Beruflich Dokumente
Kultur Dokumente
Association
Revised XXX XXXXX XX, 2015, 2015
ARTICLE I. NAME
The name of this organization shall be the University of British Columbia
(UBC) Panhellenic Association (the Association) composed of the following
Member Groups (installation dates shown in brackets):
Perform any duties that she has agreed to fulfil by the agreed upon date.
14.
15.
Committee.
The VICE PRESIDENT RECRUITMENT shall:
1. Oversee and coordinate all Council Recruitment activities. This includes
Formal Recruitment and Continuous Open Bidding.
2. Serve as a member of the Formal Recruitment Rules Committee.
3. Plan and execute Formal Recruitment, including but not limited to, dayof scheduling/logistics.
4. Collect and review all Recruitment statistics.
5. Be responsible for providing ICS training to chapter representatives.
6. Be responsible for recruitment communication to all potential new
members (Tours Booklet, retention/information emails, orientation
activities, etc.).
7. Execute Formal Recruitment evaluation, including Potential New
Member, Officer, Pi Gamma and Member Group surveys.
8. In coordination with the Vice President, review and develop the
Formal Recruitment Rules.
9. Act as a liaison to chapters regarding all formal recruitment activities.
10. Work in coordination with the Recruitment Manager.
11. Respond to all recruitment-related inquiries received through UBC
Sororities Facebook page and website (info@ubcsororities.com).
The VICE PRESIDENT FINANCE shall:
1. Be responsible for the general supervision of the finances of the Association.
2. Be responsible for the preparation of the annual budget and following
its approval by the Council, provide a copy to each Member Group (post
on Basecamp).
3. Be responsible for the prompt payment of all bills of the Association (via
AMS) and any AMS loans incurred.
4. Maintain up-to-date financial records and record all financial transactions
in Kashoo (accounting software).
5. Reconcile financial transactions (Kashoo vs. AMS Trial Balance) on a
regular basis (weekly during academic terms and monthly during
breaks).
6. Give a financial report at each Regular Meeting of the Council and an
annual financial report at the close of fiscal year.
7. Provide all Officers with a current financial report (budget, actual, forecast)
at officer transitions, at the end of the second academic term and the
beginning of the first academic term.
8. Collect and manage all payments made by Potential New Members during
Formal Recruitment. (i.e. Set-up Rezgo, reconcile funds receive via
cash/Rezgo to ICS, manage cash floats during Recruitment days)
9. Ensure, along with the President, that the Association adheres to all
AMS policies, including financial and legal procedures (i.e. contracts).
The VICE PRESIDENT PUBLIC RELATIONS shall:
1. Be responsible for coordinating, directing and promoting a favourable
image of the Greek system in the community and on campus.
2. Organize projects to promote and publicize Recruitment and organize
campus and community public relations efforts throughout the year.
Coordinate the annual strategic planning review and Officer goal setting.
Organize the annual Disaffiliate Retreat including dates, location,
menu and itinerary.
necessary and shall be called by her upon the written request of any
Member Group. Notice of the Special Meeting shall be circulated to
Member Group no later than 24 hours prior to convening the meeting;
however, such notice may be waived, and attendance at such meeting
shall constitute waiver of said notice.
3. The Delegate from each Member Group shall be responsible for notifying
her Member Group of all Regular and Special Meetings of the Association.
ARTICLE VI. THE PANHELLENIC COUNCIL
The administrative body of the Association shall be the Panhellenic Council.
It shall be the duty of the Council to administer all business related to the
overall welfare of the Association and to compile rules governing the
Association, including membership recruitment and pledging, which do not
violate the sovereignty, rights and privileges of Member Groups.
1. 1. MEMBERSHIP. The Council shall be composed of one Delegate from
each Member Group.
2. 2. SELECTION OF DELEGATES. Delegates to the Council shall be selected
by their respective Member Groups to serve for a term of one year.
3. 3. DELEGATE VACANCIES. When a Delegate vacancy occurs, it shall be
the responsibility of the Member Group concerned to select a
replacement within two weeks and to notify the appropriate Panhellenic
officer of her name, telephone number and email address. When a
meeting of the Council occurs while a delegate vacancy exists the
Member Group is responsible for sending a qualified temporary delegate
to represent their Member Group.
5.
6. MEETINGS.
a) Regular Meetings of the Council shall be held weekly during the academic
school term at a time and place established at the beginning of each
academic term. Accommodations shall be made for University breaks
and holidays.
b) Changes to the Regular Meeting time or place must be approved by the
Council one week prior to the meeting.
c) Special Meetings of the Council may be called by the President when
necessary and shall be called by her upon the written request of any
Delegate of the Council.
d) Two-thirds of Member Groups shall constitute a quorum for the
transaction of business.
e) Delegates, Executive Officers and Directors shall attend all Council
meetings.
f) Officer Meetings of the Council shall be held weekly during the academic
school term at a time and place established at the beginning of each
academic term. Accommodations shall be made for University breaks
and holidays.
g)Executive Officers and Directors shall attend all Officer Meetings.
7. VOTING.
a)The voting body of the Association shall be its Council.
b) The voting members of the Council shall be the Delegates of each
Member Group holding Regular membership. If a Delegate is absent, the
vote of her Member Group may be cast by another member of that
Member Group, providing her credentials have been presented in writing
to the President prior to the meeting.
c) Proposed motions on issues that impact a chapter as a whole must be
announced at a previous meeting to allow opportunity for chapter input
before a vote may be taken on the issue.
d) Two-thirds of the voting members of the Council shall be required for all
extension-related votes. All other votes, unless specified, shall require a
majority vote.
e) An abstention will be counted as a negative vote. After consultation with
the Officers, the President will cast a secret ballot to be used in the
event of a tie.
7. VOICE. The Executive Officers, Directors and Advisors to the Council, and
Provisional Members shall have voice but no vote.
ARTICLE VII. THE PANHELLENIC ADVISORY BOARD
1. Panhellenic Advisors (the Advisors) shall be appointed by majority vote of
the Chapter Advisors of each Member Group holding Regular membership (the
Chapter Advisors), upon consultation with their Collegiate Member Group.
2. The Advisors shall serve in an advisory capacity to the Association, its
Council and its Executive.
3. The Panhellenic Advisor shall serve as chairwoman of the Advisory Board.
4. Advisors may be removed by a vote of the Chapter Advisors, upon
consultation with their Collegiate Member Group and the recommendation of
the NPC Area Advisor.
5. Vacancies shall be advertised by e-mail notice to Member Groups, Chapter
Advisors and the NPC Area Advisor.
ARTICLE VIII. THE ALUMNAE ADVISORY COUNCIL
1. The Alumnae Advisory Council (the Advisory Council) shall be composed
of one alumna advisor from each Member Group.
2. The Advisory Council shall hold one meeting per academic semester.
3. Meetings may be called at request of the Advisory Board or Advisory
Council.
4. The Panhellenic Advisor shall serve as chairwoman of the Advisory Council.
ARTICLE VIX. STANDING AND SPECIAL COMMITTEES
1. The Executive Board shall appoint Standing Committees to carry out the
work of the Panhellenic Council and Association.
3. Any rules adopted by this Panhellenic Association in conflict with the NPC
Unanimous Agreements shall be void.
4. Undergraduate Panhellenic women shall not participate in mens
formal recruitment. Participation is defined as collegiate member
attendance at scheduled or publicized recruitment events during the mens
formal recruitment period. A violation of this bylaw is also a violation of
Unanimous Agreement 10.
recruitment. Participation is defined
as collegiate member attendance
or publicized
at scheduled recruitment
events during the men's formal
recruitment period. A violation of this bylaw is also a violation of
Unanimous Agreement 10.
ARTICLE XVIIII. FINANC
1. FISCAL YEAR. The fiscal year of the Association shall be from May 1 until
April 30 the following year.
2. CONTRACTS. The Association may only be bound by contracts signed on its
behalf by the UBC Alma Mater Society (the AMS).
3. FINANCIAL TRANSACTIONS.
a) The financial policies of the AMS shall be followed.
b) Before any financial transactions occur they must be approved by the
President and the Vice President Finance.
c) Contracts with organizations outside the university shall be reviewed and
signed by the AMS. Officers do not have authorization to bind the
Association.
d) All transactions over $100 and all contracts must be approved by the
Panhellenic Advisor.
4. PAYMENTS.
(a) All payments due to the Association shall be made to the Director of
Financial Operations, who shall record them. Cheques for payments shall
be made payable to the UBC Sororities.
(b)
5. MEMBERSHIP DUES.
(a)AMOUNT. The dues of each Member Group shall be an assessment per
initiated and new member. The amount of dues for the following year
shall be determined prior to the end of the second semester.
(b)TIME OF PAYMENT.
(c)
(d)The dues of initiated members of each Member Group shall be payable
on or before the first Panhellenic meeting following the Formal
Recruitment period.
ii) The dues of new members of each Member Group shall be payable on
or before October 15th.
iii) New members pledged at any time during the first academic term
shall pay full dues. New Members pledged at any time during the
second academic term shall pay one-half of dues.
iv) Refunds will not be granted to the Member Group should a new
member, pledging through Formal Recruitment, resign her
membership after October 15th or any active member who changes
her membership status after the first round of Formal Recruitment.
v) Refunds for new members pledged through COB will be granted to the
Member Group should a new member resign her membership within
two weeks of signing her bid acceptance form.
vi) In the case of members who are returning to their Member Group in
the second term from inactive or abroad status they shall be charged
an amount equal to one half of annual dues, to be submitted on or
before the second Panhellenic meeting in January.
6. OVERDUE PAYMENT. Any cheque not received by the dates specified in
Article I.5.b or the date specified on the invoice for non-membership dues
payments shall be subject to a late fee of 1% per week. If the pending cheque
is not received by the Panhellenic meeting that follows the due date the late
fee will commence immediately.
7. NSF CHEQUES. Chapters shall be responsible for all NSF fees that result
from a returned cheque. A replacement cheque must be received within
3.
Report all action taken by the Executive Board at the next Regular
Meeting of the Council.
c)
d)
e)
inactive status or alumnae status to a member who has less than a full
academic year remaining before graduation where there is no other good
faith reason for granting a change in status.
f)
2. FORMAL RECRUITMENT
a)
An early fall recruitment shall be held.
b)
c)
d)
e)
f)
g)
due two weeks after the violation. Article I.6 shall apply to overdue
payments.
h)
3. INFORMAL RECRUITMENT
a)
Except during Formal Recruitment, Continuous Open Bidding shall
be in effect during the regular academic year for all eligible women.
ARTICLE XIXVIII. PLEDGING AND INITIATION
1. A woman must be a regularly matriculated student at UBC-Vancouver to be
eligible for membership recruitment and pledging.
2. A Member Group may not issue an invitation to membership or formally
pledge a woman during any school recess.
3. A new member may be initiated whenever she has met the requirements of
the Member Group to which she is pledged.
ARTICLE XXIX. HAZING
All forms of hazing and/or pre-initiation activities defined as hazing shall be
banned.
Hazing is defined as any action or situation with or without consent which
recklessly, intentionally or unintentionally endangers the mental or physical
health or safety of a student, or creates risk of injury, or causes discomfort,
embarrassment, harassment or ridicule or which willfully destroys or removes
public or private property.
Such activities and situations include, but are not limited to, creation of
excessive fatigue; physical and psychological shocks; publicly wearing apparel
which is conspicuous and not normally in good taste; engaging in public stunts
and jokes; participating in treasure or scavenger hunts; morally degrading or
humiliating games and activities; late night sessions that interfere with
scholastic activities or normal sleep patterns; and any other activities which
are not consistent with fraternal law, ritual or the regulations and policies on
hazing of the Member Group or the university.
ARTICLE XXI. EXTENSION
1.
When all Member Groups are close to or over total, the Council may
consider adding another chapter.
2.
3.
4.