Alpha Kappa Alpha Sorority, Inc.

1 Alpha Kappa Alpha Sorority, Inc. Chapter Bylaws Xi Tau Chapter (Johns Hopkins University ~ Notre Dame of MD University ~ Loyola University) Revised: December 2015 1

2 ALPHA KAPPA ALPHA SORORITY, INCORPORATED Xi Tau Chapter (Johns Hopkins University ~ Notre Dame of MD University ~ Loyola University) BYLAWS ARTICLE I NAME The name of this chapter shall be Xi Tau Chapter located in Baltimore, MD, of Alpha Kappa Alpha Sorority, Incorporated. ARTICLE II PURPOSE The purpose of Xi Tau Chapter is to cultivate and encourage high scholastic and ethical standards, to promote unity and friendship among college women, to study and help alleviate problems concerning girls and women in order to improve their social stature, to maintain a progressive interest in college life, and to be of service to all mankind as stated in the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Inc. Active Undergraduate Membership ARTICLE III MEMBERSHIP Active members of Xi Tau Chapter are sorors who meet all financial requirements of both the chapter and the Corporate Office. Every active member must maintain a cumulative and semester grade point average and be a Full Time Student of at least a C+, which is a 2.3 from Johns Hopkins University, a 2.5 from Notre Dame of MD University and a 2.33 from Loyola University. Every active member must attend atleast 6 of 8 chapter meetings in the Spring and atleast 5 of 7 chapter meeting in the Fall and the majority of programs and community service projects for the duration of time the Soror is in the chapter. Section 1. Qualifications for Membership The chapter shall be composed of Undergraduate Sorors attending The Johns Hopkins University, Notre Dame of MD University and Loyola University of MD as defined as defined by the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Inc. 2

3 A. Applications for membership in Alpha Kappa Alpha Sorority, Inc. must be made in writing to the undergraduate chapter. Chapters may hold meetings two times per year at which votes on candidates for membership in the Alpha Kappa Alpha Sorority, Inc. shall be taken. A candidate s name may be voted on once at each of these meetings. B. An undergraduate to be considered a candidate for membership in the Alpha Kappa Alpha Sorority, Inc., must be a woman of high ethical and moral standards, non-membership in another sorority that belongs to the National Pan-Hellenic Council or National Pan-Hellenic Conference. Have exceptional leadership skills, demonstration of outstanding service to community agencies, and be matriculating as a full time student at Johns Hopkins, College of Notre Dame & Loyola University C. the semester applying for membership and the semester immediately before submitting an application for membership. Full time is defined as having 12 or more credits. D. Undergraduate candidates must have attained the cumulative grade point average of C+ and the semester average of C+ in the semester before submitting an application for membership. E. The candidate must be at least a sophomore when they submit their application for membership. A sophomore is an individual who has at least 24 credits. F. An undergraduate who is the daughter, granddaughter, adopted daughter, stepdaughter, or legal ward of an active or deceased soror is considered a legacy. The undergraduate may apply for membership under this provision. The family member soror must have been active for at least two years immediately preceding the undergraduate s application for membership. Undergraduates who apply under this legacy provision must meet all of the qualifications required for undergraduate membership. They will not be subject to a vote by the chapter. * (for Alpha Kappa Alpha Sorority, Inc. a legal ward is defined as one whose permanent care, control and custody legally have been placed with a soror by an appropriate court of law) G. Extension students who are attending Johns Hopkins, College of Notre Dame & Loyola University at the time of voting and have attained the classification of a senior are eligible to be voted on. H. Except for legacy candidates, names of all candidates for membership shall be placed on a ballot and a secret vote taken. In chapters where the membership is less than forty, two-thirds of the active members must be present at the time of voting. A favorable vote shall consist of majority vote. In chapters of forty or more, a favorable vote shall consist of two thirds of the active membership present. I. All candidates must be approved by the Regional Director before acceptance according to the procedures outlined in the Manual of Standard Procedures. After favorable action on a candidate has been taken and approval given by the Regional Director, the candidate shall be sent a written notice stating the time and the place of the membership intake. J. A member of the Alpha Kappa Alpha Sorority, Inc. shall not accept any type of membership in other sororities except those of an honorary member or professional nature that do not have an undergraduate chapter and those that are not eligible for membership in any Pan-Hellenic organization. 3

4 K. The members of an undergraduate chapter must graduate within six (6) years from their date of admission to the first university/college of acceptance. If the Soror has not graduated after six (6) years of entering the university/college, the Soror must transfer to a graduate chapter as an associate member. Only the Supreme Basileus can give exception to this requirement. Section 1A. Membership Intake A. The Membership Intake Process shall be conducted according to the Undergraduate Membership Intake Process Manual. B. The Membership Intake Process shall not exceed the time allotted for initiation. Activities shall be determined according to prescribed procedures. C. The Membership Intake Process shall, for just cause, is discontinued for any prospective member with the approval of the Graduate Advisor and the Regional Director. D. In the event that a prospective candidate has experienced or witnessed hazing, but refuses to admit proven action, she shall not be initiated. Section 2. Assessments, Fees, or Dues All chapter dues and per capita tax, {as determined by the Boule}, shall be payable by December 1 st of each year and are subjected to a late fee of ten percent (10%) of the entire amount if paid after January 31 st. Each officer must pay dues by December 1 st or forfeit her position. Chapter dues are at the discretion of the executive committee members or chapter and dependent upon the amount of money in the budget. The Educational Advancement Foundation dues are also due upon payment of the chapter dues. There will be assessments from the chapter, region and on the international scale. Some assessments will be voted upon and there will be assessments that are mandatory. Section 3. Rights of Membership Each active and financial soror meaning in good academic standing and financial shall be entitled to all the rights and privileges of a member in good standing with the chapter and sorority. Section 4. Resignation and Penalties & Restoration of Privileges A. If a Soror chooses to resign from a position, then the Basileus shall immediately appoint a new Soror, to fill out the term of the Sorors, ie Tamiouchos, Grammateus or the Basileus will appoint a new Soror to the position, ie standing committee. B. If a chapter member has been suspended for any instance post pledging, pre-pledging, post-initiation hazing she shall not hold any office in the chapter. Section 5. Anti-Hazing Definition & Prohibition 4

Alpha Kappa Alpha Sorority, Incorporated defines as an act or act or series of act which includes, but not limited to physical acts such as hitting, striking, laying hands upon or threatening to do bodily harm to any individual(s) while acting in one s capacity as a members of Alpha Kappa Alpha, behavior which is intimidation or disgrace, and a variety of prohibited practices, including but not limited to underground hazing, financial hazing, pre-pledging, or post initiation pledging. 5 Hazing is strictly prohibited and will not be tolerated in any form by Alpha Kappa Alpha Sorority, Incorporated. Section 6. Penalties, Withdrawal of Privileges and Restoration The penalties for violation of the Constitution and Bylaws of Alpha Kappa Alpha by individual members shall include (1) withdrawal of privileges, (2) suspension and (3) expulsion (subject to the procedures described in the Constitution and Bylaws of Alpha Kappa Alpha Sorority, Incorporated. See Article VI Penalties and Restoration of Privileges, pages 40-47, Alpha Kappa Alpha Sorority, Incorporated, Constitution and Bylaws. ARTICLE IV OFFICERS In order for a soror to be eligible and maintain her eligibility for any position, she must be able to fulfill the duties of the position for the entire term and attend two-thirds of all chapter functions and service projects. In the event that an officer is removed from her position, taking a chapter vote shall fulfill the vacancy. Section 1. Duties A. Basileus - The Basileus shall be the official chapter representative at all Alpha Kappa Alpha Sorority functions. She shall preside over all meetings and enforce due observance of committees and appoint Sorors to offices that become vacant the Constitution and Chapter Bylaws. She shall appoint chairpersons to standing committees, unless otherwise provided for by the Bylaws. She shall offer for consideration all motions correctly stated, call special meetings, appoint all committees not otherwise provided for in the Bylaws, and perform such duties her office may require. She may not make motions or amendments or vote on a question of the election of officers. She may appoint committee chairpersons and those in charge of special affairs. She must have been a member for at least a year. The Basileus of the chapter may be Sorors from any of the schools under the charter. B. Anti-Basileus - She shall assist the Basileus in the performance of her duties and preside during the absence of the Basileus. She is the Program Committee Chairperson. She shall serve out the term as Basileus if the position should become vacant. The position of Anti-Basileus may be obtained from any Soror who attends JHU, Notre Dame of MD University or Loyola University. C. Grammateus - She shall keep an accurate record of all meetings and counted votes. She shall take care of all correspondence relative to inactive sorors. She shall prepare the minutes according to the template from the Standards Resource Guide 5

6 D. Tamiouchos - She shall pay all expenses of the chapter and give a detailed report at all official meetings. She shall preside as chairperson of the Budget Committee. The Tamiouchos of Xi Tau must be bonded in accordance with the National Constitution. E. * Parliamentarian - She is to assist the presiding officers in the interpretation of the Constitution and Bylaws. She must be knowledgeable and familiar with Roberts Rules of Order. F. Anti-Grammateus - She shall assist the Grammateus in keeping an accurate record of all meetings and counted votes. She shall keep an attendance record of all members at all meetings and sorority activities. G. Epistoleus - She shall keep a roster of all members and their addresses and notify all members of meetings and sorority affairs. She shall have immediate access to a telephone. If necessary, she shall take over the duties of Anti-Grammateus. She shall be responsible for all correspondence sent to the chapter. She is a member of the Service Committee. H. Pecunious Grammateus - She shall receive and record all monies for the chapter, assist the Tamiouchos in keeping an accurate record of all receipts of all monies and expenditures and serve as a check to the Tamiouchos. She shall be bonded. See AKA Bylaws, Article VII, Section 7, page 48 I. Ivy Leaf Reporter/ Public Relations Director - She is to report all noteworthy projects of the chapter to the Editors-in-Chief of the Ivy Leaf, the Spokesman, and local papers. She must meet all Ivy Leaf deadlines. She is the chair of the Publicity Committee. J. Historian - She shall be responsible for keeping awards, scrapbooks, and reports. She shall also be responsible for the chapter camera. The chapter shall furnish all supplies that are needed. She shall be the Chair of Archives. K. Philactor - She is to maintain order throughout the business meeting and guard the door during elections and meetings. She must follow her duties as outlined in the National Constitution. She shall have the power to levy fines for lateness and disturbances of official meetings. L. Hodegos - She shall receive and introduce visitors. She shall send cards and flowers during special occasions. She shall maintain and keep inventory of all chapter possessions (e.g. platters, punch bowls, silverware, banners, etc.). She shall check the chapter possessions in and out for sorority functions. She is the official hostess of the chapter and Chair of the Hospitality Committee. M. Chaplain She shall provide meditations for meetings; she shall provide meditations, invocations, and benediction for public meetings or programs. N. Connections Chair This soror shall oversee the political processes of the chapter, i.e. Voter registration, letter writing campaigns, AKA Day at the Capital and at City Hall, Voter Education and Get Out the Vote. O. Chairperson of Membership Intake - She shall preside and act as the advisor to all perspective members. She shall work closely with the Graduate Advisor. She shall be chairperson of the Rush Program. She shall keep an accurate record of all membership activities. She should be a seasoned 6

soror. In the event that there are no seasoned sorors eligible to hold the position, a newly initiated or new soror may hold the position. 7 P. Assistant Chairperson of Membership Intake - She shall assist the Chairperson of Membership Intake and/ or serve in her absence. Q. Undergraduate Member-at-Large - She is to serve as the link between Xi Tau Chapter (the undergraduate chapter) and Epsilon Omega (the graduate chapter). She must attend the joint chapter meetings and at least two alumni and undergraduate meetings per year. In addition, her role will be the liason between chapter members and the Executive Board. R. Standards Chair Shall set the standard as the chapter performs operationally sound by using the necessary forms for Minutes, etc. She shall oversee the chapter assessment and fill out the Standards Year end Report. S. Technology Chair She shall serve as the person to update website and any other issues regarding technology. *Appointed Officers- Officers to be appointed by the Basileus shall be Parliamentarian, EAF Captain. Section 2. Term of Office Officers shall be elected by secret ballot and appointed at the annual meeting in November and must be installed at the close of the regular chapter meeting in December. If chapter have joint installation of officers with their supervising Graduate Chapter (Epsilon Omega) that is acceptable. The term of office begins on January 1. Section 2A. Vacancy in Office In case of a vacancy in the office of Chapter Basileus the Anti-Basileus if not graduating shall automatically become Basileus for the unexpired term. Voting only takes place in November. If there is turmoil among chapter members, then the Graduate Advisor shall appoint officers that are vacant. Annual reports, closing books and financial records for chapter files and Corporate Office shall be the responsibility of out-going officers. Section 3. Nominations and Elections A. Nominations- The nominating committee shall bring in a slate, in alphabetical order, and nominations made from the floor for chapter officers shall be presented in and voted upon in November, with officers installed at the close of the December meeting. The slate from the nominating committee and nominations from the floor for delegates to the Boule and Regional Conferences shall be presented and voted upon at the appropriate time. Any soror whose name is presented on the slate or nominated from the floor shall be financial with the chapter at the close of the meeting preceding the presentation of the slate and shall have her consent for the nomination. Also all nominees shall be regular in attendance at chapter meetings, as defined below, in order to be nominated and to participate in elections. 7

To be nominated for any position for the chapter or as a delegate, you must attend at least 5 of 7 chapter meetings in the Spring and at least 5 of 7 chapter meeting in the Fall and the majority of programs and community service projects for the duration of time the Soror is in the chapter Soror must have attended at least 10 chapter meetings and the majority of programs and community service projects within that year or time the Soror has been in the chapter. B. Elections- A majority of the Chapter members who are financial and in good academic standing shall be present to proceed with elections. In order to vote, a soror must be financial and meet the qualification of nominations and elections of a Soror. The vote shall be by written ballot. The nominating committee shall present a slate listing names of sorors who have given their consent to be nominated. The Basileus shall appoint tellers to count the votes who are not on the ballot. Section 3A. Election of Delegates A. All delegates and alternates to the Regional Conferences and Boule shall be elected at least 4 business meetings preceding the Regional Conferences and Boule. B. The Basileus and Anti-Basileus are automatic delegates, unless neither can attend then voting is done by secret ballot. C. All nominees for delegates to the Regional Conference and Boule must: be financial, be a participant in chapter business meetings, and submit a written report to the assembly on conference activities and decisions. D. The nominating committee shall present slate nominees for conference delegates that include officers and members. The Basileus must call for nominations from the floor. 8 E. Election of delegates and alternates shall be by ballot. A simple majority vote shall elect the number of designated chapter delegates and alternates in rank order according to number of votes received. Section 4. Graduate Advisor and/or Assistant Graduate Advisor The Graduate Advisor and/or Assistant Graduate Advisor shall serve as a link between the graduate and undergraduate chapter. It shall be the duty of the Graduate Advisor and/or Graduate Advisor Committee to support and advise the undergraduate chapter with operations, activities, and any area(s) of concerns. The Graduate Advisor and/or Assistant Graduate Advisor will ensure that the Sorors of the undergraduate chapter will be the decision makers and lead their chapter s operations. Section 1. Regular Meetings ARTICLE V MEETINGS Regular Meetings of this chapter shall be held the first (2nd) and third (4th) Sunday of every month unless otherwise ordered by the assembly. Called meetings shall be held at the discretion of the Basileus. The Graduate Advisor or her designee must attend in order for the meeting to be held. 8

Section 2. Annual Meeting 9 The business meeting in November shall be known as the annual meeting and shall be for the purpose of electing officers, receiving reports of officers and committees and for any other business that may arise. Section 3. Special Meeting Special meeting may be called by Basileus and/or shall be called upon the written request of two-thirds members of the Executive Committee. At least 7 days notice shall be given before the meeting. Section 4. Quorum Two-thirds of all active sorors of the chapter shall constitute a quorum. Section 5. Notification of Meetings The Epistoleus or Basileus will notify all active chapter members of meetings at least 3 days prior to each meeting. Section 6. Notification of Absence Sorors must notify the Basileus or Epistoleus 24 hours before meetings, stating the reason for the absence. If neither is available, members may notify the Graduate Advisor. Section 1. Composition ARTICLE VI EXECUTIVE COMMITTEE The Executive Committee shall consist of the Basileus, Anti-Basileus, Grammateus, Anti-Grammateus, Tamiouchos, Pecunious Grammateus, Epistoleus. Graduate Advisor must be in attendance or her designee if chapter numbers deemed so. The chapter small numbers (less than 10) warrants only general body chapter meeting and not Executive Board. Section 2. Powers The Executive Committee shall: Have general supervision of the affairs of the chapter between its business meetings; Fix the hour and place of meetings; Make recommendations to the chapter; and Perform such duties as are specified in these bylaws. Section 3. Meetings 9

10 Regular meetings of the Executive Committee shall at the discretion of the Executive Board on a day convenient for the Board. The chapter small numbers (less than 10) warrants only general body chapter meetings and not Executive Board. Section 4. Quorum Two-thirds of all active sorors of the executive committee shall constitute a quorum. ARTICLE VII COMMITTEES The Basileus shall appoint the chairpersons of all standing committees unless otherwise noted. Each committee is to set up a file on purchasing material for the sorority, such as novelties, rush materials, etc. Each committee chairperson is responsible for all written receipts. All standing committees shall be formed at the beginning of the fiscal year and any further adjustments are to be made at the discretion of the Basileus. In order for a soror to become eligible and maintain her eligibility as a committee chairperson, she must attend two-thirds of all chapter functions and service projects. Section 1. Standing Committees Standing Committees shall be: The names of chapter committee shall be Bylaws, Executive, Hospitality, Program, Rush, Service, and all other committees as needed. Section 2. Composition Chairmen (Chairpersons) and members of all standing committees shall be appointed by the Basileus. Section 3. Duties A. Executive Committee- This committee shall consist of standard officers. It shall meet once a month prior to the regular business meeting. It shall concern itself with all phase of the organization s operation. Following such meeting, it shall make a report to the chapter of its recommendations. In the case of an emergency, a special meeting of the Executive committee may be called by the Basileus. This committee shall meet as deemed necessary. Note: Due to the number of Sorors in the chapter, many times the chapter may not have a Executive Committee in process if members in chapter is below twelve. 10

B. Program and Service Committee- This committee shall chaired by the Anti-Basileus and the Epistoleus shall be a member. This committee shall plan the civic and service projects for the chapter on Johns Hopkins, College of Notre Dame & Loyola University campus and in the Baltimore community. It shall perform no less than three service projects of a civic, cultural, and social nature each month. This committee is to be responsible for inspirational openings. 11 C. Bylaws Committee This committee shall consist of the Parliamentarian as Chairperson, the Grammateus and other interested sorors. The Bylaws committee shall propose needed changes in the Bylaws, carefully examine all proposed amendments from other approved sources, and formulate them for circulation at least once a year. These bylaws must not conflict with the Constitiution and Bylaws of Alpha Kappa Alpha Sorority, Inc. D. Membership Intake Committee - This committee shall formulate a schedule of activities throughout the entire intake process. This schedule shall be presented to the Regional Director for approval (the committee shall follow the Undergraduate Membership Intake Process Manual). E. Nominating Committee - This committee shall propose a slate of officers and shall conduct all voting (ballots) and results. The Basileus shall appoint the committee. F. Fundraising Committee - This committee shall plan projects that raise money for the chapter and any organization supported by the sorority. The committee shall conduct no less than two activities per month. The Pecunious Grammateus should be on this committee. G. Hospitality Committee - This committee shall plan social activities for the sorority and provide collation at sorority activities when necessary. The committee shall be responsible for assisting the Hodegos. H. Publicity Committee - This committee shall be responsible for publicizing all activities of the sorority in the Johns Hopkins, College of Notre Dame & Loyola Universityand Baltimore Community. Committee chairpersons are responsible for meeting all publicity committee deadlines adequately in advance. I. Scholarship Committee - This committee shall set up a scholarship fund sponsored by the sorority and set up all guidelines and basic criteria for scholarships administered by the chapter. J. Standards Committee The committee shall improve chapter operations and procedures through internal and external standardized assessment and evaluations. This committee shall conduct the annual workshop for officers and committee s chairs. This committee shall conduct mid-year and end of the year chapter operations survey. This committee shall conduct the annual chapter evaluation and present results to the chapter. This committee shall assist the Basileus with completing the report of objective form and status report of chapter objective form. Section 4. SPECIAL AND ADHOC COMMITTEES The Basileus shall create committees as needed to facilitate the purpose and objectives of Xi Tau Chapter. 11

12 The governing documents will be used in said order: ARTICLE VIII PARLIAMENTARY AUTHORITY 1. National Constitution and Bylaws 2. Manual of Standard Procedure 3. Chapter Bylaws 4. The rules contained in the current edition of Robert s Rules of Order Newly Revised. ARTICLE IX AMENDMENT OF THE BYLAWS A two-thirds vote of members who are financial and in good academic standing who are present shall be required for amendment. Amendments to the bylaws shall be submitted in writing to the Executive Committee if one function, if an Executive does not function then the amendment with be submitted to the general body. The proposed amendment shall be discussed by the Chapter at a regular meeting. The Chapter shall have notice at a previous meeting or 7 days before the vote is taken. The amendment shall become effective immediately. ARTICLE X DISSOLUTION Upon dissolution of the Xi Tau Chapter, its assets shall be distributed for one or more exempt purposes within the meaning of Sec 501( c)(7) of the Internal Revenue code or corresponding section of any future federal tax code, or for one or more exempt purposes within in the meaning of Sec 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. 12