ARTICLE 1: INTRODUCTION Section 1: Time Table The sorority runs on a semester schedule beginning in the fall with the beginning of the school term and ends at Christmas Break. The spring term begins when school begins in January after Christmas Break and ends with the end of the spring term. Any projects done during the summer shall be included with fall. ARTICLE 2: SEMESTERLY OBJECTIVES Section 1: At the beginning of the chapter meetings the following amendments will be recited after the opening ceremony: the Statement of Purpose from Omega Xi will be recited during the 1 st week; the Ideals will be recited during the 5 th week; the Sisterhood Song will be sung during the 10 th week; the Objectives will be recited during the last meeting. Section 2: Dues will be paid by Friday of the 5 th week of each semester. Any sister not paying dues, and not setting up a payment plan with the Treasurer and President, or owing past dues will forfeit her approved voting rights until payment is made or arrangements for payment(s) have been approved by the Treasurer and President. Section 3: If the Treasurer does not pay dues, her voting privileges are forfeited. Section 4: To complete a variety of events and to at least fulfill the expectations set forth by the IEB. Section 5: To set and fulfill measurable goals that aim to better the sisters and the sorority. ARTICLE 3: ACTIVE MEMBERS Section 1: Active members are those who are described and meet the standards of the International Constitution Bylaws Article 2, Section 1 Section 2: All active members are responsible for: a. meeting after the first and prior to the third meeting, in order to write the proposed budget. b. proposing general goals for the chapter c. holding a Planning Meeting before the beginning of each semester d. reading minutes and correcting errors before the start of each meeting. e. Attendance at chapter events ARTICLE 4: CAMPUS REPRESENTATIVES Approved: 4/15/07 Page 1 of 13
Section 1: The candidate for Homecoming will be nominated on the basis of who did the work expected of them and then went beyond those expectations for the betterment of the sorority as a whole. This includes upholding the Ideals and Objectives. Section 2: The candidate for St. Pat s will be nominated on the basis of whom best represents the theme, has been actively participating in the sorority and is working for the betterment of the sorority as a whole in the past year. Section 3: Candidates for other functions, such as those to act as delegates for convention, Greek Council, and SGA will be chosen according to the following criteria in this order: 1. those who are active 2. those who show interest, 3. those who have shown effort in bettering the sorority as a whole, 4. those who have 90% active attendance to meetings and official AΩE events, 5. those paid up to date in dues. ARTICLE 5: OFFICER DUTIES The Executive Board will have the following responsibilities in addition to those outlined in Article VII, Section 4 of the International Constitution and the International Bylaws: Section 1: Executive Board: a. is made up of the President, Vice President, Membership Educator, Treasurer, and Recording Secretary and have the duties and responsibilities in Sections 2-6. b. is responsible for submitting an a term report and scorecard to the IEB at the end of each semester. c. is responsible for giving a report each meeting Section 2: President The President is responsible for: a. corresponding with the IEB. b. submitting report to the Interchapter Relations Committee. c. establishing and updating the quarterly Phone Tree and the Officer and Committee Listing. d. having the ability and responsibility to sign sorority checks. e. ensure that the AΩE scorecard is completed. Approved: 4/15/07 Page 2 of 13
f. overseeing chapter audits. Section 3: Vice President The Vice President is responsible for: a. approves purchasing of AΩE items for the chapter. b. keeping track of all sorority belongings. c. overseeing all committees and reporting back to the President the status of their goals. d. Establishing and updating a committee listing Section 4: Recording Secretary The Recording Secretary is responsible for: a. maintaining attendance and voting privilege records for each member. (For voting privileges please consult the International Constitution, Article VII, Section 8) b. notifying the President at the start of each meeting if a quorum of actives (2/3 of active members) with voting privileges are present. c. sending minutes within three days of the meeting. d. completing the ΑΩΕ semester report. e. updating roll number lists, the birthday lists and sister address lists of actives and passives. f. maintaining monthly communication with the Alumna Advisor, through meeting minutes primarily. g. establishing and updating a quarterly contact list and officer listing. h. informing sisters of all semester events electronically Section 5: Treasurer The Treasurer is responsible for: a. collection of promissory notes and forwarding of International Promissory Notes to IEB Treasurer. b. collection of dues c. announcing the dues by the 3 rd week of the semester. d. setting up payment plans with all sisters having financial difficulty; payment plans must be established and all payment plans must be in writing prior to dues deadline. e. having the ability and responsibility to sign sorority checks. f. must have financial statement for each sister by the 3 rd week. g. complying with Article 2 Sections 2 &3 h. giving a financial report. Approved: 4/15/07 Page 3 of 13
Section 6: Membership Educator The Membership Educator is responsible for: a. teaching the candidates the chapter and sorority history and Ideals and Objectives. b. notifying the Vice President if the chapter needs to purchase more Candidate or Sister pins. c. organizing Sister Initiation and candidate day away d. finalizing the selection of Big Sisters after consulting with the Executive Board. See Article 13 e. attending all candidate classes f. will not have a little sister while holding this office unless Article 14 Section 1 part a is true or there is such a need. See Article 14. g. appointing an assistant at her discretion. h. working with the Risk Reduction committee to advise candidates of Risk Management Policies and Practices. i. distributing all active books throughout the year. j. informing candidates of their financial responsibilities k. being the Recruitment Chair. ARTICLE 6: REGULAR COMMITTEES All regular Committees are responsible for submitting: a. a proposed budget b. semester goals to the Vice President at the second meeting of the semester c. committee reports one week after the event has taken place to the Vice President. d. keeping a binder of pertinent materials and transition information Section 1:: Corresponding Secretary is responsible for: a. writing a monthly letter to alumnae about the chapter. b. updating the alumnae address list and report changes to the Alumnae Address list to the Interchapter Relations Committee c. doing ALL correspondence with the following exceptions: IEB and Alumna Advisor.. d. acknowledging all personal events such as Birthdays, Graduation, Holidays, etc. e. Sending and receiving from the alumnae information to organize and improve the chapter. Approved: 4/15/07 Page 4 of 13
f. maintaining active communication with all Faculty Advisors. g. corresponding with all other ΑΩΕ Chapters and Colonies. h. reporting to the Vice President. Section 2: Educational Enhancer is responsible for: a. coordinating at least two scholastic, two educational, and two professional events per sorority semester. b. keeping track of the chapter s GPA. c. reporting to the Vice President. d. maintaining gouges (study materials) and collecting transcripts as described in the Transcript Policy. Section 3: Greek Council Representatives is responsible for: a. attending all Greek Council meetings. b. maintaining all records, voted positions, Greek points and correspondence with Greek Council. c. making announcements at Greek Council and ΑΩΕ meetings d. obtaining and submitting Greek points within two weeks of the event e. reporting to the Vice President. Section 4: Historian is responsible for: a. gathering and updating the historian scrapbooks each quarter. b. updating family trees and submitting them to the International History Committee. c. organizing items to be displayed at convention. d. being or delegating a photographer for each sorority event. e. reporting to the Vice President. Section 5: Newsletter is responsible for: a. publishing two newsletters a year: after Homecoming and St. Pat s. b. having every sister submit one article per newsletter. c. Making sure content of each newsletter meets IEB guidelines d. emailing to the alumnae, other actives, IEB, advisors, and chapters. e. newsletter article for ΑΩΕ Angle. f. submitting articles to other publications g. reporting to the Vice President. Section 6: Philanthropic is responsible for: Approved: 4/15/07 Page 5 of 13
a. having two philanthropic events per sorority semester. b. reporting to the Vice President Section 7: SGA is responsible for: a. maintaining all records and correspondence with SGA. b. reporting to the Vice President. Section 8: Risk Reduction is responsible for: a. meeting with candidates at their first candidate meeting to go over ΑΩΕ s Risk Management Policy (RMP) and Procedures, ensure they have read, understand, and signed copies of the RMP and medical forms; maintain copies of the signed RMPs, as well submit to the IEB signed copies of the RMP, and conform to the International Constitution, Bylaws and RMP. b. having candidates meet with a staff member of Student Life to go over MSOE s anti-hazing policy at the beginning of the candidate process. c. maintaining the chapter Risk Management Policies and Medical Forms and making sure forms are at all off-campus events. d. submitting all questions and concerns to the Alumna Advisor. e. reviewing all activities and making sure they conform to the sorority Objectives and Ideals. f. reporting to the Vice President. Section 9: Recruitment is responsible for: a. coordinating a Recruitment workshop (for each formal Recruitment during the year) prior to formal Recruitment. b. planning, publicizing, and running all events. c. maintaining Recruitment as a continuous process. d. organizing Candidate Initiation. e. recording events and attendees of all Recruitment events. f. reporting to the Vice President. Section 10: Sisterhood is responsible for: a. coordinating at least one sisterhood activity per month. b. coordinating at least one Sister Day-Away per sorority semester. c. coordinating activities to promote bonding between sisters. d. contacting all the passives once every two weeks, via e-mail, phone, or face-to-face, to inform them of activities within the sorority. Approved: 4/15/07 Page 6 of 13
e. reporting to the Vice President. Section 11: Social is responsible for: a. coordinating all campus projects, excluding Homecoming and St. Pat s. b. coordinating athletic activities for the chapter to participate in and/or watch, these include intramurals. c. coordinating at least three activities with other organizations, fraternities, sororities, chapters per sorority semester. d. reporting to the Vice President. Section 12: Web page is responsible for: a. maintaining the ΑΩΕ web page and list serve. b. communicating and coordinating the chapter s site with the ΑΩΕ International Website Manager. c. reporting to the Vice President. Section 13: Bylaws is responsible for: a. an annual review of the Bylaws must be done at the beginning of the winter term b. reviewing submitted changes from those not on the committee c. Voting on changes to the Bylaws through a majority vote rules of all committee members d. submitting changes to the chapter for review and approval e. Submitting the chapter approved bylaws to the IEB Vice President f. following procedures outlined in Article 13. g. reporting to the Vice President Section 14: Judiciary is responsible for: a. fulfilling the guidelines set for the in International Bylaws Article, Section b. reporting to the Vice President Section 15: Public Relation is responsible for: a. insuring that all campus and Recruitment events are sufficiently publicized thru email, flyers, and banners. b. its members being also part of, Recruitment, and homecoming/st. Pat s Committees. c. reporting to the Vice President Approved: 4/15/07 Page 7 of 13
Section 16: Fundraising Committee is responsible for: a. researching possible fundraisers. b. organizing and running all chapter fundraising events. c. Reporting to the Vice President ARTICLE 7: SPECIAL COMMITTEES Special committees can be formed during any regular meeting if deemed necessary. A special committee is that which is needed for one or two quarters of the year. Section 1: Winter Holiday Party a. Committee chair will be chosen at the beginning of the school year. b. The date will be set and invitations will be distributed prior to finals week of Fall Quarter. c. All alumnae, sisters, and candidates will be invited and allowed to invite a number of guests predetermined by the chapter. Section 2: Homecoming a. The committee chair is the candidate. If the committee chair wishes not to be or does not meet the requirements then a candidate shall be appointed. b. Attends all scheduled Homecoming meetings. c. Makes sure the chapter is informed of and meets all requirements. d. Oversees the activities of all Homecoming sub-committee s. (I.e. banner, mural, booth, variety show, etc.) Section 3: St. Pat s a. The campaign/committee chair will be chosen at the beginning of Winter Quarter. b. Makes sure the chapter is informed of and meets all requirements. c. St. Pat s chairs must go to weekly Greek Council meetings and St. Pat s planning meetings. d. Oversees all sub-committees. (i.e. banner, mural, booth) ARTICLE 8: REMOVAL OF OFFICERS Section 1: Officers will be removed from office for: Approved: 4/15/07 Page 8 of 13
a. failing to follow International Bylaws and Constitution and/or Chapter Bylaws b. failing to maintain a 2.0 cumulative GPA. c. being placed on probation by the chapter members. d. failing to pay dues or having outstanding debt to the sorority unless a payment plan is set up and upheld with the Treasurer and the President. e. having three unexcused absences from events or meetings per semester. f. Loosing active status Section 2: Process: a. submit written letter stating reasons for removal to the president, or in the event that the president is the subject the vice president. b. discuss issues with Executive board, without officer being present c. president with then bring issue to full chapter if sufficient evidence is available d. a secret ballot vote will occur, with a quorum vote where the president has the tie breaking vote. The president shall count the votes and second will be done by the secretary. The vote shall be recorded in meeting minutes. ARTICLE 9: RECRUITMENT Section 1: Sisters attending 70% of all Recruitment activities are eligible to vote on perspectives, attendance must be taken at each event Section 2: Sisters should wear ΑΩΕ letters, professional attire, or casual wear depending on the instructions from the Recruitment chair. Section 3: Prior to the Preference Party, there will be a discussion and a secret ballot vote among sisters eligible to vote, according to the Chapter Bylaws, Article IX, Section 1, to determine which perspectives are eligible to be considered ΑΩΕ members; those perspectives that are eligible will be invited to the Preference Party. Section 4: Immediately after the Preference Party, there will be a discussion and a secret ballot vote among sisters attending the Preference Party, to determine who of the perspectives will receive an invitation to Candidate Initiation. Approved: 4/15/07 Page 9 of 13
ARTICLE 10: CHAPTER MEMBER PROBATION Section 1: Active member probation process shall be followed according to International Bylaws Article II Section 2. Section 2: Any requests for placing a Sister on probation should be given to an Executive board member and must be in writing. The Executive board will then notify the chapter at the next meeting. The chapter will vote to approve probationary status at the successive meeting. Section 3: Terms of probation shall be set between the member under probation and the executive board and shall be voted on by the chapter. ARTICLE 11: MEETINGS Section 1: Chapter meetings shall be held according to the International Constitution Article VIII Section 9 and Article IX Section 5 as well as the following: a. Meetings will be called to order by the President of the chapter. b. All actives are expected to attend. Sisters will not be allowed any unexcused absences. c. President will set meeting time according to master active schedule. d. Change of meeting time must be voted on with a meeting vote following International Constitution Article IX Section 5 with the exception that it must pass with a unanimous vote. ARTICLE 12: ELECTION OF OFFICERS Section 1: The officer election voting shall take place in accordance with the International Constitution Article IX Section 6. Section 2: The time line and requirements for officer elections are as follows: a. Nominations will be held starting the1 st week of Winter Quarter and open until the 3 rd week of Winter Quarter. b. All nominees will give a speech. A private discussion will be held excluding the nominees, prior to voting during the 3 rd week of Winter Quarter. c. The President and Vice President shall have been Sisters for two sorority semesters. d. Newly elected officers will begin their term the 1 st week of the semester. e. Officer Installation Ceremony will occur the last week before Winter Break or the 1 st week immediately following Winter Break. Approved: 4/15/07 Page 10 of 13
ARTICLE 13: BYLAWS AMENDMENTS Section 1: The Bylaws must be reviewed, revised, and voted on as need be. Section 2: Amendments to the bylaws will be enacted through the following procedures: a. A proposals must be submitted to the Bylaws Committee. b. A review is done by the Bylaws committee and then presented to the chapter. c. Bylaws will be voted on according the voting rights laid out in the International Constitution Bylaws Article VIII, Section 8. d. A quorum vote must be reached to pass, as outlined International Constitution Article IX, Section 4. ARTICLE 14: BIG SISTERS/LITTLE SISTERS & SEE-ME S Section 1: Big Sisters/Little Sisters are chosen based on the following priorities a. Dying sister trees b. Candidate preference c. Graduating member d. Consent of the Executive Board Section 2: Candidates will rank active and passive sisters during the first candidate meeting. Big Sisters should be announced at the second candidate meeting. Section 3: Big Sisters are to initiate communications at least three times a week and personally meet with Little Sister once per week. Section 4: Big sisters will give Little Sisters their candidate shirts at the second candidate meeting and first letters at sister initiation. Section 5: All sisters will initiate sister see-me s with each candidate at least once during candidate process; see-me s are activities that the sister and candidate do together that have a ratio of candidate/sister one-to-one that are to be completed by sister initiation. Section 6: If a sister has not attempted to meet Article 14 Sections 2-4, she loses her eligibility to be a Big Sister for the following candidate class. ARTICLE 15: PASSIVES Section 1: Each sister must notify the Secretary of their intended status for the next semester by the 1 st week of Winter Quarter or 7 th Week of Spring Quarter. For governing stipulations, see the International Constitution Bylaws Article II Section 1 part 3. Approved: 4/15/07 Page 11 of 13
Section 2: The Secretary must notify the chapter of all sisters requesting to be passive by the following meeting. Section 3: The chapter must vote, where a quorum vote decides. Section 4: If a sister is not voted passive, they must wait until the end of the next semester to repetition the chapter. ARTICLE 16: PROMISSORY NOTE Section 1: All sisters will sign a promissory note that will be in the amount of $50.00 paid to the chapter within one year of obtaining alumnae status to help support the growth of the chapter. Section 2: Records will be kept track by the Treasurer according to Article 18. ARTICLE 17: ADVISORS Section 1: Requirements Subdivision 1: The responsibility of the alum advisor is to: a. be in good standing with the school and sorority as a whole. b. be in contact with the IEB and chapter on a regular basis c. be able to fulfill the requirements set forth in the term report as per their position. Subdivision 2: The responsibility of the faculty advisor is to: a. be in good standing with the school. b. be in contact with the chapter on a regular basis. c. able to fulfill the requirements set forth in the term report as per their position. Section 2: Nominations and Voting a. Nominations are open the1st week of Winter Quarter. b. Notification must be made to those nominated before Week 3 for consideration and a chance to speak. c. Voting shall be done week of the 3 rd week of Winter Quarter. d. Only those actives with voting privileges can vote and a quorum vote decides. Section 3: Review a. week 5 of spring term there will be a review of all advisors to ensure that requirements are being met b. Reelections will occur if need according to Article 16 Section 2. ARTICLE 18: RETENTION OF RECORDS Section 1: Implementation Approved: 4/15/07 Page 12 of 13
a. Any record not specified by the IEB that should be retained should be decided as a whole sorority. They should first be presented to the Bylaws Committee and then approved by committee before proceeding to the body of the sorority. b. Record retention is the responsibility of each individual, committee chair, and officer. ARTICLE 19: CHAPTER POLICIES Section 1: Creation a. Any active member may write a policy. b. A policy may not contradict the International Constitution and Bylaws, and the Chapter Bylaws Section 2: Approval a. The proposed policy must be approved by the Bylaws committee to ensure that it does not conflict with the other governing documents. This vote must be taken by all member of the committee according to the rules of voting set in Article 5 Section 13. b. If the policy passes the Bylaws committee it must then be voted on at the following active chapter meeting, where a majority vote must take place. Approved: 4/15/07 Page 13 of 13