CONSTITUTIONAL BY-LAWS OF TAU BETA SIGMA

Transcription

1 CONSTITUTIONAL BY-LAWS OF TAU BETA SIGMA OMEGA CHAPTER UNIVERSITY OF ARIZONA Revised: Spring 2014 by Parliamentarian: Nicholas Cohen In compliance with its charter rights and obligations, the Omega Chapter shall be subject to the rules contained in the Tau Beta Sigma National Constitution. 1. Name The name of this organization shall be Tau Beta Sigma This is the Omega Chapter of Tau Beta Sigma The organization is a student organization at the University of Arizona. 2. Objectives This chapter was adopted at this university on May 14 th The objectives of the organization shall be: 2.101a To promote equality and diversity, including empowering women, in music b To serve the University of Arizona Bands c To educate its members about the teachings of Tau Beta Sigma d To advocate the education and appreciation of music in the community The Omega chapter specific objectives shall be: 2.202a To develop leadership through active participation in the band program. 3. Membership Any student in a performing wind, percussion or auxiliary ensemble, hereafter known as a band, at the University of Arizona is eligible to be an Active member of Tau Beta Sigma To be an Active member of the Sorority a person must be initiated into Tau Beta Sigma, be a student at a college or university, be currently enrolled and actively participating in band, and

2 have paid yearly dues. The Active must also serve on at least one (1) Chapter committee All Active members must be enrolled in at least one (1) academic credit of coursework at a college or university Active members must also be enrolled in at least one (1) academic credit of a performing ensemble at the University of Arizona per academic year. Any exceptions must be approved by the Chapter and sponsor An Active member is expected to attend all functions of the Chapter a Those functions which are dictated by this constitution include the following: all meetings, the recruitment social, Midpoint Interviews, Finals, all rituals, Band Day, Family Weekend, and Spring Fling b Any service, social, fundraising, and candidate activity will be considered a function by a majority vote of the Active Chapter only when the function is approved two (2) or more weeks before the date of the function c If any Active member has three (3) or more unexcused absences per semester, she or he will be contacted by the chapter President to discuss her/his situation and then encouraged to become Conditional Active members are expected to attend a designated number of service and fundraising events, hereafter known as Activities a Active members shall be required to attend a minimum of two (2) service Activities per semester of which there will be at least four (4) opportunities created by the Vice President of Activities b Active members shall be required to attend a minimum of two (2) fundraising Activities per semester of which there will be at least four (4) opportunities created by the Treasurer c Active members shall be required to attend a minimum of one (1) Candidate-Active activities per semester of which there will be at least two (2) opportunities created by the Vice President of Activities or MOTS Active members will be given Progress Reports a minimum of three (3) times per semester, notifying them of their current attendance point totals at Service, Fundraising, and Candidate- Active events a Service points will be awarded for the attendance of a service event. One (1) point will be awarded per event.

3 3.107b Fundraising points will be awarded for the participation and execution of a fundraising event. One (1) point will be awarded for working one (1) shift at a fundraiser, one (1) point will be awarded for making baked goods for a bake sale, a half point (1/2) will be awarded for buying items at the Candidate Fundraiser, and a half point (1/2) will be awarded for participation in a Profit Share c Candidate-Active points will be awarded for the attendance of a Candidate-Active event. One (1) point will be awarded per event Active members are required to maintain a GPA of at least 2.0 at the University of Arizona. If the member fails to meet these requirements at the beginning of each semester, they will be encouraged to go Conditional a If an Active member transfers to the University of Arizona from a different institution, the member will be exempt from the grade check for the one (1) semester following the change of institution to give the opportunity to establish a new GPA A member who has not met the requirements for attendance at functions shall be placed on probation in accordance with section of the National Constitution. Probation shall consist of a written complaint brought against the Active by the Executive Council along with a consequence, which shall be removed upon completion of the guidelines set out in the complaint A member who has become delinquent in any obligations to the Chapter or who displays conduct in violation of National, District, or Chapter policies may be placed on probation in accordance with the National Constitution If an Active member is unable to attend any of the events specified in 3.105, the Active member must be excused by chapter, or within 24 hours by the secretary, and will provide a proxy if needed. Emergencies will be dealt with by the executive council a If an Active member fails to meet this requirement, the absence will be considered unexcused unless approved by the Executive Council. An approval will require a majority vote of and thorough examination by the Executive Council considering extenuating circumstances volunteered by the Active member in question b An Active member is allowed five (5) excused absences per semester. If any Active member has six (6) or more excused absences per semester, she/he will be contacted by the chapter President to discuss her/his situation and encouraged to become Conditional If a member has conflicts with work or class schedules that prevent the member from full participation in Activities or functions, she/he shall be encouraged to go Conditional in

4 accordance with the National Constitution After enforcing by-law 5.105, former Active members who are enrolled in school but do not pay member dues will be classified as Inactive members in accordance with the National Constitution If a member has been delinquent in paying a fee by more than two (2) weeks, the Executive Council shall vote to put a member on probation in accordance with the National Consitution Honorary membership may be extended to persons demonstrating outstanding ability, devotion, and/or accomplishment in music in accordance with the National Constitution Alumni Membership - refer to National Constitution heading a If a member who has gone Alumni wishes to return to Active status upon re-establishing ties with the University, a 2/3 vote of approval by the current Active Chapter and approval from the Chapter sponsor shall be required to return to Active status Life Membership - refer to the National Constitution heading Conditional Membership refer to the National Constitution heading a If an Active member has not been enrolled in such an ensemble as described in section for at least one (1) semester during the academic year, she/he should be encouraged to move to Conditional status by the chapter President b If a member wishes to become Conditional past the first three (3) weeks following the opening of the Chapter, they must submit a request for Conditional Status to the Executive Council. The request must be approved by a simple majority vote of Active Chapter. 4. Officers Each officer shall be an Active member of the sorority in good standing at the time of election and in consistent good standing during the term of office. Each officer shall possess more than ordinary business ability and shall be capable of representing the Chapter under all conditions. Each officer shall have the best interest of the sorority at heart and be willing to devote the necessary time to the execution of the office An officer must be enrolled in a performing ensemble at the University of Arizona for each semester of their term in office. In the event that an officer cannot enroll in the band due to a class schedule of subjects required for graduation, the person elected can continue as an officer for that academic term, with the approval of the Chapter. In this event, if this officer does not enroll in band the following academic term, the individual is automatically dropped

5 as an officer If an elected officer of the Chapter is unable to attend a meeting or a function, the elected officer shall have their absence voted on by the Chapter. If an elected officer misses three (3) or more meetings and/or functions without notice, she/he must meet with the rest of the Executive Council to discuss remaining in their office Officers shall maintain a GPA of at least 2.5 throughout their term of office. If her/his GPA does not meet this requirement at the beginning of each semester, the officer will be asked to resign The elected officers of this Chapter shall be President, Vice President of Membership, Vice President of Activities, Treasurer, Secretary, Alumni Secretary, and Historian. An appointed position may be the Parliamentarian, as chosen by the Executive Council and approved by the President Qualifications A nominee shall be an Active member and have met active requirements and have paid all monetary dues A nominee for office shall have a GPA of at least 2.5 at the time of nominations A member elected to the office of President must have been an Active member of the Chapter at least one (1) year prior to elections a A nominee for the office of President must have held at least one other officer position for at least one (1) semester within the Chapter prior to the time of nomination A member elected to the office of Vice President of Membership, Vice President of Activities, Moderator of the Sisterhood, Secretary, Alumni Secretary, Treasurer, or Historian must have been an Active member of the Chapter at least one (1) semester prior to elections Each officer shall serve a period of one (1) term (December to December) and no more than two (2) full terms in any one office Elected and appointed officers of the organization must be enrolled in at least seven (7) academic credits at the University of Arizona. Any irregularities may be forwarded to the University's Co-Curricular Activities Review Committee pending a majority vote of the Chapter supporting the officer in question s continuance of the office despite enrollment discrepancies Vacancies and Impeachments

6 4.301 The Presidential line of succession shall be President, Vice President of Membership, Vice President of Activities, Treasurer, Secretary, Alumni Secretary, Historian, then Parliamentarian (If appointed). Should a vacancy arise in any office the next officer in line will assume the duties of the vacated office, in addition to their own, until a new officer is chosen For good cause, and after written notice and an opportunity to respond to the charges, an officer may be removed from office by a unanimous vote of the remaining officers and a two-thirds (2/3) favorable vote of Active Chapter Vacancies in the offices shall be filled by special election at the end of the second regular meeting after the vacancy occurs, which shall follow the general procedures of regular elections The retiring administration is required to pass all materials relevant to the functioning of his/her office in a timely manner following elections Duties of Officers PRESIDENT: The President shall preside at all meetings. She/he shall appoint all committees, committee chairpersons, and be an ex-officio for each committee. She/he shall sign all checks, contracts, and other instruments of business. The President shall check the current GPAs of Active members and officers through the ASUA Dean of Students Office and Center for Student Involvement and Leadership. She/he shall also be designated as the official representative of the Chapter VICE PRESIDENT OF MEMBERSHIP: The Vice President of Membership shall be responsible for making a list of qualified persons for candidacy. The Vice President of Membership shall be responsible for the training of all candidates and keep the Chapter informed of their progress. She/he shall perform the duties of President in her/his absence. The Vice President of Membership shall oversee the Membership Committee VICE PRESIDENT OF ACTIVITIES: The Vice President of Activities shall be responsible for creating and organizing service projects. She/he will also work jointly to organize joint social activities. The Vice President of Activities shall oversee the Activities Committee MODERATOR OF THE SISTERHOOD: The Moderator of the Sisterhood shall be responsible for promoting and maintaining strong bonds of sisterhood within the chapter. She/he shall organize sisterhood events, bonding activities, and the Sisterhood Retreat. She/he shall assume the role of mediator in conflicting matters between sisters. She/he shall be responsible for the preparation of Ritual. She/he shall be responsible for all post-membership lessons to Actives. She/he shall plan all Candidate/Active activities. The Moderator of the Sisterhood

7 shall oversee the Sisterhood Committee and the Ritual and Regalia Committee TREASURER: The Treasurer shall manage all the finances of the Chapter, submit reports and recommendations concerning financial matters when necessary, sign all checks for the money disposed, and be responsible for the collection of dues, fines, and other monies. At the closing of each term the Treasurer shall have the financial records of the Chapter audited through the Office of Student Programs. She/he shall be responsible for the ordering of regalia from the National Office. The Treasurer shall oversee the Ways and Means Committee SECRETARY: The Secretary shall maintain a permanent record of each member in Chapter, record the minutes of joint and separate meetings and post them within three (3) days to the proper listserv via . She/he shall be responsible for all Chapter correspondence including any to the National Office, if the President deems it necessary. The Secretary shall be responsible for the maintenance of the website. The secretary shall also be responsible for the planning and execution of receptions. The Secretary will also distribute Progress Reports a minimum of three (3) times per semester ALUMNI SECRETARY: The Alumni Secretary shall maintain a permanent record of all Alumni. She/he shall be responsible for the creation and distribution of the Alumni newsletter, for communicating activities and events with Alumni, as well as sending out invitations to degrees. The Alumni Secretary shall maintain contact with the present Honoraries. She/he shall also implement activities involving Alumni. The Alumni Secretary shall oversee the Alumni Committee HISTORIAN: The Historian shall be responsible for maintaining a written and pictorial record of Chapter and band activities. She/he shall contact perspective Honoraries as deemed by chapter. The Historian shall oversee the History Committee PARLIAMENTARIAN: The Parliamentarian shall serve as counsel to the officers of the Chapter in matters concerning the Chapter separate and joint bylaws, Western District separate and joint bylaws, the National Constitution of Tau Beta Sigma, and Roberts Rules (most updated edition). She/he shall revise the bylaws every even numbered Spring semester. The Parliamentarian shall also maintain order during Chapter meetings and ensure that proper dress code be maintained for ritual functions and other appropriate occasions. 5. Finances The Omega Chapter of Tau Beta Sigma is a not-for-profit organization 501(c) Dues shall be determined by the Chapter but shall include all annual membership fees as determined by the National Chapter and payable to Tau Beta Sigma Sorority on or before

8 September 30 of each year a Membership dues will be collected by the Tau Beta Sigma Omega chapter treasurer on the third week of the Fall semester b Failure to pay the dues or set up a payment plan by the determined collection date will result in a ten (10) dollar late fee in addition to the total membership dues c Failure to pay dues or set up a payment plan by the meeting before September 30th (if meeting falls on the 30th, then the meeting on the 23rd) will result in being made an inactive member of Tau Beta Sigma Omega Initiation fees shall be fees required by the National Office plus a Chapter fee and shall be paid within one (1) week after Third Degree. New Initiates may establish a payment plan with the Treasurer within one (1) week after Third Degree The Chapter shall pay for the initiation dues and Third Degree dinner costs for all newly initiated Honorary members The voting rights of those Active members who hold outstanding debts for more than one month overdue shall be withheld until arrangements for payment have been made. If after a set amount of time, determine by chapter, to make a payment or payment plan while voting rights are withheld, the executive council will then refer to by-law All elected officers must submit a proposed budget for the semester no later than the fourth separate meeting of the semester A specific member or members designated by this organization shall be responsible for payment in full of all debts accumulated by the organization not covered by funds on deposit. 6. Committees Standing committees shall be: Activities/Service, Alumni, Ways and Means, History, Membership, Publications, Sisterhood/Ritual, Music, and District All committees and their chairpersons shall be appointed by the President and shall consist of as many members as the President deems necessary. Standing committee members shall serve for one (1) semester and may be reappointed Committees shall be required to meet as needed, at the discretion of the President, chairperson, or the officer overseeing the committee.

9 104. ACTIVITIES/SERVICE: The Vice President of Activities shall oversee this committee a The committee shall be responsible for assisting the Vice President of Activities in organizing joint and separate activities, as well as creating and implementing new activities ALUMNI: The Alumni Secretary shall oversee this committee a The committee shall be responsible for assisting the Alumni Secretary in maintaining contact with alumni regarding rituals and chapter events b The committee shall be responsible for assisting the Alumni Secretary in compiling and distributing an alumni newsletter WAYS AND MEANS: The Treasurer shall oversee this committee a The committee shall be responsible for assisting the Treasurer in organizing chapter fundraising projects, of which there will be a minimum of four (4) per semester HISTORY: The Historian shall oversee this committee a The committee shall assist the Historian with keeping a written and pictorial record of all chapter and Arizona Bands events. They may also choose to produce a presentation to the membership each calendar year MEMBERSHIP: The Vice President of Membership shall oversee this committee a The committee shall assist the Vice President of Membership in the planning of activities for candidates b The committee shall assist the Vice President in the education of the candidates PUBLICATIONS: The Secretary shall oversee this committee a The committee shall be responsible for the creation of the Leaky Bugle and for sending submissions to the Accent and the Podium. The committee will also help create or contribute to other publications as needed SISTERHOOD/RITUAL: The Moderator of the Sisterhood shall oversee this committee a The committee shall be responsible for creating and implementing sisterhood activities including the participation in sisterhood week and executing Experience.

10 6.112a The committee shall be fully versed in the preparation and execution of the Ritual and assist the Moderator of the Sisterhood in preparation of the Ritual room MUSIC COMMITTEE: The Historian shall oversee this committee a The committee shall be responsible for the Chapter s involvement in music and related activities DISTRICT COMMITTEE: The President shall oversee this committee a The committee shall be responsible for submitting nominations for District and National awards b The committee shall work with the Vice-President of Activities to assist with the planning and execution of National and District programs c The committee shall keep the chapter updated on any National and District programs and encourage the chapter s participation in them LEADERSHIP COMMITTEE: The Parliamentarian shall oversee this committee a The committee shall be responsible for implementing leadership programs in the chapter a The committee may organize a leadership retreat with assistance from the President. 7. Meetings A quorum shall consist of fifty (50) percent plus one (1) of all Active members with at least three (3) officers present. A quorum is necessary to conduct business of the meeting Regularly called meetings of the Chapter shall be held at the discretion of the members. Joint meetings shall be held once a week, time dependent on the semester. Separates shall be held following joints Special meetings may be called at the discretion of the President and fifty (50) percent vote of the Chapter officers or a seventy-five (75) percent vote of the Chapter membership Officer meetings shall be held at the discretion of the President All voting shall be subject to the rules of Parliamentary Procedure All Active members, except the President, shall have one (1) vote on each motion at all

11 meetings of the Chapter. The President shall only vote when the vote is by secret ballot, or when his/her vote will affect the result JOINT MEETINGS: Meetings will follow the rules of Joint Assembly for Kappa Kappa Psi and Tau Beta Sigma, Omega Chapters Amendments to these Rules must follow the guidelines prescribed within the Rules of the Joint Assembly. 8. Ritual Dress Code WOMEN: Active members shall wear either solid white or off white dresses, skirts, and/or tops a Skirts or dresses are preferred. Hemlines should touch the knee when standing. Clothing should be of a non-revealing nature and in good taste at the discretion of the Parliamentarian. Professional slacks or capris are acceptable. Heeled and no heeled formal solid white, off white, metallic or gold dress shoes are acceptable footwear b Heavily applied make up is inappropriate to the seriousness of the situation MEN: Active members shall wear a white or blue long-sleeved shirt, professional slacks with a belt, and dress shoes. If a tie is worn, it must also be white, blue, or black Candidates shall follow these guidelines, with the exception that they are to wear concert black attire Active members shall decide as a chapter if colored accessories may be worn for second degree. 9. Candidacy Prospective candidates will be considered upon attitude, interest, and cooperation in the band At least one (1) function will be held each semester to provide an opportunity for the Active members to become familiar with prospective candidates A cumulative grade point average of 2.0 or better is necessary to consider a person for candidacy. First semester freshmen shall be considered for candidacy based on the discretion of the Chapter A three-fourths (3/4) vote of the total eligible voting membership of the Chapter shall be required to elect a person to membership candidacy. A bid shall be extended to those persons receiving such a vote.

12 9.105 If a candidate fails to meet the requirements of the Chapter or the Membership Education Program, a motion to terminate that member s candidacy may be entertained. A two-thirds (2/3) vote of the Chapter s total eligible voting membership shall be required to terminate said candidacy Candidate and prospective mothers shall be Active members of the Chapter who shall act as a counselor for a candidate (Daughter or Son); shall be responsible for paying mother's dues (of the candidates for Tau Beta Sigma) and the purchasing of meals after rituals during candidacy a Candidate and prospective mothers shall be Active members who have met the Active requirements as specified in Section in the previous semester b If a potential mother was conditional the previous semester, the mother must have met active requirement in their most recent active semester When the chosen mother is found to be negligent or unfulfilling in their motherly duties, their status as a mother may be brought to question by the Executive Council. The Executive Council will present them with a list of grievances; the mother will have a week s time to respond to the charges before the Executive Council votes on the issue EDUCATION: The program prescribed for the candidates to learn about Tau Beta Sigma is called the Membership Education Program Candidate meetings shall be held at least once a week. The times of these meetings shall be arranged by the candidate class and the Vice President of Membership Candidate exams shall be standardized and given at regularly scheduled meetings. A score of ninety (90) percent or better must be achieved to consider the exam passed Candidates must score ninety (90) percent or better on the final and all candidate exams. Upon the third (3) failed test and after all additionally failed tests, the VPM shall move to terminate her/his candidacy Candidates must attend at least three (3) Active meetings during his/her candidacy and are encouraged to attend all meetings. Candidates are expected to attend all candidate activities and functions of the Chapter If a candidate is unable to attend a function, the candidate shall discuss their absence with the Vice President of Membership who will then discuss it with chapter, at least 24 hours prior to function. In the case of an emergency, the candidate will discuss their absence with the Vice President of Membership and their mother. If the candidate fails to meet this requirement, the

13 absence will be considered unexcused unless approved by the Vice President of Membership If a candidate has three (3) or more unexcused absences and/or has missed 30 percent of all functions (including but not limited to those specified in and 3.106) by the fourth week of candidacy, these absences shall be discussed with the Active Chapter If a candidate has three (3) or more unexcused absences from functions, the Vice President of Membership shall move to terminate their candidacy Candidates are encouraged to complete a candidate book, containing all active chapter bios, and any quests or question given to them throughout their process. Guidelines fro this are listed in the Membership Education Program Candidates shall complete the previously listed requirements on or by Finals unless otherwise notified by the Vice President of Membership Active members may be DOSAs to candidates. Alumni and conditional members may be DOSAs to candidates at the discretion of the chapter. 10. Amendments The bylaws of the Omega Chapter must be approved by a two-thirds (2/3) vote of the Chapter. A copy shall be submitted to the National Office with the Chapter Summary Report by July 1 of even numbered years. Another copy must be submitted to ASUA. 11. Other STATEMENT OF NON-DISCRIMINATION: This organization shall not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or gender identity in any of its policies, procedures, and practices. This policy will include, but is not limited to recruiting, membership, organization activities, or opportunity to hold office STATEMENT OF NON-HAZING: This organization will not conspire to engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm or personal degradation, or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.

14 STATEMENT OF COMPLIANCE WITH CAMPUS REGULATIONS: This organization shall comply with all University and campus policies and regulations, in addition to all local, state, and federal laws.