Bylaws of College of Charleston Panhellenic Association. Article I. Name

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1 Bylaws of College of Charleston Panhellenic Association We the representatives of Alpha Delta Pi, Chi Omega, Delta Delta Delta, Delta Gamma, Kappa Alpha Theta, Kappa Delta, Phi Mu, Sigma Delta Tau, Zeta Tau Alpha, and associate members at the College of Charleston, Charleston, South Carolina, in order to develop a greater understanding among the service of the Greek organizations, to seek solutions to our common problems, to assist each other and the College of Charleston attaining their educational and cultural objectives, do hereby establish this constitution. Article I. Name The name of this organization shall be the College of Charleston Panhellenic Association. Article II. Object The object of the Panhellenic Association shall be to develop and maintain women s fraternity life and interfraternity relations at a high level of accomplishment and in so doing to: 1. Consider the goals and ideals of member groups as continually applicable to campus and personal life. 2. Promote superior scholarship and basic intellectual development. 3. Cooperate with member women s fraternities and the university/college administration in concern for and maintenance of high social and moral standards. 4. Act in accordance with National Panhellenic Conference (NPC) Unanimous Agreements, resolutions and policies. 5. 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. Unanimous Agreements and Policies 1. All College of Charleston Panhellenic Association rules and policies shall be in harmony with those currently established by National Panhellenic Conference. 2. All members of the College of Charleston Panhellenic Association shall act in accordance with fundamental Panhellenic policies established by National Panhellenic Conference in the UNANIMOUS AGREEMENTS. 3. No members of the College of Charleston Panhellenic Association shall participate in any men s formal recruitment activities or hold any social events with a fraternity until the completion of the Interfraternity Council s Bid Day. Article IV. Membership Section 1. Membership Classes There shall be three classes of membership: regular, provisional and associate. Regular membership. The regular membership of the College of Charleston Panhellenic Association shall be composed of all chapters of NPC fraternities at College of Charleston. Regular members of the College Panhellenic Council shall pay dues as determined by the 1 P age Updated 11/06/2013

2 College Panhellenic Council. Each regular member shall have voice and one vote on all matters. Provisional membership. The provisional membership of the College of Charleston Panhellenic Association shall be composed of all colonies of NPC fraternities at College of Charleston. 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. Associate membership. National non-npc member groups may apply for associate membership of the College of Charleston Panhellenic Association. The membership eligibility requirements and the process for submitting an application and approval of the application shall be determined by the Panhellenic Council. Associate members shall pay dues as determined by the College Panhellenic Council. An associate member shall have voice and one vote on all matters except extension-related 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. An associate member may be expelled for cause by a majority vote of the Panhellenic Council. An associate member shall not be entitled to vote on the question of its expulsion. Section 2. Privileges and Responsibilities of Membership Duty of compliance. All members, without regard to membership class, shall comply with all NPC Unanimous Agreements and be subject to these College of Charleston Panhellenic Association bylaws, code of ethics and any additional rules this Panhellenic Association 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. Article V. Officers and Duties Section 1. Officers The officers of the College of Charleston Panhellenic Association shall be President, Vice President Administration, Vice President Communications, Vice President Risk Management and Education, Vice President Programming, Vice President Finances, Vice President of Membership, Assistant Vice President of Membership, and Director of Pi Chi s. Section 2. Eligibility 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 College of Charleston Panhellenic Association shall be eligible to serve as any officer. B. Provisional membership. Members from women s fraternities holding provisional membership in the College of Charleston Panhellenic Association shall not be eligible to serve as an officer. 2 P age Updated 11/06/2013

3 C. Associate membership. Members from women s fraternities holding associate membership in the College of Charleston Panhellenic Association shall not be eligible to serve as an officer. Section 3. Selection of Officers A. The offices of President, Vice President Administration, Vice President Communications, Vice President Risk Management and Education, Vice President Programming, Vice President Finances, Vice President of Membership, Assistant Vice President of Membership, and Director of Pi Chi s of the College of Charleston Panhellenic Association are appointed or elected by Panhellenic member groups and the groups are selected by an application and selection process. B. In order to serve as an executive officer one must be an undergraduate for the duration of her term and be an initiated member in good standing with her chapter and the College of Charleston at the time of her office and for the remainder of her term. She must also have a minimum cumulative GPA of a 2.5 and have experienced at least one side of Formal Recruitment. To serve as Panhellenic President, an officer must be in her junior year at the College of Charleston and, unless otherwise approved, must have served on the Panhellenic executive board before or held a significant or comparative position in her individual organization. To serve as VP Recruitment, an officer must have gone through formal recruitment on their chapter s side. C. Every organization must have 5 members apply for the Panhellenic Executive Board. Those running must submit an application and evaluation form filled out by their organization s chapter president and executive board. Applications will be reviewed by the Elections Committee, which is headed by VP Administration as well as the other Panhellenic Officers from that term that will not be eligible to run for a second term. In addition, other members may be added to the Elections Committee (such as the Greek Life Staff and Panhellenic Advisor), which is to be determined by the VP Administration. Followed by the application, an interview process may take place depending on the candidate pool for each position. If the VP Administration is running for a second term, the President will head the Elections Committee. Section 4. Office-Holding Limitations No more than 1 member from the same women s fraternity shall hold office during the same term. Section 5. Term The officers shall serve for a term of one year or until their successors are selected. The term of office will begin at the beginning of the calendar year. Section 6. Removal Any officer may be removed for cause by a vote of two-thirds of the Panhellenic Council. Section 7. Vacancies 3 P age Updated 11/06/2013

4 Vacancies shall be filled through an informal election. The successor must be from the same affiliation as the previous officer. Section 9. Duties of Officers A. The President shall: Have the overall responsibility for the operation of the Panhellenic Council. Preside at all meetings of the Panhellenic Council. Preside at all meetings of the Executive Board. Serve as an ex-officio member of all Panhellenic Association committees with voice but no vote. Communicate regularly with the Panhellenic advisor. Serve as a liaison between IFC and NPHC. Shall be familiar with the NPC Manual of Information and all governing documents of this association. Communicate regularly with the NPC area advisor. Maintain current copies of the following: College of Charleston Panhellenic Association bylaws and standing rules; the Panhellenic Association budget; contracts executed on behalf of the Panhellenic Association; correspondence and materials received from the NPC area advisor; all College Panhellenic reports to NPC; and other pertinent materials. Review, approve, and co-sign all Panhellenic Association checks and contracts involving the College of Charleston Panhellenic Association. Install the incoming officers of the Panhellenic Council once all chapters have selected their Panhellenic executive delegates. Assist the Office of Student Life during summer orientation. Always remain impartial. Perform all other duties as assigned. B. The Vice President Administration shall: Perform the duties of the president in her absence, inability to serve, or at her call. Shall be familiar with the NPC Manual of Information and all governing documents of this association. Complete and submit administrative reports to the National Panhellenic Conference as needed. Serve as Chairman of the Constitutional Review Committee to meet towards the end of her term to assess and update the Panhellenic Constitution. Serve as Chairman of the Elections Committee. This includes (but is not limited to) collecting all applications and arranging times for elections committee to meet. Be responsible for all matters pertaining to promotion of superior scholarship as basic to intellectual achievement. Keep an up-to-date list of each sorority s academic standards and requirements. Submit scholarship reports to the National Panhellenic Conference as needed. Perform all other duties as assigned. C. The Vice President Communications shall: 4 P age Updated 11/06/2013

5 Reserve a room for Panhellenic Council meetings. Keep an up-to-date roll of the members of Panhellenic Council and call it at all Council meetings. Record minutes of all meetings of the College of Charleston Panhellenic Council and the Executive Board. A record of these minutes should be distributed to the Presidents and Panhellenic Delegates of member organizations, NPC area advisor, and the Panhellenic advisor within 48 hours. Be responsible for the official correspondence of the Panhellenic Council unless provided for otherwise. Maintain a complete and up-to-date file that includes the minutes of all meetings from the date of organization, copies of all contracts made by the Panhellenic Council, and current correspondence. Keep the Panhellenic Calendar on orgsync up to date highlighting all chapters activities. Create and continually update a Panhellenic Association website. Communicate with each officer to make certain that the public and the news media are informed about Panhellenic and its member sororities through press releases. Shall be familiar with the NPC Manual of Information and all governing documents of this association. Perform all other duties as assigned D. The Vice President Recruitment shall: Plan and coordinate Formal Recruitment. Review and compile new Recruitment Greek Life booklets and have them printed prior to the first orientation session. Set up a schedule for Recruitment activities. Coordinate room assignments for Recruitment. Coordinate summer orientation sessions. File and register each Potential Member as applications are received. Update the Recruitment Compact explaining the rules of recruitment and have each chapter sign a copy stating that they have read and understand all the rules. Work closely with the Director of Pi Chi s and Assistant Vice President of Recruitment. Live in Charleston for the entire summer. Perform all other duties as assigned. E. The Assistant Vice President of Recruitment shall: Assist the Vice President of Recruitment in all tasks. Collect any withdrawal or excuse forms that are filled out during the Recruitment period, as well as entering them into the ICS program. Coordinate Informal Recruitment in the spring. Manages and oversees Continuous Open Bidding Perform all other duties as assigned. F. The Director of Pi Chi s shall: 5 P age Updated 11/06/2013

6 Review Pi Chi applications and hold interviews. Be responsible for training Pi Chi s holding one training in the spring before disaffiliation and holding another Pi Chi training in the pre-recruitment week. Perform all other duties as assigned. G. The Vice President Risk Management and Education shall: Chair the Judiciary Board. Chair the Risk Management Committee. Plan at least one educational program per semester for Panhellenic. Responsible for assisting with Greek Life new member conferences each semester Responsible for heading National Hazing Prevention week activities Perform all other duties usually pertaining to this office. H. The Vice President Finance shall: Supervise the finances of the College of Charleston Panhellenic Association. Prepare the annual budget and, after its approval by the Panhellenic Council, provide a copy to each College of Charleston Panhellenic Association member fraternity. Receive all payments due to the Panhellenic Association, collect all dues and give receipts. Pay promptly the annual NPC dues and all bills of the College of Charleston Panhellenic Association. Maintain up-to-date financial records; give a financial report at each regular meeting of the Panhellenic Council and an annual report at the close of her term of office. Educate Panhellenic officers about the budget and their allotted monies. Shall be familiar with the NPC Manual of Information and all governing documents of this association. Perform all other duties as assigned. I. The Vice President Programming shall: Coordinate and execute Greek Week activities. Organize Pep Supper and make appropriate reservations. Distribute Pep Supper rules and approve all skits. Be responsible for impartial judges during Pep Supper, Greek Week, and ect. Chair the Greek Activities Board (GAB). Organize Panhellenic week. Perform all other duties usually pertaining to this office. Article VI. The Panhellenic Council Section 1. Authority The governing body of the College of Charleston Panhellenic Association shall be the Panhellenic Council. It shall be the duty of the Panhellenic Council to conduct all business related to the overall welfare of the College of Charleston Panhellenic Association including, but not limited to: annually review and adjust total as needed; determine dues; approve the annual 6 P age Updated 11/06/2013

7 budget; consider extension; set a calendar of events; determine programming; and establish recruitment rules and recruitment style. The 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 A. The College of Charleston Panhellenic Council shall be composed of one delegate and one alternate delegate from each regular, provisional and associate member group at College of Charleston as identified in Article IV. The delegates shall be the voting members of the Panhellenic Council except as otherwise provided in Article IV of these bylaws. B. The delegate shall be responsible for notifying her chapter members of all information discussed at meetings of the College of Charleston Panhellenic Association. C. At each Panhellenic meeting, in addition to the delegate and alternate, one member of each organizations executive board must be present and each chapter president must attend two meetings per month. Section 3. Selection of Delegates and Alternates 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. Duties and Responsibilities of Delegates A delegate must communicate effectively Panhellenic reports and announcements to her chapter, notify chapter members of all regular and special meetings of the College of Charleston Panhellenic Association, support Panhellenic decisions and programs, and possess thorough knowledge of Panhellenic policies and procedures. The delegate must attend officer turnover, delegate training/retreat, and all Panhellenic meetings. Each delegate must exercise ethical and professional behavior, express the chapter s opinion rather than individual convictions and possess a general respect for all sororities and be willing to cooperate with them to promote Greek community. Also, she must be organized, responsible, and punctual as well as posses and promote a positive Panhellenic spirit. The delegate shall uphold the National Panhellenic Conference Creed and College of Charleston Panhellenic Creed. Section 5. 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 6. Regular Meetings Regular meetings of the Panhellenic Council shall be held at a time and place established at the beginning of each academic term. The College of Charleston shall hold weekly meetings for the purpose of conducting its business and are open to all chapter members. 7 P age Updated 11/06/2013

8 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 fewer than one-fourth of the member women s fraternities of the College of Charleston Panhellenic Association. 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 College of Charleston Panhellenic Association shall constitute a quorum for the transaction of business. Section 9. Vote Requirements A. The voting body of the College of Charleston Panhellenic Association shall be its Panhellenic Council. B. 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. C. 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.) D. The voting members of Panhellenic Council shall be the delegates of each fraternity holding regular membership. If a delegate is absent, the voting of her fraternity shall be cast by a member of the fraternity, providing her credentials have been presented in writing to the council President prior to the meeting. Only chapters present will have the right to vote. All chapter Presidents must be present at all meetings where a vote will take place. Article VII. The Executive Board Section 1. Composition The composition of the Executive Board shall be the President, Vice President Administration, Vice President Communications, Vice President Risk Management and Education, Vice President Programming, Vice President Finances, Vice President of Membership, Assistant Vice President of Membership, and Director of Pi Chi s. 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 Vice President of 8 P age Updated 11/06/2013

9 Communication, 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 VIII. The Panhellenic Advisor Section 1. Appointment The Panhellenic advisor of the College of Charleston Panhellenic Association shall be appointed by the College of Charleston administration. Section 2. Authority The Panhellenic advisor shall serve in an advisory capacity to the College of Charleston Panhellenic Association. The Panhellenic advisor shall have voice but no vote in all meetings of the Panhellenic Council and the Executive Board. Section 1. Standing Committees Article IX. Committees A. The standing committees of the College of Charleston Panhellenic Association shall be the Judicial, Risk Management, and Greek Activities Board Committees. B. Term. The standing committees shall serve for a term of one year, which shall coincide with the term of the officers. Section 2. Appointment of Committee Membership The Executive Board shall appoint members of all standing and special committees, except as provided otherwise in these bylaws, and, in making these appointments, recognize fair representation from all member women fraternities as much as possible. The president shall be an ex-officio member of all committees except the Judicial Board. Section 3. Judicial Board A. The Judicial Board shall consist of the Vice President Risk Management and Education as chairman, the Panhellenic President, and one representative from each member 9 P age Updated 11/06/2013

10 organization. The Panhellenic advisor shall serve as a nonvoting ex-officio member. The Judicial Board will consist of each chapter s president or standards/risk management chair. B. The Judicial Board members shall participate in training to be educated about the purpose of the board, the rules and regulations the judicial board will monitor, the procedures to be followed, proper questioning techniques, the rights of the charged organizations, evaluating evidence, and deliberations and sanctioning. The Judicial Board shall educate member fraternities about the Panhellenic judicial procedure. It shall be the judicial board s duty to hold a hearing to adjudicate all alleged violations of the NPC Unanimous Agreements and the bylaws, code of ethics, standing rules and membership recruitment regulations of the College of Charleston Panhellenic Association that are not settled informally or through mediation. The members of the Judicial Board shall maintain confidentiality throughout and upon completion of the judicial process. Section 4. Risk Management The risk management committee shall consist of the Vice President Risk Management and Education as chairman and each sorority s Risk Management officer. The committee shall meet twice a semester with sorority social chairs, collect information, and perform other preventative duties. As well as keep up to date records as to how each sorority is dealing with risk management for sorority functions. The committee shall also organize and facilitate programming for risk management programs. Section 5. Greek Activities Board (GAB) GAB shall consist of the Vice President Programming as the chairman. The programming committee is responsible for coordinating all events during Panhellenic Week and Greek Week as well as organizing Pep Supper. Also they must coordinate with members of IFC and NPHC. Section 6. Other Committees Other such committees, standing or special, shall be appointed as deemed necessary by the Panhellenic Council. Article X. Finances Section 1. Philosophy The purpose of financial management in the operations of all College of Charleston s Panhellenic Council activities is to fulfill the organization s mission in the most effective and efficient manner and to remain accountable to all stakeholders, including National Panhellenic Conference, the Office of Greek Life, all College of Charleston women s fraternities and sororities under Panhellenic Council, the College of Charleston, and the surrounding community. In order to accomplish this, Panhellenic Council commits to provide accurate and complete financial data for internal and external use by the Treasurer and Council Officers of Panhellenic Council. Section 2. Authority The Council Officers are ultimately responsible for the financial management of all activities. 10 P age Updated 11/06/2013

11 The President and Treasurer are authorized to act on the Council s behalf on financial matters when action is required in advance of a meeting of the Council Officers. The Treasurer is also responsible for the day-to-day financial management of the Council. The Council authorizes the Treasurer to pay bills, receive funds, and maintain bank accounts. The President and the Treasurer are authorized to enter into contracts for activities that have been approved by the Council as a part of budgets or plans. The Council must authorize any contracts outside of these parameters and all contracts with a financial value greater than $3,000. The Treasurer is authorized to manage expenses within the parameters of the overall approved budget, reporting to the Council and its delegates on variances and the reasons for these variances. The Council must approve any use of the Council s designated cash reserve fund. Section 3. Responsibilities A. The treasurer shall report the financial results of Panhellenic council operations on the schedule established by the council, biweekly and inform the Council officers and delegates of any variances and the reasons for these variances in any officers budget upon the first available meeting. The treasurer must pay all obligations and file required reports in a timely manner. As well, the treasurer should make no contractual commitment for bank loans or corporate credit cards without specific approval of the Council. Also, the treasurer should invest money in accordance with Council-approved investment policies and avoid actions that would expose the Council, its Officers, or members to claims of liability. B. The Council shall obtain competitive bids for items or services costing in excess of $100. Selection by the Council will be based on cost, service, and other elements of the contract. The Council will award the bid to any provider and is not required to accept the lowest cost proposal. As well as review the Council s financial policy annually. Section 4. Transaction within council No advances of funds to Council officers, Greek Life Office staff, or Greek Life graduate assistants are authorized. Direct and necessary expenses including travel for meetings and other activities related to carrying out responsibilities shall be reimbursed. In no case shall Panhellenic Council borrow funds from any Council officer, or Greek Life Office staff without specific authorization from the Treasurer. Section 5. Budget A. In order to ensure that planned activities minimize the risk of financial jeopardy and are consistent with Council-approved priorities, long-range organization goals, and specific five-year objectives. B. The Council Officers shall submit operating and capital budgets to the Treasurer one week before the semester begins and should use responsible assumptions and projection background to create a realistic operating and capital budget. The council officers should not overspend their budget unless the Council approves this excess spending. If the Council officer exceeds her budget without approval or disregards the Council s rejection 11 P age Updated 11/06/2013

12 of excess spending, the Council Officer is held personally responsible for any and all expenses over the initial amount budgeted. As well, the council officers should sign the Compliance with the Budget document upon the budget s approval from the Council delegates. This document shall also be signed by the Director of Greek Life, the Greek Life graduate assistants, and anyone else with purchasing power on behalf of Panhellenic Council. C. All Council delegates shall after being presented the budget by the Panhellenic Treasurer at the first Panhellenic meeting of the semester shall present the Council s budget to their respective voting body within the delegate s chapter before the next Panhellenic meeting. The council delegates should then vote on the Council s budget (on behalf of their sorority s voting body) at the Council meeting, approximately two weeks from the day they initially received it and approve the Budget with a two-thirds majority of quorum. Section 6. Fiscal Year The fiscal year of the College of Charleston Panhellenic Association shall be from July 1 to June 30 inclusive. Section 7. Contracts Dual signatures of the President and Panhellenic advisor shall be required to bind the College of Charleston Panhellenic Association on any contract. Section 8. Checks All checks issued on behalf of the College of Charleston Panhellenic Association shall bear dual signatures. The following shall be authorized to be one of the two required signatures: President and Treasurer. Section 9. Payments All payments due to the College of Charleston Panhellenic Association shall be received by the treasurer, who shall record them. Checks for payments shall be made payable to the College of Charleston Panhellenic Association. Section 10. Dues A. NPC College Panhellenic dues shall be paid yearly as invoiced by the NPC office. B. Panhellenic Association membership dues shall be an assessment per member and new member. The dues of each Panhellenic Association member fraternity shall be payable on or before the second scheduled October/February meeting of the Panhellenic Council. All late dues will be assessed a t a 5% fine per week late plus the original dues. All checks need to be made out to CofC Panhellenic Council. Section 11. Fees and Assessments 12 P age Updated 11/06/2013

13 The Panhellenic Council shall have the authority to determine fees and assessments as may be considered necessary. Article XI. Extension Section 1. Extension is the process of adding an NPC women s fraternity. The College of Charleston Panhellenic Association shall follow all NPC Unanimous Agreements and NPC extension guidelines found on the NPC website and in the Manual of Information. Section 2. Voting rights Only regular members of the Panhellenic Council shall vote on extension matters. Section 3. When all NPC chapters at the College of Charleston are close to or over Total the Panhellenic Council shall consider raising Total or adding another chapter. Section 4. Panhellenic will consider once annually recommendations from the Director of Greek Life to extend. Section 5. Such a chapter shall be organized through colonization by an NPC fraternity or through organization of local sorority, which may petition an NPC fraternity for a chapter. Section 6. Consideration should be given to NPC fraternities that have previously had chapters on the campus and to those NPC fraternities, which have filed letters expressing an interest in the campus. Section 7. Approval of the request to extend will result in the formation of an Extension Committee that will work in conjunction with an NPC Extension Coordinator. Article XII. Violation Resolution Section 1. Violation Chapters shall be held accountable for the conduct of their individual collegiate and alumnae members. Conduct contrary to the NPC Unanimous Agreements, these bylaws, the Panhellenic code of ethics, standing rules and/or membership recruitment regulations of the College of Charleston Panhellenic Association shall be considered a violation. Any dispute growing out of the violation of Panhellenic Association rules and regulations shall be adjusted through arbitration principles of the National Panhellenic Conference. Section 2. Informal resolution Members are encouraged to resolve alleged violations through informal discussion with the involved parties. Section 3. Judicial process If informal discussions are unsuccessful, the judicial process will be set in motion by filing a report of the alleged violation. The College of Charleston Panhellenic Association shall follow all mediation guidelines found in the Manual of Information. 13 P age Updated 11/06/2013

14 A. Mediation. Mediation is the first step of the judicial process. The College of Charleston Panhellenic Association shall follow all NPC Unanimous Agreements concerning the judicial process found in the Manual of Information. B. Judicial board hearing. When a violation is not settled informally or through mediation, the judicial board shall resolve the issue in a judicial board hearing. The Panhellenic Council shall adopt procedures in the standing rules for this purpose that are consistent with the NPC Unanimous Agreements. C. Appeal of judicial board decision. A decision of the judicial board may be appealed by any involved party to the NPC College Panhellenic Judicial Appeal Committee. The College of Charleston Panhellenic Association shall follow all NPC Unanimous Agreements concerning the appeals process found in the Manual of Information. Article XIII. Hazing Section 1. Hazing is defined as any action or situation with or without consent which recklessly, intentionally or unintentionally endangers the mental or physical health or safety of a student, or creates risk of injury, or causes discomfort, embarrassment, harassment or ridicule or which willfully destroys or removes public or private property for the purpose of initiation or admission into or affiliation with, or as a condition for continued membership in a chapter or colony of an NPC member fraternity. Section 2. Such activities and situations of hazing include, but are not limited to, creation of excessive fatigue; physical and psychological shocks; wearing, publicly, apparel which is conspicuous and not normally in good taste; engaging in public stunts and jokes; participating in treasure or scavenger hunts; morally degrading or humiliating games and activities; late night sessions which interfere with scholastic activities or normal sleep patterns; and any other activities which are not consistent with fraternal law, ritual, or the regulations and policies of the member fraternity or educational institution or state or federal law. Section 3. Per the Unanimous Agreements, the National Panhellenic Conference supports all efforts to eliminate hazing. All forms of hazing, pledge day and/or pre-initiation activities, which are as defined as hazing shall be banned. Article XIV. Alcohol and Drug Policy Members of the College of Charleston s Panhellenic Association shall follow a policy consistent with the College s guidelines and rules. Absolutely no alcohol or narcotics are permitted in any sorority house or at any Panhellenic event. It shall be the responsibility of the individual sororities to make their members aware of the alcohol and drug policies. A sorority is subject to disciplinary action by the Judicial Board if an infraction is committed. Article XV. Parliamentary Authority 14 P age Updated 11/06/2013

15 The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the College of Charleston Panhellenic Association in all cases to which they are applicable and in which they are not inconsistent with the NPC Unanimous Agreements, these bylaws and any special rules of order the College of Charleston Panhellenic Association may adopt. Article XVI. Amendment of Bylaws These bylaws may be amended at any regular or special meeting of the College of Charleston Panhellenic Council by a two-thirds vote, provided that the proposed amendment has been announced and submitted in writing at the previous regular meeting allowing an opportunity for chapter input. Article XVII. Dissolution This Association shall be dissolved when only one regular member exists at College of Charleston. In the event of the dissolution of this Association none of the assets of the Association shall be distributed to any members of the Association, but after payment of the debts of the Association its assets shall be given to the National Panhellenic Conference. 15 P age Updated 11/06/2013

16 Standing Rules of the College of Charleston Panhellenic Association Article I. Philanthropy. The Circle of Sisterhood is the official College of Charleston Panhellenic Council s philanthropy. Each sorority is required to educate both their members and new members about the Circle of Sisterhood organization each semester. As well, each sorority is responsible to help the Panhellenic community promote and support the Circle of Sisterhood. Article II. Programming. Section 1. Panhellenic Week will be held every spring semester to promote the Panhellenic community. Section 2. Each chapter will be responsible for hosting one philanthropy event to raise awareness and promote their individual philanthropy on campus each year. Section 3. When the Panhellenic Council brings a speaker to campus, each sorority is required to have at least seventy-five percent of their current members attend. Section 4. Each sorority is required to educate both their members and new members about the National Pan-Hellenic Council each semester. Article III. Southeastern Panhellenic Conference Panhellenic will take care of registration, transportation, and accommodations to the Southeastern Panhellenic Conference each spring. All Panhellenic Executive Board members must attend. As well, each chapter is required to send either their chapter s president, Panhellenic delegate, new member educator, or recruitment chair. If an organization s representative is unable to attend after the conference registration occurs, the chapter is responsible for finding a replacement. If no replacement is found then that chapter will be responsible for covering all of the costs and fees associated with the conference. Article IV. Membership Recruitment. Section 1. An early fall membership shall be held using the preferential bidding system. Section 2. Each sorority is required to follow the Recruitment Compact, revised annually. As well, each sorority is responsible to educate and hold its members accountable to the rules outlined in the Compact. Failure to follow the Compact will result in an infraction and be taken to the judiciary board. Section 3. All membership events shall be held at the location designated by the VP Membership. After the location information is given, each sorority s recruitment chair is responsible for making the reservations for their chapter s room, tables, and chairs that will be used during the formal recruitment process. 16 P age Updated 11/06/2013

17 Section 4. If your chapter is participating in formal recruitment, at least ten percent of the chapter total is required to apply for the position of Pi Chi. Section 5. The National Panhellenic Conference Quota-Total system shall be followed. Each chapter will be responsible for maintaining total membership, which will be voted on by the Panhellenic council each fall semester following the completion of recruitment. Chapters which do not fill basic quota during formal membership recruitment may continue to bid and pledge to quota in Continuous Open Bidding even though reaching quota puts them over Total. Except during the formal membership recruitment period, Continuous Open Bidding shall be in effect during the school year (fall through spring) for all eligible women students. Section 6. Every regularly enrolled new member, initiate or affiliate of a chapter shall be counted in the Chapter Total. A list pledged, initiated and affiliated members, shall be filed with the President of the Panhellenic Association and within the Panhellenic Advisor on the first week of classes of each fall semester. Any depledging, termination or other change in membership shall be reported to the President of the Panhellenic Association and the Panhellenic Advisor no later than 24 hours after it has occurred. Section 7. Summer contacts will be made at Greek Life sessions during the summer by the Vice President Membership. Section 8. A woman must be a regularly matriculated student to be eligible for membership recruitment and pledging. A Panhellenic Association member fraternity may not issue an invitation to membership or formally pledge a woman during any school recess. A new member may be initiated whenever she has met the requirements of the fraternity to which she is pledged. 17 P age Updated 11/06/2013

18 Joint Philanthropy Resolutions As voted on April 18, 2012, and effective immediately: Member sororities of the College of Charleston Panhellenic Council have resolved to support, and have our members attend, fraternity philanthropy events that conform to all of the following guidelines: 1. Events will be alcohol-free. 2. Events will not be held in a bar or any other venue that supplies alcohol. a. Percent nights in restaurants that serve alcohol is an exception as long as the event ends by 9pm. 3. Events may not include a scavenger hunt or dances that may result in degradation of our sorority members. If a dance competition takes place between male members of the fraternity a specified amount must be initiated members and the dance must be submitted ahead of time. 4. There will be no sign-ins at the events for sorority members; each sorority can choose to be responsible for taking attendance according to their own chapter s attendance policy. 5. Events must be judged by judges who are not undergraduate members or alumni of fraternities to prevent bias. 6. Fraternities must show how the event will support their philanthropy (i.e. how each event will raise money for or is beneficial to the philanthropy). 7. Fraternities must be willing to participate in sorority philanthropy events. The Panhellenic Council and each member sorority reserves the right to review plans for any event(s) taking place and, if any member sorority feels that there is anything that goes against their national policies, they reserve the right to ask the fraternity to revise their plans before they will agree to participate. If the above guidelines are not followed, our sororities have voted to not participate in the philanthropy event(s) until the fraternity has met with the Panhellenic Council and made a proposal to fix the event according to the above guidelines. The fraternity must submit the philanthropy event plans two Wednesdays prior to the start of the event. The event plans must be submitted to Panhellenic Exec members and then it will be presented to the Panhellenic Council. The event(s) will need two-thirds vote of the Panhellenic Council before sororities will participate. Sororities or individual sorority women that decide to participate in unapproved events will be held accountable by the Panhellenic judiciary committee. 1 P age Updated 11/06/2013