Bylaws Of The Iowa State University Collegiate Panhellenic Council

Transcription

1 Bylaws Of The Iowa State University Collegiate Panhellenic Council Revised: September 2013 Office of Greek Affairs Phone: Fax:

2 Article I: Name Article II: Object Article III: Membership Section 1: Membership Classes Section 2: Chapter Distinction Section 3: Privileges and Responsibilities of Membership Section 4: Representation Section 5: Voting Article IV: Officers and Duties Section 1: Officers Section 2: Eligibility Section 3: Application Section 4: Selection of Officers Section 5: Office-Holding Limitations Section 6: Nomination Procedure Section 7: Term Section 8: Removal Section 9. Vacancies Section 10. Presidential Vacancy Section 11: Duties of Officers Article V. The Panhellenic Community Section 1: Authority Section 2: Composition and Privileges Section 3: Selection of Delegates and Alternates Section 4. Delegate Vacancies Section 5: Regular Meetings Section 6: Annual Meeting Section 7: Special Meetings Section 8: Quorum Section 9: Vote Requirements Article VI. The Executive Board Section 1: Composition Section 2: Duties Section 3: Regular Meetings Section 4: Special Meetings Section 5: Quorum Article VII: The Panhellenic Advisor Section 1: Appointment Section 2: Authority Article VIII: Committees Section 1: Standing Committees Section 2: Appointment of Committee Membership Section 3: Judicial Board Section 4: Membership Recruitment Committee Section 5: Public Relations Committee [GREC]

3 Section 6: Emerging Greek Leadership Council Article IX: Finances Section 1: Fiscal Year Section 2: Contracts Section 3: Checks Section 4: Payments Section 5: Dues Section 6: Payment Plan Section 7: Controlled Substances Section 8: Fees and Assessments Article X. Extension Section 1. Extension is the process of adding an NPC women s fraternity Section 2. Voting rights Article XI. Violation Resolution Section 1. Violation Section 2. Informal resolution Section 3. Judicial process Article XII. Hazing Section 1: Hazing Section 2: Definition Article XIII. Parliamentary Authority Article XIV. Amendment of Bylaws Article XV. Dissolution

4 Appendix 1: Code of Ethics Appendix 2: Order of Business Section Section Appendix 3: Collegiate Panhellenic Council Election Procedure Section 1: Election Procedure Section 2: Nomination Procedure Section 3: Speaker Procedure Section 4: Discussion Procedure Section 5: Voting procedure Appendix 4: Risk Management Section 1: Alcohol and Drugs Section 2: Appearance Section 3: Sexual Abuse and Harassment Section 4: Fire Health and Safety Section 5: Enforcement Appendix 5: Collegiate Panhellenic Council Events Policy Section 1: Purpose Section 2: Definition of Terms Section 3: Event Types Section 4: Registration of Social Events Section 5: Requirements of All Social Events Section 6: Requirements of all Social Events with Alcohol Section 7: Requirements of Philanthropy and Community Service Events Section 8: Serenade Policy Section 9: Enforcement Section 10: Good Faith Appendix 6: Philanthropy and Community Service Appendix 7: Collegiate Panhellenic Recruitment Code of Ethics Appendix 8: Administration of Membership Selection Section 1: An early Fall Recruitment shall be held Section 2: Quota-Total System Section 3: The preferential bidding system shall be used Section 4: Continuous Open Biding Section 5: Chapter Total Section 6: Representation Section 7: Code of Ethics Section 8: Advising Appendix 9: Panhellenic Recruitment Rules Section 1: General Guidelines Section 2: Greek Getaway Mechanics Section 3: Recruitment Mechanics Section 4: Major Agreements Section 5: Minor Agreements Section 6: Structure of Formal Recruitment Sessions

5 Section 7: Bid Day Section 8: Informal Recruitment Open House Section 9: Recruitment Counselors Section 10: Sanctions Appendix 10: Pledging and Initiation Appendix 11: Iowa State University Fraternal Award of Excellence Section 1: Good Standing Appendix 12: All Greek Judicial Board Constitution Section 1: Purpose Section 2: Jurisdiction Section 3: Ethical Expectations Section 4: Membership Section 5: Violations Procedure Section 6: Hearing Process Section 7: Agreed Resolutions Section 8: Definition of Possible Sanctions Section 9: Appeal Process Section 10: Chapter Rights and Responsibilities Section 11: Good Faith Appendix 13: Constitution of the Emerging Greek Leadership Council Emerging Greek Leadership Council Mission Statement Section I: Members Section 2: Officers Section 3: Meetings Section 4: Policies Section 5: Amendments Section 6: Legislation Appendix 14: Constitution of the Greek Relations Executive Council Greek Relations Executive Council Mission Statement Section 1: Membership Section 2: Directors Section 3: Meetings Section 4: Policies Section 5: Amendments

6 Article I: Name The name of this organization shall be the Iowa State University Collegiate Panhellenic Council. Article II: Object The object of the Iowa State University Collegiate Panhellenic Council shall be to develop and maintain women s fraternity life and Interfraternity relations at a high level of accomplishment and in so doing to: A. Consider the goals and ideals of member groups as continually applicable to campus and personal life. B. Promote superior scholarship and basic intellectual development. C. Cooperate with member women s fraternities and the university/college administration in concern for and maintenance of high social and moral standards. D. Act in accordance with National Panhellenic Conference (NPC) Unanimous Agreements, resolutions and policies. E. Act in accordance with such rules established by the Panhellenic Council as to not violate the sovereignty, rights and privileges of member women s fraternities. Article III: Membership Section 1: Membership Classes There shall be three classes of membership: regular, provisional and associate. A. Regular membership. The regular membership of the Iowa State University Collegiate Panhellenic Council shall be composed of all chapters of NPC fraternities at Iowa State University. Regular members of the College Panhellenic Council shall pay dues as determined by the College Panhellenic Council. Each regular member shall have voice and one vote on all matters. B. Provisional membership. The provisional membership of the Iowa State University Panhellenic Council shall be composed of all colonies of NPC fraternities at Iowa State University. Provisional members shall pay no dues and shall have voice but no vote on all matters. A provisional member shall automatically become a regular member upon being installed as a chapter of an NPC fraternity. C. Associate membership. Local sororities or national or regional non-npc member groups may apply for associate membership of the Iowa State University Panhellenic Council. a. The membership eligibility requirements and the process for submitting an application and approval of the application shall be determined by the Panhellenic Council. 5

7 b. Associate members shall pay dues as determined by the Collegiate Panhellenic Council. c. An associate member shall have voice and one vote on all matters except extensionrelated matters and, if they are not participating in the formal recruitment process, they shall not have a vote on recruitment rules and establishment or modification of Panhellenic total. d. An associate member may be expelled for cause by a majority vote of the Panhellenic Council. e. An associate member shall not be entitled to vote on the question of its expulsion. Section 2: Chapter Distinction A. Regular Membership Alpha Chi Omega Alpha Delta Pi Alpha Gamma Delta Alpha Omicron Pi Chi Omega Delta Delta Delta Delta Zeta B. Associate Membership Alpha Sigma Kappa Gamma Phi Beta Kappa Alpha Theta Kappa Delta Kappa Kappa Gamma Pi Beta Phi Sigma Kappa Phi Beta Chi Section 3: Privileges and Responsibilities of Membership A. Duty of compliance. All members, without regard to membership class, shall comply with all NPC Unanimous Agreements and be subject to these Iowa State University Panhellenic Council bylaws, code of ethics and any additional rules this Panhellenic Council may adopt unless otherwise prescribed in these bylaws. Any rules adopted by this Panhellenic Association in conflict with the NPC Unanimous Agreements shall be void. B. Academics. All member and associate chapters will maintain an average 2.0 GPA in accordance with Iowa State University policy. Those chapters falling below a 2.0 GPA will be subject to action deemed appropriate by Iowa State University Student Activities Center. Chapters who fall below the all women s average GPA of Iowa State University will be required to participate in the Greek Academic Achievement Plan (GAAP) done through the Vice President of Scholarship and Iowa State University s Academic Success Center. a. Iowa State University Honor Code. Collegiate Panhellenic Council at Iowa State University adopts the Iowa State University Academic Misconduct policy that reads as follows: The entire academic community at Iowa State University is responsible for maintaining high standards of academic integrity in research and scholarly activities in an effort to prevent academic misconduct. It is important to recognize that academic misconduct involving deception must carefully be distinguished from 6

8 honest error and differences in judgment which are intrinsic parts of research and scholarly activities. ( C. All Member Sororities. a. All chapters will be recognized organizations in good standing with the Iowa State University Student Activities Center b. All chapters must have internal risk management policies addressing alcohol, social functions, and hazing. c. All chapters must have an internal scholarship program. d. All chapters will pay annual dues. e. Application for membership process is followed as outlined in the University Committee on Fraternities and Sororities D. Provisional and Associate member sororities a. Provisional member sororities may not hold an executive office on Collegiate Panhellenic Council b. Associate member sororities will have voice and vote in Panhellenic business matters, excluding NPC extension and formal recruitment items. c. Associate member sororities may hold positions on the Collegiate Panhellenic Council Executive Board with the exception of Recruitment Executive Council: the President, Vice President of Judicial Affairs, Vice Presidents of Recruitment, Vice President of Finance, Vice President of Member Development, Vice President of Recruitment Counselors positions. d. Associate member sororities do not participate in formal recruitment with the exception of the open house round. Associate member sororities shall recruit using continuous open recruitment procedures outlined in Appendix 9. e. Associate member sororities are allowed and expected to participate in all Panhellenic Council programming. They are also eligible to apply for all honoraries and awards. Section 4: Representation All member sororities will appoint two members as Panhellenic Representatives. Member and associate sororities must send a substitute delegate if the registered representative is unable to attend. If delegates are not able to attend, they need to contact the Vice President of Public Relations 48 hours prior to their absence. The only excused absence is for initiation purposes, other reasons are up to the President and the Vice President of Public Relations to deem appropriate. 7

9 Section 5: Voting Only member and associate member sororities will have voting privileges. A. Each member and associate member sorority is allowed one vote, and the voting representative will be identified to the Vice President of Communications during roll call. B. Each member and associate member sorority present at the meeting will have voting privileges provided that the sorority is in good standing. a. Attendance at two previous meetings. b. Member and associate member sorority has two representatives present on day of voting. c. For proposals deemed important by the Executive Council, it is strongly suggested chapter Presidents are present during voting. C. A chapter can vote Pass, No Pass, or Abstain. Voting will consist of one of the following: a. Secret ballot b. Show of hands c. Verbal confirmation through roll call Article IV: Officers and Duties Section 1: Officers The officers of the Iowa State University Panhellenic Association shall be President, Vice President of Judicial Affairs, Vice President of Risk Management, Vice Presidents of Recruitment, Vice President of Public Relations, Vice President of Scholarship, Vice President of Finance, Vice President of Community Service and Philanthropy, Vice President Membership Development, and Vice President of Recruitment Counselors. Section 2: Eligibility A. Eligibility to serve, as an officer shall depend on the class of membership: a. Regular membership. Members from women s fraternities holding regular membership in the Iowa State University Collegiate Panhellenic Council shall be eligible to serve as any officer position. b. Provisional membership. Members from women s fraternities holding provisional membership in the Iowa State University Collegiate Panhellenic Council shall not be eligible to serve as an officer. c. Associate membership. Members from women s fraternities holding associate membership in the Iowa State University Collegiate Panhellenic Council shall be eligible to serve as an officer except president or the officer in charge of recruitment. B. Applicants will be deemed ineligible if they will serve on the following positions during their term on the Collegiate Panhellenic Executive Council. 8

10 a. Homecoming Central Committee b. Greek Week Central Committee c. President of their Chapter d. Recruitment Chair of their Chapter Section 3: Application All candidates seeking office, except the GSB Representative, will submit a written application to the Panhellenic Council and present a short oral presentation to the Council. The GSB Representative will be selected in accordance with GSB law (GSB Constitution Article II, Sections B and C, Bylaws ). Section 4: Selection of Officers A. Slating Process Procedure a. Applications and job descriptions will be made available at a predetermined date by the Collegiate Panhellenic Executive Council and sent out to all Panhellenic chapters. b. Applications will be due on a date communicated by the Executive Council. c. The Executive Council will form a Selections Committee to review all application materials and conduct all slating interviews two weeks prior to elections. B. Defining the slate a. The slate will consist of a formal recommendation of candidate(s) from the Selections Committee for the upcoming Executive Council elections. C. The Selections Committee shall consist of: a. Collegiate Panhellenic Council Graduate Advisor (required) b. Vice President of Judicial Affairs c. Executive Council officer(s) of the position being interviewed. d. Nominated current Chapter President e. One alternate, to be chosen by the Selection Committee as seen appropriate D. The Vice President of Judicial Affairs will be the chair of the Selection Committee. E. The Panhellenic President will fill in for the Vice President of Judicial Affairs if the Vice President of Judicial Affairs chooses to run for an Executive Council position or in any situation the Slating Committee deems appropriate F. The current Chapter President on the committee will be elected by all Panhellenic presidents, and will not be of the same affiliation of the Vice President of Judicial Affairs or the current Panhellenic President. Presidents who are running for an Executive Council office are ineligible to be on the Selection Committee. G. The slate can consist of any number of candidates for a position, including zero, and this number is at the discretion of the Selections Committee. The Selections Committee will 9

11 interview all candidates and vote whether or not to include each candidate for the slate based on a majority vote. a. The Selection Committee Members that are eligible to vote include the Collegiate Panhellenic Council Graduate Advisor, Vice President of Judicial Affairs, Current Chapter President and/or Collegiate Panhellenic Council President b. In the event of a tie vote by the Selections Committee, the Vice President of Judicial Affairs will cast the deciding vote for placing the candidate on the slate based solely on the applications for the position. c. The Panhellenic chapters do not have to approve the slate candidates presented by the Selections Committee. H. The slate will be announced a week before elections at the delegate meeting after all candidates have been interviewed. I. Any candidates who did not participate in the slating process and that are considering running from the floor must notify the Vice President of Judicial Affairs the Tuesday prior to the elections meeting so that grade checks can be completed. J. Election Meeting a. At the meeting of elections, all candidates for each Executive Council position will present her platform to the Panhellenic chapters with a five-minute time limit. b. The Panhellenic chapters will be allowed to ask questions to the candidate after the five-minute speech has been completed. c. Each candidate will be allowed up to two supporting spokespersons for her position, each with a two-minute time limit. Each candidate must leave the room during the supportive speeches. d. The Vice President of Judicial Affairs will be responsible for distributing each slated applicant s application to each chapter after the slate has been selected. e. Each candidate must leave the room during the supportive speeches. f. Following the presentation of all candidates platforms and supportive speeches, all candidates will be asked to leave the room. The floor will then be open for discussion for five minutes for on each of the Executive Council positions. K. A majority vote of the quorum from the Panhellenic chapters is needed for approval of the candidate from the election meeting. a. If a majority vote is not attained, the top two vote getters will have a runoff election in which a majority will be necessary. b. If the top two vote-getters tie two consecutive times, the current Executive Council and the current CPC Graduate Advisor will vote to determine the elected candidate Section 5: Office-Holding Limitations 10

12 No more than 3 member(s) from the same women s fraternity shall hold office during the same term, and no more than 2 member(s) of the same women s fraternity shall hold a position of Recruitment Executive Council during the same term. Section 6: Nomination Procedure A majority vote shall elect 1 chapter president to serve as the nominated chapter president role on the nomination committee. The nominating committee shall consider the qualifications of all candidates for elected officers. Section 7: Term The officers shall serve for a term of one year or until their successors are selected. The term of office will begin upon election. Section 8: Removal Any officer may be removed for cause by a vote of two-thirds of the Panhellenic Council. Section 9. Vacancies All vacancies, excluding the President role (see Section 10 of this article), shall be filled in the same manner of selection as provided in Section 4 of this article. Section 10. Presidential Vacancy In case the President resigns or leaves school before her term has expired, the Vice President of Judicial Affairs shall take her place. In this case, the Collegiate Panhellenic Council will elect a new Vice President of Judicial Affairs from members of the Greek Chapters. In the case of any other officer vacancy, an election may be held as stated above or appointed by the President or Executive Panhellenic Council, with the exception of the GSB Representative, who will be selected in accordance with GSB law (GSB Bylaws 5.7.2). Section 11: Duties of Officers A. The President shall: a. Attend all Panhellenic and Executive Council Meetings b. Serve as the official student spokeswoman for the Panhellenic Community. c. Preside at all meetings of the Panhellenic and Executive Council meetings as the chairwoman. She shall vote only to break a tie. d. Serve as a liaison to the Interfraternity Council, Multicultural Greek Council, and the National Pan-Hellenic Council unless otherwise designated. e. Hold individual meetings with Chapter Presidents once a semester in order to assess the needs of chapters in the Panhellenic Association. 11

13 f. Serve as a member of the University Committee on Fraternities and Sororities, Ames Area Alumnae Panhellenic Council, VEISHEA Advisory Committee, and co-facilitate ISU Greek Chapter President s Council with the IFC President. g. Maintain communication with the NPC Area Advisor, on an as needed basis. h. Maintain communication among alumnae, campus administration, and campus leadership, professional and student led, as well as other stakeholder groups. i. Coordinate Panhellenic Executive Officer elections, training, and transition period. Because of the importance of competent, trained officers, she shall be responsible for overseeing the training of all new officers, including her successor. j. Maintain a complete and up-to-date file of the Panhellenic Association Constitution, Bylaws, current budget, current correspondence and material received from NPC advisor, copies of Panhellenic reports sent to NPC advisor, minutes from Collegiate Panhellenic Council meetings, minutes from Ames Alumnae Panhellenic meetings, and minutes from University meetings. k. Coordinate the Panhellenic Executive Officer Installation Ceremony. l. Coordinate the Iowa State University Panhellenic Annual Report at the end of her term, involving all student and alumni stakeholder groups, if needed. m. Coordinate ISU sorority delegations to the Association of Fraternal Leadership and Values (AFLV) area and regional conferences. n. Coordinate AFLV Awards, including the Sutherland Award and any NPC Awards. o. Serve as a member of the Recruitment Executive Council. p. Coordinate all courtesy correspondence of the Iowa State University Collegiate Panhellenic Council. q. Provide accurate information from council to other community or civic groups, such as Ames Chamber of Commerce, etc. r. Assist the executive council by any other means, as needed. B. The Vice President of Judicial Affairs shall: a. Attend all Panhellenic and Executive Council Meetings. b. Perform the duties of the President in her absence, inability to serve, or at her request. c. Serve as a liaison between the Greek community and the Office of Judicial Affairs for the University. Attend weekly meetings with the OJA representative and the Greek Judicial team. d. Coordinate all revisions of all documents, bylaws, and constitutions. e. Prepare any documentation for the Office of Judicial Affairs (OJA) regarding violations of the Collegiate Panhellenic Council Constitution, Bylaws, Events Policy, and University Student Disciplinary Regulations as needed. f. Facilitate a training session with the Office of Judicial Affairs at least once per semester for the Judicial Board. 12

14 g. Serve as the director and chair of the All-Greek Judicial Board and serve as liaisons for the Collegiate Panhellenic Council. h. Communicate and work with the Vice President of Risk Management on all judicial matters i. Assist in the preparation of the AFLV Sutherland award entry. j. Serve as a member of the Recruitment Executive Council. k. Maintain an up-to-date notebook and/or files with current policies and procedures. l. Educate chapters and delegates on judicial procedures and policies. m. Act as an administrator for CPC as a recognized student organization through the Iowa State Student Activities Center, ensuring that the Collegiate Panhellenic Council Bylaws and Constitution meet the outcomes of the Student Organization Recognition Policy. C. The Vice President of Risk Management shall: a. Attend all Panhellenic and Executive Council meetings. b. Coordinate all training sessions of the chapter social officers and risk managers. c. Coordinate scheduling of Risk Management events with IFC. d. Coordinate workshops for the chapter house managers and Alumnae boards to update them on housing codes and inspections. e. Serve as a liaison between the Office of Judicial Affairs and the Greek Community. f. Serve on IFC/CPC Events Review Board and maintain a working relationship with the Judiciary Committee. g. Coordinate the registration and monitoring of sorority social events. h. Maintain and update the IFC/CPC Events Policy. i. Maintain official documentation of sororities national risk management policies. j. Coordinate with the Vice President of Judicial the handling of all judicial matters. k. Assist in the preparation of the AFLV Sutherland Award entry. l. Maintain an up-to-date notebook and/or files with current policies, procedures, correspondence, budgets, and programming resources. D. The Vice President(s) of Recruitment shall: a. Attend all Panhellenic and Executive Council meetings. b. Serve as Chairwomen of the Recruitment Executive Council. c. Be elected the semester before their term begins in order to work with the current Vice Presidents of Recruitment to plan the following year s recruitment activities. d. Plan, conduct, and evaluate Recruitment Procedures. e. Serve lead role in planning and conducting Formal Recruitment. f. Be available to live in the Ames area throughout the summer to assist in Iowa State Orientation resource fair and Greek 101 informational session. 13

15 g. Keep a running account of Recruitment finances. h. Perform all other duties as agreed by their contract under the supervision of the Assistant Dean of Students/Director of Greek Affairs and the Assistant Director of Greek Affairs. i. Be responsible for educating the chapter Recruitment Chairs and Collegiate Panhellenic Council Executive Board about the Recruitment procedures and policies. j. Be responsible for aiding in development and distribution of informational literature for prospective members, parents, and general community k. Participate in the selection of the Recruitment Guides. l. Meet with Recruitment Guides as needed to address recruiting issues m. Assist in the preparation of the AFLV Sutherland Award entry. n. Maintain a complete and up-to-date notebook and/or files with current policies, procedures, correspondence, budgets, and programming resources. o. Hold individual meetings with chapter Recruitment Chairs once during spring semester and once during formal recruitment. p. Be responsible for providing assistance to chapters with the informal recruiting process through open houses, workshops, and coordinating informal recruitment ads. q. Coordinate all Panhellenic Council Continuous Open Bidding Events. r. Work together with Greek Week Central and the Recruitment Guides in the coordination of events for Greek Getaway Weekend. s. Coordinate all events relating to Experience Iowa State Days. t. Be responsible for counseling withdrawals with the help of the Vice President of Membership Development during Formal Recruitment. E. The Vice President of Public Relations shall: a. Attend all Panhellenic and Executive Council meetings. b. Strategically implement a communication plan for the Greek Community and its stakeholders. c. GREC: Select and facilitate the members of GREC to develop communication pieces d. Obtain sponsorship for the council to be used for marketing pieces. e. Encourage collaboration and involvement between alumni, parents of Greek students and the Greek Alumni Alliance f. Continue Relationships between ISU faculty, staff, department of residence and other departments as deemed appropriate g. Host two roundtables for marketing/communications chairs for chapters per term, to discuss best practices and any new information h. Encourage the use of chapter archives through the library archives projects as well as within their own chapter 14

16 i. Create agendas for Executive Council and Delegate meetings. Take Minutes at these meetings and send minutes out j. Create flyers and advertising materials k. Photograph all Greek events F. The Vice President of Scholarship shall: a. Attend all Panhellenic and Executive Council meetings b. Work closely with the Vice President of Membership Development to establish scholarship as first priority with new members. c. Coordinate the development of leadership opportunities, resources, scholarship, and educational programming. d. Coordinate all-greek scholarship programming in cooperation with respective counterparts. e. Coordinate roundtable discussions and workshops for chapter scholarship chairs. f. Organize Faculty Appreciation activities. g. Promote scholarship through recognition of individual member accomplishments. h. Assist in the preparation of the AFLV Sutherland Award entry. i. Maintain a complete and up-to-date notebook and/or files with current policies, procedures, correspondence, budgets, and programming resources. G. The Vice President of Finance shall: a. Attend all Panhellenic and Executive Council meetings. b. Develop, recommend, and implement a semester budget for the Collegiate Panhellenic Council. c. Develop, recommend, and implement an itemized yearly budget for the Recruitment Executive Council. d. Prepare monthly updates for the Collegiate Panhellenic Council budget and keep all financial records for the Council. e. Impose monetary sanctions and their collection. f. Manage all monetary transactions through the review, approval, and the signature of all Collegiate Panhellenic Council and Recruitment Executive Council vouchers. g. Instruct the Executive Council how to use campus, community, and bookstore vouchers. h. Collaborate with Campus Organizations Accounting. i. Serve as a member of the Recruitment Executive Council. j. Have basic knowledge of Microsoft Excel or a compatible program and be able to use this program in the creation and up-keep of the budgets. k. Assist in the preparation of the AFLV Sutherland Award entry. l. Maintain a complete and up-to-date notebook and/or files with current policies, procedures, correspondence, budgets, and programming resources. 15

17 m. Commit to making twice-monthly trips to Ames in the summer to handle financial matters. A small compensation may be provided for fulfilling this requirement. H. The Vice President of Philanthropy and Community Service shall: a. Attend all Panhellenic and Executive Council meetings. b. Serve as coordinator with her IFC counterpart for the Annual Easter Egg Hunt and Trick-or-Treat and all other CPC/IFC sponsored philanthropies and community events. c. Coordinate new projects for the council as necessary at least once a semester. d. Coordinate roundtable discussions with chapter philanthropy chairs. e. Be responsible for creating and distributing a calendar of chapter philanthropic events. f. Coordinate activities surrounding the annual All-University and/or All-Greek Philanthropy, including community service events. g. Work with the Vice President of Communications to publicize all Greek philanthropic and service projects. h. Collect and approve registration forms for philanthropy projects from Panhellenic chapters, summary forms for philanthropy projects and community service projects from Panhellenic chapters. i. Inform Panhellenic chapters of philanthropy events and volunteer opportunities in the community. j. Meet with each chapter philanthropy chair prior to their event. k. Attend all Ames Volunteer Council meetings and relay information to the appropriate councils. l. Assist in the preparation of the AFLV Sutherland Award entry. m. Maintain a complete and up-to-date notebook and/or files with current policies, procedures, correspondence, budgets, and programming resources. I. The Vice President of Membership Development shall: a. Attend all Panhellenic and Executive Council meetings. b. Coordinate all Central Campus Bid-Day activities. c. Assist in recruitment efforts for counseling any withdrawals during Recruitment Week. d. Facilitate educational programs for new members. e. Devise scholarship and leadership resources for new members. f. Provide assistance to new member educators on topics pertinent to new members. g. Coordinate roundtable discussions for new member educators. h. Coordinate with her IFC counterpart, a New Member Forum in the fall semester for all new members to attend i. Assist in preparation of the AFLV Sutherland Award entry. 16

18 j. Serve as a member of the Recruitment Executive Council. k. Maintain a complete and up-to-date notebook and/or files with current policies, procedures, correspondence, budgets, and programming resources. l. Serve as a student advisor with her IFC counterpart to the Emerging Greek Leadership Council J. The Vice President of Recruitment Counselors shall: a. Have previously been a Recruitment Guide. b. Attend all Panhellenic and Executive Council meetings. c. Coordinate all training of Recruitment Guides. d. Participate in the selection of Recruitment Guides. e. Assist in the preparation of the AFLV Sutherland Award entry. f. Serve as a member of the Recruitment Executive Council. g. Maintain a complete and up-to-date notebook and/or files with current policies, procedures, correspondence, budgets, and programming resources. Article V. The Panhellenic Community Section 1: Authority The governing body of the Panhellenic Community shall be the Collegiate Panhellenic Executive Council. It shall be the duty of the Collegiate Panhellenic Executive Council to conduct all business related to the overall welfare of the Iowa State University Panhellenic Community including, but not limited to: annually review and adjust total as needed; determine dues; approve the annual budget; consider extension; set a calendar of events; determine programming; and establish recruitment rules and recruitment style. The Collegiate Panhellenic Council shall also have the authority to adopt rules governing the Panhellenic Association that do not violate the sovereignty, rights and privileges of member women s fraternities. Section 2: Composition and Privileges The Iowa State University Collegiate Panhellenic Delegation shall be composed of one delegate and one alternate delegate from each regular, provisional and associate member group at Iowa State University as identified in Article III. The delegates shall be the voting members of the Panhellenic Council except as otherwise provided in Article III of these bylaws. The alternate delegates shall have voice but no vote. The alternate delegate shall act and vote in the place of the delegate when the delegate is absent. If both delegate and alternate are absent, a member of the fraternity may cast the vote, providing her credentials have been presented to the Council president. Section 3: Selection of Delegates and Alternates 17

19 Delegates and alternates to the Panhellenic Council shall be selected by their respective women s fraternity chapters to serve for a term of one year commencing upon selection by the chapter. Section 4. Delegate Vacancies When a delegate vacancy occurs, it shall be the responsibility of the fraternity affected to select a replacement within 2 weeks and to notify the Panhellenic Association secretary of her name, address and telephone number. Section 5: Regular Meetings Regular meetings of the Panhellenic Council shall be held at a time and place established at the beginning of each academic term. Section 6: Annual Meeting The annual meeting of the Panhellenic Council shall be held during the month of November. The purpose of the annual meeting shall be for the election of officers and any other business that may properly come before the delegates. Section 7: Special Meetings Special meetings of the Panhellenic Council may be called by the President when necessary and shall be called by her upon the written request of no less than one-fourth of the member women s fraternities of the Iowa State University Collegiate Panhellenic Council. Notice of each special meeting of the Panhellenic Council shall be sent to each member of the Panhellenic Council at least 24 hours prior to convening the meeting; however, such notice may be waived, and attendance at such meeting shall constitute waiver of said notice. Section 8: Quorum Two-thirds of the delegates from the member fraternities of the Iowa State University Panhellenic Council shall constitute a quorum for the transaction of business. Section 9: Vote Requirements A. Proposed motions on issues that impacts a chapter, as a whole must be announced at a previous meeting to allow opportunity for chapter input before a vote may be taken on the issue. B. A two-thirds vote of the Panhellenic Council shall be required to approve a recolonization plan and for all extension-related votes. All other votes, unless specified in these bylaws, shall require a majority vote for adoption. (See the Article on Amendment of Bylaws for specific voting requirements for the amendment of these bylaws.) 18

20 Article VI. The Executive Board Section 1: Composition The composition of the Executive Board shall be the President, Vice President of Judicial Affairs, Vice President of Risk Management, Vice Presidents of Recruitment, Vice President of Public Relations, Vice President of Scholarship, Vice President of Finance, Vice President of Community Service and Philanthropy, Vice President Membership Development, and Vice President of Recruitment Counselors. Section 2: Duties The Executive Board shall administer routine business between meetings of the Panhellenic Council and such other business as has been approved for action by Panhellenic Council vote. At the next regular meeting of the Panhellenic Council through the secretary, the Executive Board shall also report all action it has taken and record the action in the minutes of that meeting. Section 3: Regular Meetings Regular meetings of the Executive Board shall be held at a time and place established at the beginning of each academic term. Section 4: Special Meetings Special meetings of the Executive Board may be called by the president when necessary and shall be called by her upon the written request of three members of the Executive Board. Section 5: Quorum A majority of Executive Board members shall constitute a quorum for the transaction of business. Article VII: The Panhellenic Advisor Section 1: Appointment The Panhellenic advisor of the Collegiate Panhellenic Council shall be appointed by the Iowa State University Office of Greek Affairs Administration. Section 2: Authority The Panhellenic advisor shall serve in an advisory capacity to the Iowa State University Collegiate Panhellenic Council. The Panhellenic advisor shall have voice but no vote in all meetings of the Panhellenic Council and the Executive Board. 19