OMEGA PHI CHI SORORITY, INC. CONSTITUTION ARTICLE I NAME

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1 OMEGA PHI CHI SORORITY, INC. CONSTITUTION ARTICLE I NAME The name of this organization shall be Omega Phi Chi Sorority, Inc, hereinafter referred to as OPC. ARTICLE II PURPOSE The purpose of the Omegas is to unify all women regardless of color, race, creed, and to promote the ethnic diversity and richness of all cultures. Its main objectives are: involvement in community affairs and emphasis on academic excellence. ARTICLE III MEMBERSHIP Membership in the organization shall be open to individuals who are willing to work for the Omegas in accomplishing their objectives. Membership must comply with Federal laws prohibiting discrimination on the basis of race, handicap, age, sexual orientation, political, and religious affiliation. SECTION I: PURPOSE ARTICLE IV GOVERNING BOARD The purpose of the Governing Board is to enforce all rules and regulations of Omega Phi Chi Sorority, Inc. The Executive Governing Board will serve as the mediator between chapters to eliminate any problems that cannot be resolved within the chapter. The Executive Governing Board shall be used to maintain and facilitate communication among the chapters and the Alumnae Association. In addition, the Executive Governing Board will be the liaison between undergraduate, Alumnae and Founding Mothers. The Governing Board will consist of two (2) chapter representatives per chapter (unless there is only one active member in a chapter), one (1) Alumnae Association representative and the Executive Board of the Governing Board. Any final decisions that will affect Omega Phi Chi Sorority, Inc. as a whole will be determined by the Governing Board and must have a written approval of at least two (2) Founding Mothers, with the understanding that all must be contacted regarding these changes. If, however, no response is given by a set date (a minimum of two weeks, no more than one month) by the 1 5/2011

2 Founding Mothers regarding these changes, the Governing Board decision will be representative of the Founding Mothers. SECTION II The Executive Board of the Governing Board of Omega Phi Chi Sorority shall consist of: President Vice- President Secretary Treasurer Dean of Public Relations Dean of Recruitment Dean of Membership/Parliamentarian Dean of Expansion Dean of Retention The President and Dean of Membership must be a member of good standing (i.e. not on probation) for a minimum of five (5) years. All other Executive Board positions must be filled by members of good standing for at least three (3) years. NOTE: All Governing Board positions are to be held by Active Alumnae. NOTE: The Executive Board of the Governing Board will serve as the liaison between the Founding Mothers and the Governing Board. SECTION IIA 1. The President will be responsible for organizing and conducting Governing Board meetings. The President will be responsible for constructing an agenda for the meeting. The President shall be responsible for all actions of the Governing Board and the organization as a whole. She shall serve as the official representative of Omega Phi Chi Sorority, Inc. in matters concerning the organization, other organizations and administration. 2. The Vice President shall serve in the absence of the President. The Vice President shall assist the President as needed (i.e. as a liaison to other organizations if necessary) and is in charge of committees that are formed adhoc. The Vice President has the authority to remove any committee member who is not fulfilling their duties. The Vice President is also responsible for organizing the annual retreat and the annual conference for the organization. The Vice President will be responsible for of all aspects of philanthropy and community service for the organization, as well as, running two (2) meetings during her term. 3. The Secretary shall call roll, record all actions of the Governing Board in typed minute form, distribute copies of the minutes to the President, keep accurate files, and inform the membership of all meetings and events, and be the sole moderator for all national organizational list-serves. She will send out thank-you letters, invitations, and confirmations. She is responsible for any outgoing mail/ to other chapters. She will be responsible for mailing a typed copy of the minutes to the 2 5/2011

3 President within a week after the meeting if the President is absent. She will also be responsible for keeping track of new member information as well as updating the organizational files for current members (i.e. new member information sheet, member directory). The Secretary will also be responsible for picking up the mail at the PO BOX and creating and up keeping the Member Data Bank. 4. The Treasurer shall handle all financial transactions (i.e. insurance and filing of taxes) of the Governing Board, maintain accurate records of receipt and expenditure of all funds and collect all appropriate fees, proposed budgets, and financial statements from all chapters. The Treasurer shall also have access to all organizational bank accounts. The Treasurer is also in charge of any Governing Board fundraising endeavors and for developing a budget for the Governing Board. 5. The Dean of Public Relations establishes any programs such as social events etc. She shall also organize all public speeches, receptions, workshops, calendar of events, member gatherings, and Omega weekend. The Dean of Public Relations will review and approve any promotional documentation that is to be disseminated bearing the organization s name (i.e. fliers, social contracts and videos). 6. The Dean of Recruitment is the liaison between the members, the Governing Board and the interested ladies of prospective new chapters. She is responsible for each chapter's Dean of Recruitment to ensure that all duties are adhered to and has the authority to enforce them. She is responsible for organizing Governing Board soirees and functions that pertain to the entire interest group of Omega Phi Chi Sorority, Inc. as a whole. All information and questions concerning the organization from prospective interest outside of established chapters must be directed to her. 7. The Dean of Membership will supervise the New Member Education Process of all chapters as a whole. If the new member guidelines are not adhered to by the members of the organization, the Dean of Membership has the authority to enforce them. She is responsible for each chapter's new member educator and academic dean to ensure that the New Member Education Process is enforced. The Dean of Membership must have working knowledge of the New Member Education Process. She will also serve as the parliamentarian of the Governing Board who will keep order at all times. She will read the agenda at the beginning of each meeting and will ensure that it is followed accordingly (as indicated in the Robert Rules of Order). 8. The Dean of Expansion is the liaison between the administration of the expanding chapter and the Governing Board. She is responsible for obtaining administrative information and policies required by the school for expansion purposes. She must also work with the Dean of Recruitment of the Governing Board. 9. The Dean of Retention is the liaison between the administration of an inactive or retention chapter and the Governing Board. The Dean of Retention will work with inactive or retention chapters (i.e. chapter with three (3) or less members) to assist them in rebuilding and maintaining their respective chapter. She will work with members of current chapters as well as new members in educating them on the business aspects of the organization. She must have working knowledge of the organization, all chapter Executive Board positions, and any other pertinent information necessary to maintain a chapter. 3 5/2011

4 NOTE: The Governing Board shall meet once (1) a month during the academic calendar year for the entire organization to convene NOTE: Governing Board Meetings are for members only. Children are not allowed at any meetings. SECTION I ARTICLE V EXECUTIVE BOARD (INDIVIDUAL CHAPTERS) The Executive Board of individual chapters of Omega Phi Chi Sorority shall consist of: President Vice President Secretary Treasurer Public Relations Officer New Member Educator/Parliamentarian Academic Dean Herstorian Dean of Recruitment NOTE: All officers must be full-time students and meet the minimum GPA requirement. All officers must be in good standing with the organization (i.e. not on probation) and with their affiliated college. SECTION IA 1. The President will be organizing and conducting chapter meetings. She will be responsible for constructing the agenda for the chapter meetings. The President shall be responsible for all actions of the chapter, and shall serve as the official liaison between the chapter, other organizations and administration. 2. The Vice President shall serve in the absence of the President. The Vice President shall assist the President as needed. The Vice President shall keep accurate records of member participation in Community Service Projects. All committees formed by the chapter will be monitored by the Vice President. The co-chair of each committee will keep a written account of committee meetings with copies given to the Vice President. The Vice President has the authority to remove any committee member who is not fulfilling her duties. The Vice President will be responsible for running one (1) meeting a month within the chapter. The Vice President and the Secretary will construct an agenda for a chapter meeting in the absence of the President. 3. The Secretary shall call roll, record all the actions of the chapter in typed, electronic minute form, distribute copies of the minutes to the President and Alumnae Advisor, keep accurate files and inform the membership of all meetings and events. A typed copy of the minutes from the previous meeting should be provided to the President within a week. If the President misses a meeting, the Secretary is 4 5/2011

5 responsible for giving the President a typed, electronic copy of the minutes within 48 hours. The Secretary and Vice President will construct an agenda for a chapter meeting in the absence of the President. The Secretary will send out thank-you letters, invitations, and confirmations etc. She is responsible for any and all outgoing correspondence to members within the organization. 4. The Treasurer shall handle all financial transactions, collection of membership fees, and maintain accurate records of the receipt and expenditure of all funds for the chapter. She is responsible for developing an effective and efficient budget for the chapter. The Treasurer is responsible for all financial statements, contracts and budgets as required by the Executive Board of the Governing Board. 5. The Public Relations Officer establishes and organizes any programs such as social events, public speeches, receptions, workshops, and educational programs for the chapter and all programs held with various organizations. She is also responsible for any written communication to other organizations or companies (i.e. guest speakers, proposals etc.). The Public Relations Officer shall submit a monthly report to the Executive Board Dean of Public Relations that includes any fliers that are to be disseminated for chapter programming. The Public Relations Officer will oversee the maintenance of the chapter website (i.e. updating chapter site and events calendar, or appointing a member to update). 6. The New Member Educator will supervise the new member class and teach and help them throughout the New Member Education Process. She will help them with the history of the organization and the basic information of the Greek system (i.e. names of important administrative offices etc.). If the new member guidelines are not adhered to by the members of the organization, the New Member Educator has the authority to enforce them and use sanctions as mandated in the New Member Education Process. The New Member Educator will also serve as the chapter's parliamentarian. The parliamentarian will keep order at all meetings. She will read the agenda at the beginning of each meeting and will ensure that it is followed accordingly (as indicated in the Robert Rules of Order). 7. The Academic Dean is solely responsible for maintaining accurate records (including syllabi and test schedules etc.) of each prospective new member s academic work while undergoing the New Member Education Process. She is responsible for obtaining tutors, and for scheduling extra study time for the prospective new members if needed. She must meet weekly with the New Member Educator to discuss the progress of each prospective new member academically. The Academic Dean will also keep track of the academic success of current chapter members. 8. The Herstorian keeps records of all actions of the chapter in paragraph form, (i.e. dates and events, important letters), and will also keep a folder with copies of all flyers made by the chapter. It is the responsibility of the Herstorian to keep accurate photo files of all activities that have included participation by the organization, the chapter and or the new members. Any materials needed to fulfill the duties of the Herstorian will be provided by the chapter funds, as approved by the chapter. 9. The Dean of Recruitment is the liaison between the chapter and the interest group. All information and questions concerning the organization must be directed to her. She is also responsible for organizing all chapter soirees. 5 5/2011

6 ARTICLE VI EXECUTIVE BOARD (ALUMNAE ASSOCIATION) SECTION I The Executive Board of the Alumnae Association of Omega Phi Chi Sorority shall consist of: Co-Chairs (2) Secretary Treasurer Fundraising Officer Community Service Officer Herstorian Regional Directors All officers must be Active Alumnae. SECTION IA 1. The co-chairs are responsible for all actions of the Alumnae Association and will conduct and organize all alumnae meetings. Co-chairs are the direct liaison between Governing Board and the Alumnae Association. 2. The Secretary shall call roll, record all the actions of the association in typed minute form, distribute typed copies to the co-chairs and affiliated members, keep accurate files and inform membership of all meetings and events. She is also responsible for all correspondence (i.e. agenda, recruitment letters, The Panther Press). 3. The Treasurer shall handle all financial transactions of the Alumnae Association, maintain accurate records of the receipt and expenditure of all funds, collect dues from the membership and update and maintain the Alumnae Association Membership file. She shall allocate funds to the Alumnae Branches as needed. She shall forward payment to the Executive Governing Board for Active Alumnae dues. 4. The Fundraising Officer is responsible for the implementation of all Alumnae Association fundraisers. 5. The Community Service Officer will handle all responsibilities dealing with the Alumnae Association philanthropy and the Alumnae Association Scholarship Fund. The Community Service Officer will coordinate with the Fundraising Officer to allocate funds to the Alumnae Association philanthropy and scholarship funds. She will also be responsible for coordinating community service events. 6. The Herstorian is responsible for keeping record of all Alumnae Association activity. She is responsible for organizing and filing all historical Alumnae Association documents. She will be responsible for taking/gathering pictures at the events and filing them accordingly in scrapbooks 6 5/2011

7 and/or albums. NOTE: The Executive Board of the Alumnae Association shall meet once a month to discuss the progress of the Alumnae Association. 7. The Regional Director position will be created as the need arises in specific regions to create Alumnae Association Branches. This member will be the official representative of their region within the Executive Board of the Alumnae Association. ARTICLE VII ELECTION PROCEDURES Quorum (as stated in Article XI, Section II) must be met in order to hold an election. No member of the organization shall hold more than one (1) position on the Executive Board; except under special circumstances approved by the Governing Board. SECTION I - IN-HOUSE ELECTIONS All in-house elections will be held by secret pre-printed ballot using the majority- rules method to determine the elected positions. SECTION II - OUT OF STATE CHAPTERS AND MEMBERS All of the out of state votes will be tallied electronically. The results will be available for print after each position is decided and added to the final counts of the pre-printed ballots, using the majority rules method for official results. SECTION III _ VOTING PROCEDURES, RESULTS AND/OR DISPUTES If there is only one member running for a position, a "yes" and "no" election will be held. If the majority of the votes are determined as no", the election process must start over again by reopening nominations until a majority ''yes'' is declared. NOTE: Once all of the positions are voted on and filled, the elections are official. There will not be a recount or dispute of any kind once the election meeting is adjourned. SECTION IV: EXECUTIVE GOVERNING BOARD ELECTIONS All election procedures will comply with the above statements. Nominations will be held during the Governing Board meeting in March. Nominations will be reopened and then closed officially at the end of the April Governing Board Meeting. Elections will then be held during the Governing Board meeting in May. All members wishing to run for positions and fulfill the requirements (Article IV, Section II) must be in attendance at the April Meeting. Any out of state member wishing to run for a position must be teleconferenced in to the April Meeting. All nominees will give their speech and answer 7 5/2011

8 questions at the April Governing Board Meeting. All members wishing to run for positions and fulfill the requirements (Article IV, Section II) must be in attendance at the May meeting. Any out of state member wishing to run for a position must be teleconferenced in to the May meeting. The transition meeting between the old and new board must take place after the elections in May in order for the new board to officially start their term with the June meeting. Each new position is to be held for two (2) academic years (May-May). All Executive Governing Board positions cannot be held for more than two (2) consecutive terms (eight semesters) in any position and will consist of Active Alumnae members. SECTION V: INDIVIDUAL CHAPTERS All election procedures will comply with the above said statements. Elections will be held prior to the end of the second semester (April). A transition meeting must take place in May between the existing officers and the newly elected officers. Newly elected officers will officially take over the specific positions at the beginning of June. Nominations are done two (2) weeks prior to voting day, at actual meeting where voting will take place; nominations are reopened and voting done thereafter. The new member educator can only hold this position for one semester at a chapter in a given year. All other positions are to be held for an academic year (May-May), with the summer months to be used as a transition period. SECTION VI: ALUMNAE ASSOCIATION All election procedures will comply with the above said statements. Nominations will be held during the association meeting in March. By the next scheduled association meeting (April), nominations will be reopened and then closed. Elections will then be held during the meeting in May. Any alumna wishing to hold a position within the Alumnae Association (i.e. alumna advisor, co-chair etc.) must be an Active Alumnae for the minimum of six (6) months, unless otherwise deemed by the Association. Each position is to be held for a two (2) academic years, (May-May). NOTE: A transition meeting (for all) is herein defined as a meeting between previously elected officers and newly elected officers for undergraduate chapters, the Alumnae Association and the Governing Board. A transition meeting will be held in May between existing officers and newly elected officers for The Governing Board, undergraduate chapters and the Alumnae Association. ARTICLE VIII IMPEACHMENT PROCEDURES (GOVERNING BOARD, CHAPTERS AND ALUMNAE ASSOCIATION) Impeachment procedures may be initiated against any officer of a chapter, governing board or Alumnae Association by any member within the organization. This member must file charges in writing to the Executive Board of which stated officer is to undergo impeachment. The Executive Board will then decide the validity of the proposed impeachment, if there is sufficient evidence to support this impeachment, the officer(s) will then be warned by the Executive Board and her probation period (Article IX) will begin. She will continue to fulfill her duties and responsibilities under the supervision of the current Executive Board until a decision is made regarding her status. All members must be notified, in writing, of the meeting date when impeachment will be discussed and voted upon. All members involved 8 5/2011

9 must attend the impeachment meeting. Removal from office requires a two-thirds vote of voting members by the Executive Board. Impeachment is a means to remove officers from their positions if they fail to perform their required duties. Impeachment decisions must take no longer than one (1) month to be voted on. If impeachment procedures occur within a chapter(s) or the Alumnae Association, a copy of the impeachment proposal must be submitted to the Executive Board of the Governing Board. ARTICLE IX PROBATION PROCEDURES If any member and/or chapter is placed on probation, all voting and new member education privileges will be revoked. SECTION I: IMPEACHMENT Any member to whom charges of impeachment have been brought against will be on probation until a decision is made to remove the officer from the board or not. During impeachment procedures, the member s duties will be suspended and taken over by another executive board member until impeachment procedures are completed. SECTION II: PROBATION FOR OTHER REASONS Any member and/or chapter placed on probation for any reason other than impeachment may include but is not limited to: academics, financial debt to organization, and or not adhering to Omega Phi Chi Sorority, Inc. guidelines or university guidelines. Charges must be filed in writing and submitted to the Executive Board. NOTE: Any member will be placed on academic probation if the GPA requirement has not been met. This member must follow all probation requirements as stated above and will not be allowed to hold Executive Board positions. AMENDMENT I: Any member found guilty of violating hazing (physical contact, force or battery) regulations (through trial procedures) as stated in the Omega Phi Chi Sorority, Inc. New Member Education Process will automatically have letters taken away and be expelled from the sorority by the Governing Board, with the written approval of at least two (2) Founding Mothers, with the understanding that contact with all Founding Mothers be first attempted. SECTION III: VOLUNTARY INACTIVATION If a member decides to become inactive by choice, a typed letter must be submitted to the Secretary of the specified chapter and she must also send a copy to the President of the Governing Board at time of inactivation. The member will not be allowed to participate in new member education sessions or vote but is allowed to participate in any activities sponsored by the organization. Once a letter of inactivation is submitted, it must be for a period no less than (1) semester. 9 5/2011

10 NON COMPLIANCE INACTIVATION: Member(s) and/or chapter (s) placed in "inactive" status due to non-compliance of probation requirements as determined by the Executive Board will be so for the minimum of one (1) year. The member and/or chapter will not be allowed to participate in new member education sessions, vote, or wear paraphernalia. Other sanctions may be added as deemed necessary by the Executive Board of the Governing Board. NOTE: Any positions vacated by either inactivation or resignation must be filled by another Executive Board member until elections procedures take place. ARTICLE X FILLING VACANCIES If the office of the President is vacated, the Vice President assumes the duties. Otherwise, vacancies within the chapters, Governing Board or Alumnae Association must be filled in accordance with the election procedures in Article VII of the Omega Phi Chi Sorority, Inc. Constitution. Chapters should ensure that there are at least three (3) officers at any given time. ARTICLE XI MEETINGS Meetings of Omega Phi Chi Sorority, Inc. shall be held regularly. Individual chapters are required to meet on a weekly basis per semester. The Governing Board must meet a minimum of ten (10) times for the entire year. Alumnae Association meetings are held the minimum of once (1) every other month for the entire year. SECTION I: ATTENDANCE 1. Members who are unable to attend a meeting must submit a typed notification to the Secretary (or in case she is not available, to any member of the Executive Board) explaining the reason for the absence, at least one (1) day prior to the meeting (this pertains to chapters.) The Executive Board shall determine the validity of the excuse. If representatives for the Governing Board are unable to attend the monthly meeting, a typed letter of notification must be submitted to the Secretary via (2) weeks prior to the meeting to be missed or can be given ahead of time to the Secretary of the Executive Board of the Governing Board. The Executive Board shall then determine the validity of the absence. 2. For unexcused absences, a fine shall be levied for the Omega Phi Chi Sorority fund. SECTION II: QUORUM A quorum of Omega Phi Chi Sorority shall consist of at least two-thirds of the active membership of the organization for each chapter. The Governing Board must have fifty (50%) percent plus one (1). Alumnae Association consists of fifty (50%) percent of its active members. 10 5/2011

11 NOTE: Quorum must be met at all meetings that voting occurs. SECTION I: FACULTY ADVISOR ARTICLE XII ADVISORS The advisor must be a member of the University Faculty/Administration with the rank: of an instructor or above (i.e. Dean). The advisor should be available to discuss with the members of the chapter any problems that may arise and can serve as the liaison between the chapter and administration of the school if necessary. It is up to individual chapters to choose a faculty advisor through majority rules vote and can hold the position as long as the advisor and the chapter are in agreeance. The advisor may also participate in all activities of the organization. SECTION II: ALUMNA ADVISOR The Alumna Advisor must meet the minimum of once (1) a month with the undergraduate chapter and fulfill any responsibilities with the respective school's administration (i.e. Greek meetings for alumnae members). The advisor will serve as a mentor to the undergraduate members of the chapter and is responsible for holding an activity with the undergraduate chapter once (1) a semester. A majorityrules vote is held by chapters to determine an advisor no later than the first week of May. If there is no alumna available to serve as an advisor to a chapter(s), the Dean of Retention of the Governing Board will serve as such until one is voted in. NOTE: Chapters should have both a Faculty and Alumna Advisor, unless otherwise indicated by the Executive Board of the Governing Board. NOTE: No recently graduated member can become an Alumna Advisor. New graduates should wait a minimum of one year after graduating from an undergraduate program prior to pursuing an Alumna Advisor position. ARTICLE XIII ECOLOGICAL RESPONSIBILITIES The organization shall remain responsible for ecological consequences of its actions. Therefore, this organization will take steps to ensure that any actions shall not further adversely affect the environment, regulations of the College and University as provided by the Dean of Students Office, the Board of Governors, the respective chapter, the State of New Jersey, and the Federal Government. In accordance, all posters (flyers) and other paraphernalia used to advertise any activity of Omega Phi Chi Sorority, Inc. will be removed from the areas to which they were affixed after the expiration of the activity. 11 5/2011

12 ARTICLE XIV SOCIAL EVENTS GUIDELINES 1. Omega Phi Chi Sorority, Inc. will follow the college center's and/or outside establishment's policy concerning safety and security procedures for any social events. 2. All flyers and promotional advertisements must first be approved by the Dean of Public Relations of the Governing Board. 3. Any problem of a group nature which cannot be controlled by Omega Phi Chi Sorority, Inc. will be reported to the police. SECTION I: PURPOSE ARTICLE XV ALUMNAE ASSOCIATION The principle purpose of the Alumnae Association is to aid in the transition that occurs upon completion of undergraduate studies into one's pursuit of career goals and endeavors. The Alumnae will provide a means to remain active within the Sorority and the community, subsequent to graduation. The members of the Alumnae Association will serve to provide mentorship and networking opportunities within the membership in an effort to aid professional development. Furthermore, the Alumnae Association will assist undergraduate chapters and continue to carry out the goals and mission of the organization. SECTION II: ALUMNA ADVISOR GUIDELINES An Alumna Advisor is a member that will aid a chapter with the operation and continued development of the chapter by providing constructive support, ideas and advice when sought by the chapter or when deemed necessary on her part or by the Executive Board of the Governing Board. An Alumna Advisor will serve as a liaison between the chapters and the Executive Board of the Governing Board and funnel any administrative inquiries to the Vice President of the Governing Board. An Alumna Advisor will keep the best interest of the chapter at all times and will serve as an impartial mediator at the chapter if needed. NOTE: If an Alumna Advisor does not meet the required expectations, the Executive Board of the Governing Board reserves the right to replace the Alumna Advisor of a chapter. AMENDMENT II JUDICIAL COMMITTEE There will be a judicial committee every academic year consisting of the following: three (3) undergraduate active members, three (3) active Alumnae members, and the Vice President of the Governing Board. The Vice President of the Governing Board will serve as chair of the judicial committee and report back to the Executive Board of the Governing Board on the actions of the 12 5/2011

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