter shall abide by federal, state, county, and municipal laws, and shall adhere to all Western Michigan University policies regarding student organizations. The Executive Board shall notify the Members accused and the official Chapter Advisor if there is to be a hearing to impeach, suspend, or expel a member of Phi Sigma Pi. The notice shall be sent by certified , and advise them of the time and place when the Gamma Rho Chapter shall hear the case. A member may be brought forth and possibly expelled before the National Council if said member transports an initiate member of the current semester and is the driver, via car or other mode. In the event of prior work commitments, class commitments, or extenuating circumstances, a brother is unreservedly excused from brother events, meetings, and formal ceremony requirements. An excused absence requires some form of proof and notification within one week of the conclusion of the event, meeting, or formal ceremony. 18

20 Section 5: Three-Strike Disciplinary System - a three-strike disciplinary system shall be implemented for all violations of brother requirements. A. This disciplinary system shall consist of the following: a.) Strike 1: Formal Warning - issued to the brother by means of an sent from the chapter Secretary. The formal warning must be issued within one week of the violation occurring. b.) Strike 2: Probationary Status - The brother must attend a regularly scheduled Executive Board meeting in which the offenses are discussed. The brother must attend said meeting within one week of being alerted to probationary status, unless otherwise discussed with the Executive Board. The brother must be informed of probationary status within one week of the second violation occurring, by means of an sent by the chapter Secretary. For brothers in their graduating semester, a second strike will result in an immediate expulsion hearing within one week of receiving notification of a second strike. c.) Strike 3: Expulsion Hearing (Refer to Article XI, Section 7) B. All strikes are only valid during the semester in which they are assigned. Extra events or consequences assigned at appeals must be fulfilled in the next active semester. C. The violations that may result in a strike include, but are not limited to: a.) Failure to attend How-to-PSP (if applicable) b.) Failure to attend Chapter Interviews c.) Failure to attend Pinning/Big Little Ceremony d.) Failure to complete Mid-Semester Review of Initiates e.) Failure to set up payment plans or pay dues in full by the deadline set by the Executive Board f.) Failure to attend meetings in which the chapter votes on Chapter Officers g.) Failure to attend meetings in which the chapter votes on Committee Chairs h.) Failure to attend meetings in which the chapter votes on Initiate Membership i.) Failure to attend and/or pay for Formal j.) Failure to attend the Induction Ceremony k.) Failure to attend the Alumni Ceremony l.) Failure to attend the Chapter Wrap-Up Meeting with National Chapter Consultant m.) Exhibiting behaviors unbecoming of a brother i.) An will be sent by the Secretary alerting the brother accused of the violation within one week of the Executive Board receiving the complaint. 19

21 ii.) If accused of exhibiting behavior unbecoming of a brother, the brother responsible will be immediately required to attend an Executive Board Meeting within one week. iii.) The Executive Board will be charged with determining the severity and validity of the claim and be responsible for collecting information regarding the incident from any involved parties. Pending the severity and validity of the claim, the Executive Board reserves the right to determine if the offense is strike worthy or requires an Expulsion Hearing. iv.) Failure to attend a pre-determined meeting with the Executive Board will result in an immediate Expulsion Hearing. v.) If strike-worthy events including, but not limited to, items (a) through (l) as defined above, are to be held on the same time and date, only one strike shall be applied for an unexcused absence. D. Appeals Procedure: Before the final regularly scheduled Chapter Business Meeting of each semester, the Executive Board will hold a formal appeal date. This will be the only opportunity at which Brothers accused of not attending the required number of initiate meetings, initiate events, committee events, weekly Chapter Business Meetings, not paying semester dues in full, or other violations throughout the semester may appeal to the executive board about the reasons for failure to fulfill requirements. a.) The reasons an Active Brother may be called to appeals include, but are not limited to: i.) ii.) Failure to attend two (2) social committee events. Failure to attend two (2) scholarship committee events. iii.) Failure to attend two (2) service committee events. iv.) Failure to attend two (2) fundraising committee events. v.) Failure to attend four (4) Initiate Meetings. vi.) Failure to attend two (2) Initiate Events. vii.) Missing four or more (4+) Brother Chapter Business Meetings viii.) Failure to attend one (1) Recruitment Information Night ix.) Failure to attend two (2) Recruitment Events. b.) The three levels of consequences assigned at appeals to Active Brothers are decided and assigned as follows and will be specified at the appeal meeting with the Executive Board. i.) Level 1: One to four (1-4) missed events/meetings = One (1) extra event next semester. ii.) Level 2: Five to nine (5-9) missed events/meetings = One (1) extra event next semester and one strike as outlined in the Three-Strike Disciplinary System. 20

22 iii.) Level 3 Ten or more (10+) missed events/meetings = Possible expulsion hearing. (see article XI, Section 7) c.) Brothers in their graduating semester are unable to graduate on probation. If a strike is assigned at appeals, totaling two (2) strikes for the semester, the graduating brother is automatically called to an expulsion hearing at the final Chapter Business Meeting of the semester. d.) The reasons a Partially Inactive Brother may be called to appeals include, but are not limited to: i.) ii.) Failure to attend one (1) social committee event. Failure to attend one (1) scholarship committee event. iii.) Failure to attend one (1) service committee event. iv.) Failure to attend one (1) fundraising committee event. v.) Failure to attend two (2) Initiate Meetings. vi.) Failure to attend two (2) Initiate Events. vii.) Missing four or more (4+) Brother Chapter Business Meetings. viii.) Failure to attend one (1) Recruitment Information Night. ix.) Failure to attend two (2) Recruitment Events. e.) The three levels of consequences assigned at appeals to partially inactive brothers are decided and assigned as follows and will be specified at the appeal meeting with the Executive Board. i.) Level 1: One to three (1-3) missed events/meetings = One (1) extra event next semester. ii.) Level 2: Four to five (4-5) missed events/meetings = One (1) extra event next semester and one strike as outlined in the Three-Strike Disciplinary System iii.) Level 3: Six or more (6+) missed events/meetings = Possible expulsion hearing. (see article X, Section 7) Section 6: Removal of Chapter Officers and Committee Chairs A. Chapter officers and committee chairs may be removed or suspended from office for failure to fulfill the duties of their respective offices. a.) The removal or suspension of chapter officers and committee chairs will be determined based upon the severity of the offense as determined by the trial board. 21

23 b.) The length of the suspension of chapter officers and committee chairs shall be determined by the trial board. B. A motion calling for impeachment or suspension must be seconded by an Active Member present at the time of the motion. This motion must be accepted by a two-thirds (2/3) vote of the Active Members present, with quorum, before any action can be taken. C. A trial board shall be convened to investigate the validity of the motion for impeachment or suspension. a.) The trial board shall give both the accused and the accuser equal time to present positions in relation to the case in order for the trial board to reach an objective decision. b.) The trial board shall consist of nine active brothers. Eight of which will be non-position holding brothers and one of which will be a member of the Executive Board. The makers of the motion for impeachment or expulsion are unable to be members of the trial board. D. After the trial board makes its recommendation, it shall take a two-thirds (2/3) vote of the Active Brothers present at the time of the impeachment hearing to remove the officer from their position. a.) If the accused is impeached, immediate resignation from the office shall be required. b.) If the accused is suspended, the suspension period will begin the day after the suspension hearing has concluded. Section 7: Membership Expulsion Hearing Procedure A. Expulsion shall be defined as permanent termination of membership in Phi Sigma Pi National Honor Fraternity. In addition, it refers to: a.) Removal from National Chapter Roster. b.) Termination of all benefits of membership in Phi Sigma Pi. c.) Inability to display the letters of Phi Sigma Pi. B. A two-thirds (2/3) vote by the Active Brothers present at an Expulsion Hearing, with quorum, is required to expel a Brother from the chapter following a period of questions and debate. C. Any brother may be called to an Expulsion Hearing in front of the Gamma Rho chapter by the Executive Board. a.) The reasons for Expulsion Hearings include but are not limited to: i.) Behavior unbecoming of a brother. ii.) Receiving a third strike in the three-strike disciplinary system. iii.) Receiving a second strike in the case of brothers in their graduating semester. iv.) Failure to attend the predetermined probationary meeting with the Executive Board. 22