BYLAWS OF. Gamma Mu Chapter THETA PHI ALPHA FRATERNITY. Bylaw I NAME

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1 BYLAWS OF Gamma Mu Chapter OF THETA PHI ALPHA FRATERNITY Bylaw I NAME The name of this organization is the GAMMA MU CHAPTER (hereinafter referred to as Chapter ) of Theta Phi Alpha Fraternity (hereinafter referred to as Theta Phi Alpha ). Bylaw II PURPOSE The purpose of the Chapter is to promote the purposes and ideals of Theta Phi Alpha on the campus of Clarkson University (hereinafter referred to as the School ). As an established Chapter of Theta Phi Alpha, the Chapter recognizes the supremacy of Theta Phi Alpha s National Constitution and Bylaws. These Chapter Bylaws shall pertain only to the Chapter and shall conform to, and be used in conjunction with, the National Constitution and Bylaws and National Policies and, in any conflict between these Bylaws and the National Constitution and Bylaws and/or the National Polices, the National Constitution and Bylaws and National Policies shall prevail. Bylaw III MEMBERSHIP SECTION 1. NON DISCRIMINATION. Membership in the Chapter is open to female, full time students of the School, without regard to handicap, race, age, creed or national origin. SECTION 2. MEMBERSHIP BY CLASSES. Membership in this Chapter shall be made up of two classes: collegiate and alumnae. (a) Collegiate. Collegiate members shall be women students in good standing with the School who are greater than first semester freshmen and who have been elected to Page 1

2 membership by unanimous vote of the chapter. A collegiate member shall be deemed in good standing fraternally if she: (1) Maintains at least a 2.5 cumulative Grade Point Average, unless accepted into the Chapter with a documented learning disability, where a 2.0 cumulative Grade Point Average is required. (2) Participates in Chapter meetings, ritual, and other Chapter activities. (3) Pays all fees in a timely manner. (b) Alumnae. As described in the National Constitution and Bylaws. SECTION 3. DURATION OF MEMBERSHIP. Any woman initiated into Theta Phi Alpha shall remain a member for all time. SECTION 4. SUSPENSION OF MEMBERSHIP. (a) The Grand Council of Theta Phi Alpha may, for grave and just cause, suspend the relationship between the fraternity and a member for a definite or indefinite period and deny such member the privilege of possessing and wearing the badge. A member suspended by the Grand Council may appeal to Theta Phi Alpha s National Convention (hereinafter referred to as Convention ), beyond which there is no further appeal. (b) The Chapter Advisory Board may, for grave and just cause, temporarily suspend a member for failure to adhere to Chapter and/or Theta Phi Alpha rules and regulations; a member suspended by the Chapter Advisory Board may appeal her suspension to the Grand Council or to Convention. Bylaw IV GOVERNMENT SECTION 1. INTERNAL MATTERS. The Chapter shall have an independent government which shall be responsible for all internal matters of the Chapter. Every voting member shall have the ability to participate in the operation of the Chapter government by participation in Chapter meetings, voting for officers and, if qualified and duly elected, holding office. Officers shall have responsibility for the day to day operations of the Chapter. The Chapter shall operate subject to the supervision of its Advisory Board and Theta Phi Alpha national officers, as authorized in the National Constitution and Bylaws. SECTION 2. INTER CHAPTER AND NATIONAL MATTERS. All inter Chapter matters in Page 2

3 dispute or question, or matters in dispute or question between a non member and the Chapter, or between the Chapter and the national organization, shall be under the jurisdiction of the Grand Council, from whose decision appeal may be made to Convention. SECTION 3. CHAPTER AND ALUMNAE ASSOCIATION MATTERS. Matters of equal concern to both the Chapter and an affiliated Alumnae Association shall be deliberated in a joint meeting, assembled as provided for in the National Constitution and Bylaws. SECTION 4. CHAPTER ADVISORY BOARD. (a) The Chapter Advisory Board shall be established and function as required by the National Constitution and Bylaws. The Advisory Board has jurisdiction over finances, scholastic standing, Senior Service Awards, Special Status, and disciplinary matters. (b) The Chapter President, or her designee, is the only collegiate member who has a vote on the Chapter Advisory Board. (c) The Chapter Advisor and one other, predetermined alumna shall be the only alumnae members who vote on the Chapter Advisory Board. year. (d) The Chapter Advisory Board shall meet at least monthly during the academic Bylaw V MEETINGS SECTION 1. SCHEDULING. Chapter meetings shall be held biweekly during the academic year, with vacations and testing weeks being the only exceptions. The meeting day and time shall be decided at the beginning of each academic term based on the members schedules for such academic term, to achieve the highest possible attendance. Business meetings shall alternate with informal chapter workshops every other week. SECTION 2. (a) PARLIAMENTARY PROCEDURE. Robert's Rules of Order shall govern all meetings. (b) The Chapter President will not call for abstentions during meeting. A majority vote is defined as the majority of members that choose to vote on a proposed motion. SECTION 3. QUORUM. Two thirds of the collegiate membership shall establish quorum. Page 3

4 SECTION 4. SPECIAL MEETINGS. Special meetings may be called and conducted as provided for the Chapter in the National Constitution and Bylaws. SECTION 5. AGENDA. The agenda for the Chapter Business Meetings shall be in accordance with the ritual for Chapter Business Meetings. SECTION 6. VOTING POWERS. Each collegiate member shall be entitled to vote on all Chapter matters addressed at the meeting. If a member fails to remain in good standing with the Chapter or Theta Phi Alpha, she will not have a voice at Chapter Business Meetings until she is in good standing. Voting by proxy shall not be allowed. Additionally, voting via the internet on any Chapter or Theta Phi Alpha matter is prohibited; voting must take place during a Chapter Business Meeting. Bylaw VI OFFICERS AND ELECTIONS SECTION 1. EXECUTIVE BOARD OFFICERS. All Chapter Executive Board Officers will be elected by the Chapter. (a) Membership. Executive Board Officers shall be the President, the Vice President, the Treasurer, the Recording/Corresponding Secretary, the Recruitment Chairman, and the New Member Educator. (b) Qualifications for Offices. (1) Each member of the Chapter Executive Board shall be a collegian in good standing with the Chapter, the School, and the Fraternity, and is encouraged to have previously held a chapter office or chairmanship. (2) Each member of the Executive Board shall maintain at least a 2.75 cumulative Grade Point Average. If an Executive Board officer falls below a cumulative GPA of 2.75, she shall relinquish her office. (c) Terms of Office. All Executive Board officers will begin serving at the first meeting in January. Each woman shall hold office until the new Executive Board officers are duly elected and installed. (d) Vacancies. Should a vacancy occur in any office, a new officer shall be promptly elected by the Chapter, except when there is a vacancy for the office of Chapter President, in which case the Chapter Vice President will become President, and thereafter a new Vice President will be elected. Page 4

5 SECTION 2. OTHER (NON EXECUTIVE BOARD) OFFICERS. (a) Membership. Other chapter officers shall include: Assistant New Member Educator, Panhellenic Delegate, Risk Manager, Ritual Chairman, Parliamentarian, Scholarship Chairman, Sisterhood Chairman, Fundraising Chairman, Philanthropy Chairman, Alumnae Relations Chairman, House Manager, Social Chairman, Historian, Faculty/Public Relations Chairman, National Liaison and Hospitality Chairman, Song Chairman, Webmaster. (b) Qualifications for Office. (1) Each Chapter officer shall be a collegiate member in good standing with the Chapter, the School, and the Fraternity. (2) Each chapter officer must maintain at least a 2.5 cumulative Grade Point Average; if a chapter officer falls below a cumulative GPA of a 2.5, she may be removed from office. (c) Terms of Office. All chapter officers shall hold office for one year and will begin serving at the first meeting in January. SECTION 3. APPOINTED CHAPTER POSITIONS. Chapter Officers may establish committees at their own discretion and have the right to appoint committee members. SECTION 4. ELECTION DATES. prior to the end of the fall semester. All Chapter officers shall be elected at least six weeks SECTION 5. ELECTION PROCESS. (a) Candidates will be nominated during a regularly scheduled Chapter Business Meeting, at least two weeks prior to the date of elections. The duties of each office, as provided in these Bylaws shall be read before nominations are provided and accepted. At least one candidate for each office shall be nominated. The slate for each office shall close at the scheduled meeting for elections, prior to the start of any elections. Each candidate shall accept her nomination prior to a vote on the office. (b) Candidates need not be present at the election meeting to be elected. (c) Each candidate for the Executive Board shall be allowed a two minute campaign speech before voting begins. (d) Members shall vote in elections by secret ballot and the winner determined by majority vote, except in cases where only one candidate has been nominated, in which case the Page 5

6 election may be made by acclamation. The Vice President will count the ballots. If a majority vote is not achieved because of the nomination of three or more candidates, a run off election between the two candidates with the highest number of votes will be held. Any tie vote will be decided by the President. (e) Executive Board Offices will be elected in the following order: President, Vice President, Treasurer, Recording/Corresponding Secretary, Recruitment Chairman and New Member Educator. Other offices will be elected in the following order: Assistant New Member Educator, Panhellenic Delegate, Risk Manager, Parliamentarian, Ritual Chairman, Scholarship Chairman, Sisterhood Chairman, Fundraising Chairman, Philanthropy Chairman, Alumnae Relations Chairman, House Manager, Social Chairman, Faculty/Public Relations Chairman, Historian, National Liaison and Hospitality Chairman, Song Chairman, Webmaster. SECTION 6. VACANCIES. Any vacancy in an office occurring during the year for any reason, including resignation, removal, death, disability, suspension of membership, expulsion from the School or other extended leave of absence from the School, shall be filled by an election at the next regular Chapter meeting, except in the case of a vacancy in the office of President, which shall be filled by the Vice President, and thereafter a new Vice President shall be elected. SECTION 7. REMOVAL FROM OFFICE. An officer may be removed from office if she fails to meet any requirement to hold office which may be imposed by the Chapter or Theta Phi Alpha. Additionally, any Executive Board officer may be removed from office by a three fourths vote of members for just cause, including gross negligence in fulfilling or failing to fulfill her duties, embezzlement of Chapter funds, or failure to meet the obligations and responsibilities of membership. The officer at issue shall be given a right to address the members to defend her actions. Any vote for removal shall be subject to review by the Chapter Advisory Board. Any officer other than an Executive Board officer may be removed from office upon a vote of two thirds of the Chapter Advisory Board for just cause. Bylaw VII OFFICER RESPONSIBILITIES SECTION 1. IN GENERAL. The duties set forth in this Bylaw shall be performed by each officer to the best of her ability. Each officer is also responsible for completing duties reasonably assigned to her by the President. (a) Delegating. In the event an officer is unable to carry out a particular responsibility (e.g., due to illness or scheduling conflicts), she shall delegate such responsibility to a member who is willing and able to perform it; the Chapter President shall delegate to the Vice President. Page 6

7 (b) Record Keeping. Each officer shall maintain records pertaining to her office, including all applicable National manuals, programs, and copies of filed and blank report forms. (c) Expenditures. Expenditures may be incurred by an officer to the extent budgeted; additional expenditures should only be made with the approval of the Executive Board. Reimbursement for out of pocket expenses should be sought promptly, with full written substantiation, such as paid receipts, of the payment of such expenses. (d) Reports. All officers responsible for completing and submitting reports to National Office shall do so by submitting completed reports to the Recording/Corresponding Secretary ten days prior to National Office s required due date; reports will be reviewed by the Recording/Corresponding Secretary and either approved or returned with suggestions for changes. The officer must submit any changes to the Recording/Corresponding Secretary days prior to National Office s required due date and forwarded to National Office by the Recording/Corresponding Secretary. (e) Events. All officers shall provide the President with all dates of events for each office prior to the start of each semester, on or before the due date she establishes, for the composition of the Chapter calendar of events. (f) Chapter Meeting Agenda. Each officer must submit her Officer Report to the President at least 72 hours prior to the Business Meeting, to allow for distribution to all chapter members prior to the start of each meeting. SECTION 2. PRESIDENT. The President shall: (a) Be responsible for the execution of the provisions of these Bylaws. (b) Set the agenda for Chapter Business Meetings and distribute it prior to the start of each meeting. (c) (d) Review and approve all outgoing correspondence. Be responsible for: (1) Completing and submitting the monthly President s Report, the Compliance with National Policies Report, the Calendar of Events, the Incident Report (as necessary), the Traveling Educational Consultant Visit Schedule Input Form, and the TEC Evaluation Report to the Recording/Corresponding Secretary, for final submission to National Office. The President is also responsible for submitting all necessary Officer Transitions Forms to the Recording/Corresponding Secretary for submission to National Office. Page 7

8 (2) Submitting the Convention Awards Packet to National Office on Convention years. (3) Completing and submitting the Chapter Operations Recognition of Excellence Report (hereinafter referred to as the CORE Report ) to the School on or prior to the due date established by the Assistant Dean of Student Affairs Office. (4) Hosting an event for members parents at least once annually, completing the Membership Involvement Form annually, submitting the New Member Roster and Certificate of Insurance to the Assistant Dean of Student Affairs when it is due, and writing a letter to all initiated sisters parents each semester about the purpose and mission of the Chapter and Theta Phi Alpha, as required by the CORE Report. (e) In case of any disorder or emergency, execute the Theta Phi Alpha emergency procedures, as applicable. (f) Act as spokesperson and representative for all Chapter matters, including to the School and to Theta Phi Alpha, and in particular, to serve as the Chapter s delegate to the Convention or Leadership Conference which occurs during her term; (g) Ensure that all other Chapter reports, programs and fees are prepared, collected and/or submitted to National Office in a timely manner; (h) Ensure that a risk management program is undertaken by the Chapter and supervise the Risk Manager; (i) Be responsible for co signing all Chapter contracts and checks with the Treasurer. (j) Plan and implement a yearly Sisterhood Retreat, comprised of workshops, goal setting, ritual, song, and National Policy review, sister bonding, and any additional programming deemed necessary. The retreat is to take place prior to the start of, or in the first month of, the fall semester. (k) Board. Attend and serve as the voting collegiate member on the Chapter Advisory (l) Chair all Chapter Business Meetings and Executive Board Meetings and reserve rooms for such meetings at the start of each semester. Page 8

9 (m) Monitor the Chapter s Cooperation Points and Pearl Points with National Office on a regular basis. (n) Meet with, or contact via telephone or e mail correspondence, both the Chapter s Conference Director and the Assistant Dean of Student Affairs at least once a month. (o) Collect and keep at least two copies of all flyers, publications, pictures, pamphlets, and other printed material that publicizes the Chapter; these copies will be used to compile evidence for the CORE Report, the National Awards Application Packet, and submission to The Compass. (p) twice weekly. Check the Chapter s designated campus mailbox and e mail account at least (q) Organize the visit of the Consultant by scheduling all necessary meetings with officers and the Chapter, providing adequate lodging, food, transportation, and recreational activities. (r) Meet bi monthly with Fundraising Chairman, Social Chairman, and Treasurer to review excel spreadsheets of funds. SECTION 3. VICE PRESIDENT. The Vice President shall: (a) Act as President in her temporary absence or assume the position of President if the President's office is vacated. () Serve as Co Chair of the Chapter Standards Board. () Monitor the designated Standards Board e mail account on a daily basis and approve member excuses for missing events. () Submit the Chapter Standards Board program to National Office on or prior to the due date. () Keep record of all discussions, callings, and assigned penalties or decisions made within Standards Board meetings. () Establish a fixed timeweekday, and reserve a location for Standards Board meetings to take place, and notify all members on the Board. () Amend and update the bylaws and rules, as needed, and distribute them within one week of National and Chapter approved changes. Page 9

10 Review a section of National Policy at every chapter meeting with a different senior assisting at each meeting SECTION 4. TREASURER. The Treasurer shall: (a) records. Be responsible for the maintenance and custody of all the Chapter s financial (b) Receive money on behalf of the Chapter and promptly deposit it into the Automated Payment Highway (hereinafter referred to as APH ). (c) Establish a budget at the beginning of each fiscal year to submit to the Chapter for approval of the members. (d) Be responsible for the preparation and timely submission of all required financial related reports to the Chapter Advisory Board and Recording, including the Monthly Financial Report, Audit Report, Budget, and Budget to Actual Analysis. (e) Submit all required fees to National Office in a timely manner, including insurance payments, New Member fees, member service fees, Convention fees, jewelry payments, Theta Phi Alpha Foundation contributions, Growth and Development fees, Per Capita fees, and any other fees or payments (f) Report at Chapter Business Meetings the balance of the Chapter s APH account and the totals of receipts and expenses since her report at the prior meeting. (g) Prepare and co sign, with the President, all checks and withdrawals from the Chapter s accounts. (h) Act as Co Chairman of the Standards Board. (i) Refer any member not in good financial standing to the Chapter Advisory Board after warning the delinquent member, allowing her one week to pay all overdue invoices. The Treasurer shall regularly contact any member not in good financial standing until she is in good financial standing and implement a payment plan approved by the Chapter Advisory Board, if necessary. (j) Encourage members to pay membership dues and other fees in advance or on time to avoid having Aging Receivables for over 90 days, as required by the Standards of Achievement. Page 10

11 (k) Submit a budget to the Assistant Dean of Student Affairs by April 15 and November 15 each year, in addition to providing a sample housing and membership dues contract with the fall submission of the budget. (l) Pay all dues to the College Panhellenic Council in a timely manner. (m) Meet bi monthly with Social Chairman, Fundraising Chairman, and President to review excel spreadsheets of funds. SECTION 5. RECORDING/CORRESPONDING SECRETARY. The Recording/Corresponding Secretary shall: (a) Be responsible for a true, correct, and unbiased recording of Chapter, Executive Board and Chapter Advisory Board meetings. In her absence, the Vice President shall take over the responsibility of recording the minutes. (b) Distribute Chapter Business Meeting minutes to each Chapter member via e mail on or before the second day after the meeting. (c) Maintain a current copy of the Chapter Bylaws, the National Constitution and Bylaws, and National Policies for access of all members. (d) Prepare and submit all membership related reports, including the Term Report, Chapter Officers Report, and Graduation reports on or before the established due date. (e) Be responsible for the Chapter recordings, which Chapter and Executive Board meeting minutes, official correspondence, and other appropriate records. (f) Be responsible for ensuring that all Chapter officers submit their respective reports, programs, and fees to National Office in a timely manner. If the Chapter does not receive a receipt from National Office confirming it has received any given report, she shall contact National Office in a timely manner. (g) Review upcoming due dates of all officer reports at the start of each Chapter Business Meeting, under Officer Reports, and report which officers still need to hand in their respective reports. (h) Draft, submit to the President for approval, and send all appropriate correspondence from the Chapter, including special notices of meetings or events, expressions of thanks, congratulations, sympathy, etc. SECTION 6. RECRUITMENT CHAIRMAN. The Recruitment Chairman shall: Page 11

12 (a) Be responsible for the enforcement of Chapter and College Panhellenic Council recruitment rules. (b) Establish a values based recruitment program modeled after the Recruitment Bootcamp plan, which includes: (1) stablish a Recruitment Committee composed of at least three Team Captains and serving as the Chairman of the Committee. (2) Establishing and regularly updating a Wish List, comprised of potential new members that chapter members wish to recruit into the Chapter. (c) Implement a theme for each recruitment period following an official vote by the Chapter in favor of the given theme. (d) Prepare and submit the Recruitment Program to the Chapter and the Advisory Board for review and the Recruitment Report to National Office by the required due date. (e) Provide the Assistant Dean of Student Affairs with a recruitment schedule, recruitment calendar, and pre bid list verification of potential new members at the start of each semester. (f) Provide the chapter with at least one recruitment theme at least two weeks prior to the end of each semester. The theme must be discussed and approved by a majority vote of the Chapter. If the proposed theme is defeated, the Recruitment Chair shall present the Chapter with additional recruitment themes until one is approved. The approved theme will be implemented the following semester. SECTION 7. NEW MEMBER EDUCATOR. The New Member Educator shall: (a) Be responsible for administering the New Member education program, My Sister, My Friend in an interactive and engaging manner that is in compliance with all National Policies, which shall include: (1) Preparing PowerPoint, or other presentations, for each educational lesson. (2) Organizing sister bonding activities for New Members and initiated sisters to attend. (b) Preparing and distributing a New Member education calendar of events to all initiated members and New Members prior to or on the first day of New Member education. Page 12

13 (c) Act as the liaisons between the collegiate members and the New Members. (d) Be responsible for the preparation and timely submission of all New Member related reports to National Office as well as coordinating the collection of the appropriate fees with the Treasurer. These reports include the New Member Education Program, New Member Information Forms, Depledge Report and Initiation Report. (e) Provide the Assistant Dean of Student Affairs with a calendar of events and outline of the New Member education program. (f) Notify all New Members of their mandatory obligation to attend a new member orientation program held by the School. (g) Serve as Chairman of the New Member Education Committee. (h) Supervise or assign an initiated member to supervise all New Members mandatory study hours. (i) Regularly contact the Big Sisters for each New Member class to remind them of their obligations as Big Sisters. (j) Set dates for each Chapter Officer to attend one New Member education meeting; each officer shall talk to the New Members about her duties as an officer. (k) Contact area alumnae, even alumnae from other Theta Phi Alpha chapters, to participate in Unity Week activities. SECTION 8. ASSISTANT NEW MEMBER EDUCATOR. The Assistant New Member Educator shall assist the New Member Educator with all of above mentioned tasks. Especially with presenting the weekly My Sister, My Friend lesson; organizing sister bonding activities for New Members and initiated sisters; preparing the New Member education calendar of events; and regularly contacting the Big Sisters for each New Member class to remind them of their obligations as Big Sisters. SECTION 9. PANHELLENIC DELEGATE. The Panhellenic Delegate shall: (a) Promote the chapter in the College Panhellenic Council meetings and perform duties requested by the Council. (b) Report to the Chapter at the Business Meeting immediately following the College Panhellenic Council meeting, to keep members up to date on all Panhellenic issues. Page 13

14 (c) Ensure familiarity with campus Panhellenic bylaws and the Unanimous Agreements among the College Panhellenic Council chapters. (d) meetings. (e) Present issues to the Chapter prior to voting on any issues at Panhellenic Encourage active Chapter participation in all activities. (f) Contact the Theta Phi Alpha National Panhellenic Conference Delegate when discussion of issues such as changing total, modifying the campus recruitment format, or other significant issues that will directly or indirectly impact the Chapter and Theta Phi Alpha are scheduled to be held. (a) (g) Prepare and submit the NPC Report to the Recording/Corresponding Secretary for transfer to National Office by the required due date. SECTION 1. RISK MANAGER. The Risk Manager shall: (a) Work with the Assistant Dean of Student Affairs to organize and conduct campus wide educational programming at least once per semester, preferably during Safe Spring Break Week and Alcohol Awareness Week. (b) Be responsible for knowledge of the risk manage policies from the School in order to keep the Chapter in compliance. (c) Be responsible for continually educating the chapter about various programs offered to increase the Chapter s knowledge of drugs, alcohol, sexual assault, and health issues. (d) Organize and present (on our own from start to finish) the following education programs open to the entire campus, as required by the CORE Report; (1) A health related program on alcohol and/or sexual assault awareness; (2) A program on diversity (religious, cultural, sexual, etc.); (3) A program on time management, study skills, or other related topics. (e) Be responsible for promoting a positive attitude among all members of the Chapter, and provide educational resources for the Chapter to use. (f) Oversee the Risk Management Committee and submit the Risk Management Report to the Recording/Corresponding Secretary for transfer to National Office by the required due date. Page 14

15 (g) Conduct one fire drill per month and make sure that the proper fire emergency precautions are in place. (h) Schedule an annual house inspection, to be conducted by the Village of Potsdam Code Enforcement Officer. SECTION 1. (a) (b) PARLIAMENTARIAN. The Parliamentarian shall: Inform and update all members of the bylaws and rules of the Chapter. Assist the President in keeping order at Chapter Business Meetings. (c) Review Robert s Rules of Order at the first Chapter Business Meeting of each semester and have them on hand at all Chapter Meetings. (d) Complete Parliamentarian Fines Excel Spreadsheet and submit it to the Treasurer within one week of each Chapter Business Meeting. SECTION 1. RITUAL CHAIRMAN. The Ritual Chairman shall: (a) Be responsible for all ritual ceremonies, including notification of members of date, time and place, set up, attire, rehearsal and clean up. (b) Be responsible for care and maintenance of all ritual materials, including replacement when necessary. (c) Prepare and submit the Ritual Report to the Recording/Corresponding Secretary for transfer to National Office by the required due dates. SECTION 1. CHAIRMAN. The Chairman shall: (a) Retain records of each collegian s overall grades per semester and discuss with the Chapter President at the beginning and end of each semester. (b) Submit the Program and Reports to the Chapter Advisory Board and Recording/Corresponding Secretary prior to or on the due date for submission to National Office. (c) Assist the New Member Educator in organizing and monitoring the study hours of all New Members. Page 15

16 (d) Notify the President when members do not meet the qualifications for a chapter office prior to nominations. (e) Regularly contact members who fail to meet the scholastic requirements of membership and implement an action plan to assist delinquent members. The chairman shall contact the National Chairman for advice and consultation as needed. SECTION 1. SISTERHOOD CHAIRMAN. The Sisterhood Chairman shall: (a) (b) Assist the Chapter President in planning Sisterhood Retreats. Organize at least sisterhood activities per semester. () Act as a liaison between Chapter members and Chapter officers, for the purpose of relaying suggestions, comments, feedback, and concerns about officer actions or events. () Report and facilitate the implementation of new ideas that will contribute to the welfare and forward progress of the Chapter. SECTION 1. FUNDRAISING CHAIRMAN. The Fundraising Chairman shall: (a) Thoroughly organize and implement fundraising projects to assist in paying Convention Fees, Regional Conference Fees, Leadership Conference Fees, and other, unexpected expenses. (b) Effectively advertise for all fundraising events on campus and in the community prior to and during the events. (c) present. (d) Write and distribute directions for all fundraising events at which she will not be Transfer all money raised to the Treasurer for deposit into APH. (e) Be in charge of all money in the lock box; all money shall be removed from the box daily and immediately given to the Treasurer. (f) Report all money raised from fundraising events to the Chapter at the next Business Meeting. (g) Complete and submit Fundraising Reports for each Fundraising Activity to the Recording/Corresponding Secretary for final submission to National Office. Page 16

17 (h) Meet bi montly with Treasurer, Social Chairman and President to review Excel Spreadsheets of funds. SECTION 1. PHILANTHROPY CHAIRMAN. The Philanthropy Chairman shall: (a) Contact places in the community in order to participate in community service or fund raising events, and keep a list of all places contacted and all places where community service or fundraising has been done. (b) Keep a record of all community service hours completed and money raised by individual members and the Chapter as a whole. (c) Complete and submit the Philanthropy Report as well as any applicable Fundraising Reports to the Recording/Corresponding Secretary for submission to National Office. (d) (e) calendar year. Conduct at least one project for Camp Friendship each calendar year. Conduct at least one fundraising project for the Theta Phi Alpha Foundation each (f) Conduct each of the following community service or philanthropy events per calendar year, as required by the CORE report; (1) Organize and conduct (on our own from start to finish) a community service or philanthropy event that is open to the entire campus. (2) Co sponsor at least one philanthropy or community service project with another organization. SECTION 1. ALUMNAE RELATIONS CHAIRMAN. The Alumnae Relations Chairman shall: (a) Keep a database of all alumnae names, USPS and e mail addresses, phone numbers, occupations, New Member classes, initiation dates, graduation years, and other information as needed. (b) Be responsible for organizing at least one alumnae weekend per calendar year, and providing alumnae with updates on Chapter status, events, and other news. (c) Maintain the Chapter e mail group for alumnae. Page 17

18 (d) Provide alumnae with Chapter Business Meeting minutes. (e) Write at least two formal newsletters per semester and distribute them to alumnae via regular mail. (f) Regularly contact a predetermined alumnae liaison to discuss the needs and requests of Chapter alumnae. (g) Organize the Chapter s Founders Day events, in conjunction with the Northern and Central New York Alumnae Association whenever possible, and invite all Chapter and area alumnae to attend. SECTION 1. HOUSE MANAGER. The House Manager shall: (a) stablish a Housing Committee to assist her in monitoring and executing the day to day management of the Chapter s facilities. (b) Renegotiate the Chapter s lease with the property owner prior to the expiration of the current lease. (c) Compile a list of house rules, as suggested in the House Corporation Board Manual, which shall be signed by all members and posted in the Chapter facility. The House Manager shall promptly refer any non complying resident members to Standards Board. (d) Conduct meetings with resident members as needed to discuss issues such as cleanliness, chores, noise, guests, etc. (e) Hold a meeting at the beginning of each semester with resident members to discuss and determine quiet hours. A majority vote of resident members is required for decisions. At this meeting, the House Manager shall also distribute chore lists and descriptions to all members, including dates that resident members are responsible for any given chores. (f) Schedule cleaning sessions for resident members on a weekly basis. Cleaning sessions will include sweeping, mopping, washing windows, laundering community towels, etc. shall be decided and announced to all resident members at the beginning of each semester. (g) Schedule cleaning sessions for all Chapter members immediately following any Chapter event that takes place at the Chapter facility. Such events include but are not limited to: Bid Day, New Member Education, Ritual, Sisterhood Events, etc. Chore lists for all members shall be provided by the House Manager. Times and dates shall be provided to the Chapter President for inclusion on the Chapter calendar. Page 18

19 (h) Schedule cleaning sessions prior to any event at the Chapter facility at which guests will be present. Such events include but are not limited to: Invitational, Preference, and other recruitment events, Bid Day, Big/Little Day, etc. SECTION. SOCIAL CHAIRMAN. The Social Chairman shall: (a) (b) Be responsible for planning the social events of the Chapter. Ensure that the Event Planning Form is utilized. (c) Provide event notification forms to the Assistant Dean of Student Affairs at least 72 hours prior to any social event. (d) Organize friendly competitive sporting events with other Greek organizations and student groups. (e) Submit Chapter intramural rosters if Chapter is interested in participating. (f) Promote healthy living among all chapter members by conducting workshops and chapter discussions. (g) Meet bi monthly with Treasurer, Fundraising Chairman and President to review Excel Spreadsheets of funds. SECTION 2. FACULTY/PUBLIC RELATIONS CHAIRMAN. The Faculty / Public Relations Chairman shall: (a) (b) Communicate important information to the Faculty Advisor as needed. Invite the Faculty Advisor to at least two meetings or events per semester. (c) Develop and implement a neighborhood relations program for and with the residences in the Chapter s neighborhood or residential unit (including Clarkson residence halls), as required by the CORE Report. (d) Assist officers in publicizing Chapter events on campus and in the community. (e) Be responsible for the preparation and timely submission of Chapter news to The Compass and the Publicity Report, done in conjunction with the Chapter Historian, and submitted to National Office via the Recording/Corresponding Secretary. SECTION 2. HISTORIAN. The Historian shall: Page 19

20 (a) Be responsible for taking pictures at Chapter events. (b) Collect cards, letters and other correspondence of historical or sentimental significance to the Chapter from the Recording/Corresponding Secretary. (c) Collect articles or clippings in which the Chapter or its members are mentioned. (d) Prepare a comprehensive and chronological scrapbook in which the pictures and other items collected are displayed. Each major chapter event should be included with a short description for historical reference. A scrapbook shall be created for each academic year, to be started in the fall semester by the outgoing Historian and to be finished by the incoming Historian during the Spring. (e) Be responsible for the preparation and timely submission of the Historian s Annual Report, copy for The Compass, and the Publicity Report to the Recording/Corresponding Secretary. (f) Handle correspondence with the composite company with which the Chapter will do business, and schedule the times for each member s composite photos. (g) Be responsible for creating a newsletter of chapter events to be distributed to parents monthly. SECTION 2. NATIONAL LIAISON & HOSPITALITY CHAIRMAN. The National Liaison and Hospitality Chairman shall: (a) Assist the President with scheduling the visit of the Consultant s visit. (b) Coordinate travel, housing accommodations, meetings and other arrangements for all visiting National Officers, parents, alumnae, and other visitors. SECTION 23. SONG CHAIRMAN: The Song Chairman shall: (a) Conduct and lead a National Song Review at each Chapter Business Meeting. (b) Lead the Chapter in song during Bid Day Activities. She may also choose to provide each Chapter member with a printed copy of the Bid Day songs and chants. (c) Lead the Chapter in song when required at Chapter events. (a) SECTION 24. WEBMASTER. Chapter website. The Webmaster shall: Regularly maintain the Page 20

21 Bylaw VIII COMMITTEES The standing committees shall be the Executive Board, Standards Board, Recruitment Committee, Housing Committee, New Member Education Committee, and Compliance Committee. SECTION 1. EXECUTIVE BOARD. (a) The Executive Board shall be comprised of the President, Vice President, Treasurer, Recording/Corresponding Secretary, Recruitment Chairman, and New Member Educator and shall be chaired by the President. (b) The Executive Board shall establish the goals of the administration and work to achieve such goals. (c) The Executive Board will meet on a weekly basis, prior to the regularly scheduled Chapter Business Meeting. Additional meetings may be called by the President if she deems them necessary. SECTION 2. STANDARDS BOARD. The Standards Board shall: (a) Be comprised of the Vice President, Treasurer, Risk Manager, and two other members elected by the Chapter. The Standards Board shall consist of one member from each academic class whenever possible. If any of these positions should overlap, the Ritual Chairman shall also be a member of Standards Board. If any of these members are referred to the Standards Board for judicial review, the President shall attend the meeting to ensure fair and unbiased judgment. The Standards Board should be co chaired by the Vice President and Treasurer. (b) Strictly enforce all aspects of the Chapter approved Standards Board Program. (c) Have jurisdiction over disciplinary matters within the Chapter such as the failure of a member to meet her obligations of membership or duties of office. Personal and emotional matters between chapter members are not to be discussed at Standards Board meetings. (a) Meet at least once weekly to discuss the referral of any member and to review the cases of members called in front of the Board. Page 21

22 (e) Distribute the Standards Board programto all members at the start of eachsemester, which shall be signed and returned to the Recording/Corresponding Secretary. (f) Permit its actions to be appealed to the Chapter Advisory Board. (g) Refer all matters pertaining to violation of National Policy, temporary or permanent suspension, and financial and scholastic delinquency to the Chapter Advisory Board. (h) Record the following information in one document for the reference of all Standards Board members, that is to be maintained by the Vice President and reviewed at weekly meetings; (1) Member s name and date of referral to Standards Board; (2) Date member was called before Standards Board and reason for member s referral; (3) Excuse provided by the member; (4) Decision made by Standards Board. SECTION 3. RECRUITMENT COMMITTEE. All members must participate in recruitment, however, the Recruitment Committee shall: (a) Be chaired by the Recruitment Chairman and comprised of three members, who shall be appointed by the Recruitment Chairman; the appointed members shall serve as the Team Captains. Team Captains shall oversee their respective recruitment teams, delegate members to make posters, send invitations, organize events, and other reasonable duties of recruitment. The size of the recruitment teams will be determined by the number of chapter members divided by the three teams, without counting the Chairman. (b) Plan recruitment workshops and events in accordance with the College and National Panhellenic Council, Theta Phi Alpha, and the School policies. The Team Captains and/or the Recruitment Chairman will be responsible for providing notice to all members regarding recruitment events, and organizing the setup and cleanup of all recruitment events. (c) Be established immediately following the election of the Recruitment Chairman in order to adequately plan for the upcoming semester s recruitment. (d) Design at least two recruitment ideas prior to the end of each semester, which will be implemented the following semester, and consider all suggestions made by chapter Page 22

23 members concerning recruitment ideas; recruitment themes and events shall only by implemented following a vote by the Chapter. SECTION 4. HOUSING COMMITTEE. The Housing Committee shall: (a) Be chaired by the House Manager, comprised of at least four other appointed members, and meet as necessary. (b) Monitor the conditions of the Chapter house or residence and reasonably assign duties to members concerning maintenance of the Chapter house. SECTION 5. NEW MEMBER EDUCATION COMMITTEE. The New Member Education Committee shall be comprised of the New Member Educator, Assistant New Member Educator, New Members Big Sisters, and the President; the New Member Educators will chair all meetings of the Committee. The Committee shall monitor the implementation of the My Sister, My Friend New Member Education Program and the progress of the New Members. SECTION 6. THE COMPLIANCE COMMITTEE. The Compliance Committee shall: (a) Be the Chapter s Standards Board plus the Chapter President. (b) Be chaired by a Senior member of the committee. Note: Neither the Vice President nor the Treasurer will chair the Compliance Committee if she is not the senior member although they are co chairs of Standards Board. (c) Meet at least once monthly to review chapter activities and events and their compliance with national policies, procedures, ritual, and national and chapter constitution and bylaws. (d) Ensure that all chapter activities and events are in compliance by: (1) Conducting monthly presentations and workshops on national policies and procedures and National Constitution and Bylaws and Chapter Business Meetings or workshops. These duties may be delegated to the Risk Manager and Parliamentarian respectively. (2) Attendance of at least one committee member at all other chapter committee meetings to ensure that event planning is in compliance with all policies. (3) Meeting with or contacting chapter officers via e mail at least two weeks prior to an event chaired by their offices. National policies pertaining to each event shall be reviewed with the appropriate event chairwoman. Page 23

24 (4) Meeting with the Chapter Panhellenic Delegate to review Panhellenic activities. Bylaw IX OBLIGATIONS OF MEMBERSHIP SECTION 1. ATTENDANCE OBLIGATIONS. Attendance at all Chapter meetings is mandatory. Roll call will be taken by the Recording/Corresponding Secretary at the beginning of each meeting. Members who cannot attend a meeting shall contact the Vice President at least twenty four (24) hours prior to the scheduled meeting time, except in cases of emergency. Attendance at ritual, recruitment, philanthropy, fundraising, New Member, and social functions is also an essential obligation of membership. Those who are not in good standing with the Chapter shall limit attendance at social and other events, as decided by the Board or the Chapter Advisory Board. Members must attend at least TWO of all programs provided by the Risk Manager each calendar year. SECTION 2. FINANCIAL OBLIGATIONS. Each member shall meet her financial obligations in a timely manner. Financial obligations include Chapter and National Theta Phi Alpha fees and assessments. The Treasurer shall provide notice, at least one week in advance, of the type and amount of fees due, and the due date thereof. In addition, assessments may be made during the course of the year as determined by the Chapter at its regular meetings. SECTION 3. PENALTIES. Failure to meet attendance, scholastic, and financial obligations, as outlined in the Chapter s Standards Board Program, will be subject to review by the Standards Board. Any matters not resolved by the Standards Board will be referred to the Chapter Advisory Board. SECTION 4. COMMUNITY SERVICE. The Chapter shall: (a) Perform at least 300 hours of community service per calendar year, as required by the CORE Report. Therefore, the chapter is responsible for 150 hours divided by the number of members, each semester. Each New Member shall complete at least 2.5 hours of community service during her New Member education. (b) Keep track of money raised for philanthropic causes, for extra credit on the CORE Report. SECTION 6. CO CURRICULAR ACTIVITIES. Each member shall participate in at least one co curricular activity for the entirety of her time as a collegian. Bylaw X POSSESSION OF BYLAWS Page 24

25 All members of the Chapter shall be provided copies of the Chapter s Bylaws. Bylaw XI FISCAL YEAR The fiscal year shall be from September 1 to August 31 of the following year. Bylaw XII DISSOLUTION In the event of the dissolution of the Chapter, all of its property, both real and personal, after payment of all just claims against it, shall be conveyed to and vested in Theta Phi Alpha. AMENDMENT PROCESS. Bylaw XIII AMENDMENTS (a) Amendments to these Bylaws may be proposed by a Chapter member at any time during the academic year. (b) A proposed amendment shall be submitted in writing to the President and Recording/Corresponding Secretary. The Recording/Corresponding Secretary shall distribute copies of the proposed amendment to each member within two days of receipt. The Chapter will vote on the amendment after a period no less than one week from its date of distribution in a Chapter Business Meeting. (c) The President shall put the proposed amendment for discussion and vote on the agenda for the next Business Meeting no sooner than one week after the proposed amendment has been distributed. (d) membership. For adoption, an amendment shall receive at least a three fourths vote of the (e) Within one week that an amendment has been approved by the Chapter, it shall be submitted to the National Office of Theta Phi Alpha for review and approval from the National Constitution and Bylaws Chairman. Page 25

26 Bylaw XIV APPROVAL The attached Bylaws of Gamma Mu Chapter were reviewed and approved by the National Constitution and Bylaws Chairman on March 22, 2012 and shall be effective on and after such date. The Bylaws shall be submitted for re review to National Office upon any amendment or by March 22, Patricia Marmaduke National Constitution and Bylaws Chairman Page 26