NATIONAL PAN-HELLENIC COUNCIL CONSTITUTION BOWIE STATE UNIVERSITY

Transcription

1 NATIONAL PAN-HELLENIC COUNCIL CONSTITUTION BOWIE STATE UNIVERSITY 2015 Alpha Phi Alpha Fraternity, Inc. Alpha Kappa Alpha Sorority, Inc. Kappa Alpha Psi Fraternity, Inc. Omega Psi Phi Fraternity, Inc. Delta Sigma Theta Sorority, Inc. Phi Beta Sigma Fraternity, Inc. Zeta Phi Beta Sorority, Inc. Sigma Gamma Rho Sorority, Inc. Iota Phi Theta Fraternity, Inc. Eta Zeta Chapter Eta Chapter Epsilon Sigma Chapter Epsilon Sigma Chapter Zeta Delta Chapter Delta Mu Chapter Omicron Gamma Chapter Epsilon Lambda Chapter Mu Chapter

2 Preamble We, the members of Alpha Phi Alpha, Alpha Kappa Alpha, Kappa Alpha Psi, Omega Psi Phi, Delta Sigma Theta, Phi Beta Sigma, Zeta Phi Beta, Sigma Gamma Rho and Iota Phi Theta, members of the Pan Hellenic Council on the campus of Bowie State University, subscribe to the following policies and procedures which are designed to regulate the activities of all sororities and fraternities for the common good of the University and the aforementioned organizations. We do hereby establish this Pan-Hellenic Council bind ourselves to abide by the provisions of the following Constitution and By-laws.

3 CONSTITUTION ARTICLE I-NAME Section 1. The name of this organization shall be the PAN HELLENIC COUNCIL, of Bowie State University; hereafter referred to as the Council and/or as NPHC. ARTICLE II-PURPOSE The objectives of the Council shall be as follows: Section 1. Section 2. Section 3. Section 4. Section 1. To create a governing body for the nine (9) Greek-lettered organizations; serving as the mediator and liaison between the University Administration and the member organizations. The Council will also serve to promote student attainment, educational and cultural objectives that would help to enhance the academic enrichment. To maintain, on a high plain, fraternal life and inter-fraternal relations. To serve as a forum for the consideration of questions of mutual respect and interest to member organizations. Intake Guidelines & Procedures: All organizations are subject to the policies & procedures set forth by the NPHC Intake Guidelines. ARTICLE III-MEMBERSHIP & REPRESENTATION In accordance with the National Pan-Hellenic Council, Incorporated, the following sororities and fraternities are the members of the Bowie State University Pan- Hellenic Council: Alpha Phi Alpha Fraternity, Inc. Eta Zeta Chapter Kappa Alpha Psi Fraternity, Inc. Epsilon Sigma Chapter

4 Alpha Kappa Alpha Sorority, Inc. Eta Chapter Omega Psi Phi Fraternity, Inc. Epsilon Sigma Chapter Zeta Phi Beta Sorority, Inc. Omicron Gamma Chapter Delta Sigma Theta Sorority, Inc. Zeta Delta Chapter Phi Beta Sigma Fraternity, Inc. Delta Mu Chapter Sigma Gamma Rho Sorority, Inc. Epsilon Lambda Chapter Iota Phi Theta Fraternity, Inc. Mu Chapter Section 2. Section 3. Section 4. Additional sororities and fraternities admitted to the National Pan-Hellenic Council shall become members of the Bowie State University Pan-Hellenic Council if they establish chapters at the University. In order for an organization to be an active member organization of the Council, that organization must: Section 3.1 Section 3.2 Section 3.3 Be a member organization of the National Pan-Hellenic Council; Meet all financial obligations of the Council; and Have representation at all meetings and activities of the Council Each member organization shall be entitled to two (2) delegates and alternates. Each organization shall be entitled to two (2) votes that can be exercised by the designated delegates of each organization. Each officer of the Executive Committee shall have only one (1) vote to cast pertaining to questions that are voted upon by the Council Executive Committee and the Council general body. Section 4.1 Section 4.2 Section 4.3 Voting by proxy of the two representations shall be prohibited unless written notification has been received by the President. Any chapter who has less than 2 active members matriculating during a given term shall still be allowed 2 votes. Any chapter desiring to change their voting representatives must submit, to the President, the name of the new representatives at least 7 days prior to be afforded voting privileges; otherwise they will not be allowed to vote. Section 5 In order to remain in active status, a member organization shall maintain at least a 2.70 cumulative G.P.A. or higher as set forth by the University and be in good standing with the University and Council for its financial membership.

5 Section 5.1 ALL CANDIDATES FOR MEMBERSHIP INTAKE PROCESS IN YOUR ORGANIZATION MUST MEET THE REQUIRED GPA OF 2.70 IN ORDER TO BE ELIGIBLE. ARTICLE IV-OFFICERS, TERMS OF OFFICE, REMOVAL OF OFFICERS Section 1. The Officers of the Bowie State University Pan-Hellenic Council shall be: President Vice President Secretary Treasurer Parliamentarian Sgt. At. Arms Chaplin Section 2. Any member in good standing with a registered Pan-Hellenic Council Greek Letter Organization shall be eligible to serve as an officer of the Bowie State University Pan-Hellenic Council. All officers listed in the BSUNPHC will rotate each academic year in the order established on the campus of Bowie State University. If an organization is suspended or otherwise not active on the campus they will miss their turn in the rotation of officers. The organization s name will not be removed from the roster during their inactive period, but will be designated as not active. In order for an organization to actively return to their position in the rotation of officers during the fall semester the following must occur: 1. Written release of the suspension from the organization, institution or individual responsible for imposing the sanction must be received by the Advisor to the Pan-Hellenic Council no later than the first day of classes for the spring semester; 2. The suspended organization must complete the registration process with the Office of Student Life. 3. The organization must actively participate in the Pan-Hellenic Council during the spring semester. Section 3. The Council may remove any officer from the Executive Council for misfeasance or malfeasance or non-feasance in office or conduct which tends to hold the Council up to ridicule or contempt, or which tends to bring discredit upon the organization; or violates the spirit of the founding principles of the National Pan- Hellenic Council provided that written charges shall have been served upon such member by certified or registered mail, return receipt requested, at his/her last known address as it appears in the records of the Council Secretary at least fourteen (14) days before the next scheduled Council meeting at which removal

6 action is to be considered by the Council Executive Committee. Such officer shall be advised simultaneously with the mailing of the charge(s) of his/her own choice, not all from the same organization, to defend against such removal action and penalties. Section 1. Section 1.1 Section 1.2 Section 1.3 Section 1.4 Section 1.5 Section 1.6 Section 1.7 Section 1.8 Section 1.9 Section 1.10 PRESIDENT ARTICLE V-DUTIES OF OFFICERS The President shall be the Chief Executive Officer of the Council and shall preside at all meetings of the Pan-Hellenic Council, Inc. and the Executive Committee. He/She shall explain and decide all questions of order, appoint all chairpersons and members of committees provided for in the Constitution, Bylaws and Rules of Procedure. He/She shall serve as an ex-officio member of all committees. He/She shall see that meetings are conducted with discipline and decorum and must exhibit a fair and impartial attitude at all times. He/She shall display a good working knowledge of parliamentary procedures and shall carry out all provisions of the Constitution, by-laws and Rules of Procedures. He/She shall sign all official documents of the Pan-Hellenic Council, Inc. He/She shall be responsible for the implementation of all decisions of the Executive Committee and the BSUNPHC Constitution. He/She has the power to vote only in cases of tie votes. He/She shall approve all vouchers for expenditure of budgeted funds. He/She shall call an official meeting of the executive committee at least twice a month. (a) The primary purpose of these meetings will be to evaluate and critique the past meetings of the council and to implement recommendations and decisions in need of attention. (b) There will also be an organizational meeting designed to put into action the new programs of the administration and orient the incoming officers with their duties and responsibilities. Each officer can have a two-way exchange of expectations with the President. (c) Help students to function productively within the institution and to fully understand individual and group rights and responsibilities.

7 (d) (e) (f) (g) (h) (i) Monitor students funds. Approve activities and disapprove when not meeting University policies or constitutional guidelines. Require students to submit monthly reports. Monitor elections of officers. Provide workshops, programs, retreats and seminars on relevant topics. Provide training in leadership skills and other personal and social skills. (j) Attend all functions sponsored by student organizations. If an advisor is unable to attend a function, the advisor must designate a representative. The representative must be employed by Bowie State University. Section 2. VICE PRESIDENT Section 3. Section 2.1 Section 2.2 Section 2.3 Section 2.4 Section 2.5 Section 2.6 SECRETARY Section 3.1 Section 3.2 Section 3.3 The Vice President shall be prepared to assume the office of president. Shall be a person that fits the same qualifications of the president. Shall assume the duties of president in the absence or incapacity of the president and shall perform such other duties as are listed below and as assigned. Appoint all committees and serve as an ex-officio member of all committees. Expenditure of budget funds. Shall be present at all meetings. The secretary shall keep the minutes of the meetings of the Council and the Executive Committee taking care of all records. Records the outcome of all votes. He/She shall notify all committees of their appointments and the assignments of business via written memorandum.

8 Section 3.4 Section 3.5 Section 3.6 Section 3.7 Section 3.8 Section 3.9 Section 3.10 Section 3.11 Section 3.12 He/She shall sign all official documents when requested. He/She shall also receive and present to the Council all correspondence. By the direction of the president, the secretary shall be charged to respond to all necessary correspondence and shall seek guidance for the Council when the mandate of the Council does not cover the text of the correspondence. He/She shall handle all official correspondence of the Executive Committee and the BSUPHC, maintain and update files. He/She shall produce typed copy of the minutes within one week of each meeting and shall, within the budget limitations, provide as many copies as may be necessary for each executive officer. He/She shall be responsible for sending or contacting each representative of meeting notices as well as any and all other communication to be distributed. He/She shall read and announce council correspondence at appropriate meetings as directed by the executive committee and/or the president of BSUPHC. He/She shall be responsible for the coordination of the Pan- Hellenic calendar and compiling a joint calendar of the campus NPHC organizations activities and programs. He/She shall immediately notify the council of any conflict in tentative calendar of the member chapter. He/She shall maintain listings of all officers, committee members and general membership of the BSUNPHC. Section 4. TREASURER Section 4.1 Section 4.2 Section 4.3 The treasurer shall receive all funds from the council and shall deposit funds in a bank chosen by the Council body. He/She shall keep a complete record of all disbursements and shall make such disbursements as designated by the council or the executive committee after receiving signed vouchers. He/She shall keep an accurate record of all bills received by the Pan Hellenic Council, Inc.

9 Section 4.4 Section 4.5 Section 4.6 Section 4.7 Section 4.8 He/She shall co-sign all checks with the President. He/She shall dispense receipts for all monies received. He/She shall perform other duties in accordance with the office of Treasurer, as directed by the executive committee and/or president of the BSUNPHC. He/She shall collect dues and other monies for the Council and within five (5) days of receipt. He/She shall submit a written report at the first Council meeting and then every two weeks. Section 5. PARLIAMENTARIAN Section 5.1 Section 5.2 Section 5.3 Section 5.4 Section 5.5 He/She shall serve as the chairperson of the Constitution and By- Laws Committee. He/She shall be well versed in parliamentary procedures according to Robert s Rules of Order. Revised Edition. He/She shall be considered a voting member of the BSUNPHC Executive Committee and Council. He/She shall inform the BSUNPHC and executive committee of any improper procedures during meetings of the executive committee and/or BSUNPHC. He/She shall conduct at least one workshop with instructions on proper parliamentary procedures according to Robert s Rules of Order each semester. Section 6. SERGEANT AT ARMS Section 6.1 Section 6.2 He/She shall clarify all persons in attendance. He/She shall be responsible for enforcing order at all meetings of the BSUPHC and the executive committee.

10 Section 6.3 Section 6.4 He/She shall be responsible for helping to maintain order throughout the entire duration of regular, special, and executive committee meetings. He/She shall certify all persons in attendance responsible for ceremonies and format. Section 7. CHAPLAIN Section 7.1 The Chaplain shall conduct devotional activities of and for the Council at special meetings and shall open the NPHC meeting with a devotional. Section 8 COUNCIL ADVISOR Section 8.1 Section 8.2 Section 8.3 Section 8.4 Section 8.5 Section 8.6 The role of the advisor of the Pan-Hellenic Council, Inc. shall be that of a resource person. The council advisor must be a member of Bowie State University faculty, administration or staff. The advisor shall be responsible for presenting ideas to the Council to assist in the promotion of the council objectives, approve council programs, work with the council officers to develop the leadership qualities of the council officers and attend all council directed activities, meetings and functions. If the advisor cannot be present at an approved council activity, the advisor shall follow the guidelines that have been established by the Assistant Director of Student Life concerning advisors of campus organizations. The Assistant Director of Student Life serves of co-advisor to the Council. Shall review and present constitutional changes to the BSUNPHC to be voted upon by member representatives.

11 ARTICLE VI-COMMITTEES Section1. Committees of the BSUNPHC will be the Program Committee, the Constitution Committee, the Judicial Committee and the Finance Committee. Section 1.1 Program Committee (a) Shall consist of one representative from each member organization. (b) Shall be under the leadership of the Vice President. (c) Shall develop the BSUNPHC service and social projects for each school year, and submit same of the BSUNPHC Executive Committee for approval and to the BSUNPHC for adoption. Section 1.2 Constitution Committee (a) Shall consist of one representative from each member organization and the advisor. (b) Shall be under the leadership of the Parliamentarian. Section 1.3 Judicial Committee (a) Shall be under the leadership of the President. (b) Shall consist of one representative from each member organization, the Pan-Hellenic Council advisor, the Vice President and the Parliamentarian. (c) Shall be responsible for conducting judicial hearings upon request from the executive committee. (d) Shall conduct all judicial hearings in accordance with the regulations set forth in the Constitution and By-Laws. (e) Shall have the right to hear testimony from appropriate witnesses, listen to the charges and defense testimony, and subsequently, make recommendations to the Bowie State University Pan-Hellenic Council regarding the alleged violation(s) for final decisions and recommendations.

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