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Phi Sigma Pi Zeta Iota Chapter (Saint Joseph's University) Operating Policy Drafted April 11, 2013

Purpose
This document shall serve as the official outline for operating procedures of the Zeta Iota Chapter of Phi Sigma Pi.

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Communication

The Chapter shall maintain local chapter communication by keeping a directory of all relevant information of each Brother for distribution among the Chapter each term. It shall be the responsibility of each Brother to ensure that his/her most recent and reliable contact information is given to the Chapter President or Secretary for inclusion in this directory. Announcements of meeting times and locations or of urgent or emergent situations will be distributed based on this directory. Any Brother who is not contacted because they have outdated information within the directory will not be excused from missed responsibilities.
III

Membership Policies
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Active Collegiate Members a Responsibilities to remain an active collegiate member are followed as in Chapter Bylaws (Article III, Section IV). For active collegiate members attendance at meetings is required and attendance will be taken at every General Brotherhood Meeting. Any member that arrives to a meeting fifteen (15) minutes after the meeting is called to order will be marked absent unless a prior excuse was given in writing to the Executive Board and was approved by the Executive Board by a majority vote with quorum met. b Any member delinquent in dues as prescribed in Article III, Section 4, D of the Zeta Iota Chapter Bylaws shall be subject to $5 fine per day for the first two (2) weeks. Any member still delinquent after shall be considered conduct unbecoming of a Brother of Phi Sigma Pi and will automatically be brought up for expulsion at the following General Brotherhood Meeting. In the event that Chapter is fine for late/non-payment of National Dues, the Brother(s) responsible for the delinquency will be required for payment of the associated fine. c A member may be placed on probation by the Executive Board or by the General Chapter and must meet the terms of the probation as decided by the Executive Board or the General Chapter. Terms of probation are outlined in Section VII, B. A Brothers probation will be declared at the end of a given semester and carry on throughout the following semester. Once the terms are met, probation of

the Brother will be lifted after an affirmative two-thirds vote by the Chapter. If the member fails to meet these terms, a motion for expulsion can be brought up at any time. A member on probation may not become an alumnus as they remain on probation.

Inactive Collegiate Members Inactivity Requests: A Brother may request to be Nationally Inactive for an academic semester if they meet the terms as defined by the National Constitution. They must notify the Executive Board in writing before the second week of semester in which they wish to be which locally or nationally inactive and must be approved by the Executive Board. A Brother may request to be locally inactive for an academic term for reasons such as: excessive academic schedule, family emergency, or other situations beyond the members control. The Collegiate Member relinquishes all voting rights while inactive. Collegiate members may not be granted local inactivity two semesters in a row.
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Initiate Members An entire initiate class may not be held over an additional term as it may be considered hazing. All new member information forms and Induction Fees/Dues must be sent to the National Headquarters by the designated due dates. Initiates do not have any voting rights in the Chapter.
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Alumni Members Alumni membership is automatically bestowed on any Active Collegiate Member or Inactive Collegiate Member in good standing that graduates from Saint Joseph's University or who leaves Saint Joseph's University and would have to reapply to regain admission to Saint Joseph's University. If the Active Collegiate Member or Inactive Collegiate Member owes money, is late with forms or reports, or is the subject of any disciplinary action (i.e. not in good standing), they will not be considered an Alumni Member. Likewise, if they have left or graduated from Saint Joseph's University, they cannot be considered Active Collegiate Members.
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Brothers Transferring to the Chapter Phi Sigma Pi Zeta Iota Chapter shall consider a transfer candidate if: 1 The candidate is an official member of Phi Sigma Pi and has officially transferred to Saint Joseph's University. 2 The candidate officially expresses interest in the Zeta Iota Chapter of Phi Sigma Pi. This shall be determined at the discretion of the Executive Board, but shall not exclude emails, or phone calls to the Recruitment Advisor.

The candidate left his prior chapter and institution in good standing and continues to be in good standing at Saint Joseph's University. 4 The candidate is voted in by the active brotherhood of the Zeta Iota Chapter of Phi Sigma Pi with two-thirds majority. 5 At this time the candidate is officially a brother of the Zeta Iota Chapter and is subject to all the same regulations and requirements as the general membership.
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IV

Academic Term Calendars


Each committee shall be in charge of setting a series of events to fulfill the Tripod by promoting their respective field. Each committee chair shall meet with the Vice President at the beginning of each term, in order to begin planning for events and to discuss problems or concerns.

National/Inter-chapter Delegates
A National Delegate (Grand Chapter Delegate) should be selected by the Chapter and report to the National Headquarters no later than two (2) weeks prior to the scheduled Grand Chapter meeting.

VI

Policy for Committee Events


Definition of a Chapter Event An event is defined as six (6) or more Brothers together in attendance for a certain purpose. This purpose must fall under one of the following: Service, Social, Scholarship, Fundraising, Risk Management, InterChapter, Alumni, Public Relations, Recruitment or Special Events based upon approval by the Chapter Vice President.
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Policy for Holding Events Pre-event forms must be filled out by either the chair of a committee or a member of the committee hosting the event and must be submitted to the Vice-President within twenty-four (24) hours of the event. Post-event forms must be filled out by either the chair of a committee or a member of the committee that hosted the event within one (1) week after the event took place and submitted to the Vice-President. In order to get the qualification of an event, the event details must have been brought forth and disseminated to the Chapter either by e-mail or verbally during a meeting at least forty-eight (48) hours in advance. The event must be open to both genders and all members should be able to participate in said event (this meaning physically able to participate, not being able to attend an event due to scheduling does not invalidate the event). If a member signs up for an event and can no longer attend, they are required to give at least twenty-four (24) hour notice to excuses.zeta.iota@gmail.com. If this was an event paid for by the Chapter and a
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Brother does not attend, he/she will be held responsible for any costs associated with that event if they cannot find a replacement member to attend. If a member misses an event they have signed up for and did not give the 24-hours notice, they will be fined a $5 fee in addition to any costs associated with the event. The member may appeal to the Executive Board if they feel they have an extenuating circumstance. If the member successfully appeals and the Executive Board accepts, a refund may be issued. Attendance will be taken at every event. A list will be made in advance of who committed to attending. A committee that has planned an event must designate someone to take attendance during the event.
VII

Buckets
A Attendance Requirements 1 Chapter Meetings 1 Brothers must attend all regularly scheduled Chapter

meetings each semester. Brothers will receive three (3) excused absences each semester and must submit their excuse to excuses.zetaiota@gmail.com at least twenty-four (24) hours in advance unless for an extenuating circumstance. 3 Brothers may not miss more than two (2) Chapter meetings in a row unless for an extenuating circumstance. Committee Meetings 1 Brothers must serve on at least one (1) standing committee each semester. 2 Committees are expected to meet at least twice a month. 3 Brothers are allowed to miss two (2) meetings and must submit an excuse to the committee chair at least twentyfour (24) hours in advance for an extenuating circumstance. Committee Events 1 Each semester Brothers must fulfill the following requirements attend: 1 2 Fundraising Events 2 1 Risk Management Events 3 2 Scholarship Events 4 2 Service Events 5 2 Social Events Recruitment Events 1 Brothers must attend 50% or half of the information sessions each semester. 2 Brother must attend 50% or half of rush events each semester. Initiation Events 1 Brothers must attend two (2) initiate meetings each semester.
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Brothers must attend two (2) initiate events each semester. 6 Mandatory Events 1 Brothers must attend the following mandatory events: a Bid Voting b Pinning Ceremony c Mid-Semester Voting d Final Initiate Voting e Induction Ceremony f Consultant Visit Wrap-Up B Disciplinary Actions for Attendance I Chapter Meetings Failure to meet Chapter meetings requirement will result in: 1 First Offense: Private meeting with Chapter President, Vice-President, and Secretary with a $15 fine issued by the Chapter Treasurer. 2 Second Offense: Probation and a $20 fine issued by the Chapter Treasurer. II Committee Meetings Failure to meet Committee meetings requirement will result in: 1 First Offense: Private meeting with Chapter President and Vice-President. 2 Second Offense: Probation 3 Third Offense: Motion for Expulsion III Committee Events Failure to meet committee event requirements will result in probation for the following semester. IV Recruitment Events Failure to meet Rush requirement will result in: 1 Not eligible to become a Big 2 Must attend four (4) initiate meetings 3 Must attend three (3) initiate events V Initiation Events Failure to meet Initiate requirement will result in: 1 Cannot attend Induction Night Social 2 Must attend 75% of all Rush Events the following semester (can include a combination of info sessions and rush events) VI Mandatory Events Failure to meet Mandatory Event requirement will result in: 1 One (1) unexcused absence will result in being unable to attend Formal/Date Night 2 Two (2) unexcused absences will result in Probation 3 Three (3) or more unexcused absences will result in an automatic motion for expulsion Brothers who have chronic attendance issues will be subject to a motion for expulsion called for by a member of the Executive Board.
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The above events must be completed before the last General Business Meeting in the semester which the events take place.
VIII

Appeals Process

If a member feels there are extenuating circumstances in which they cannot meet event requirements, and the Executive Board denies the original excuse, they may appeal to the Executive Board as follows: A General Brotherhood Meetings 1 A written appeal must be sent to the Executive Board (via e-mail or writing) within twenty-four (24) hours after the excuse has been denied by the Executive Board and communicated to the Brother. This writing should explain the appeal and validity of their original excuse. 2 A closed meeting will be arranged with the Executive Board members, advisors and the Brother making the appeal. 3 The Executive Board may then pardon the member or deny the appeal. B Events 1 A written appeal must be sent to the Executive Board (via e-mail or writing) within twenty-four (24) hours after the excuse has been denied by the Executive Board and communicated to the Brother. . This writing should explain the appeal and validity of their original excuse. 2 A closed meeting will be arranged with the Executive Board members, advisors and the Brother making the appeal. 3 The Executive Board may then pardon the member or deny the appeal.
IX

Elections

Officer elections shall be held during the fall term of each year. Nominations for officer positions shall be opened no later than the fourth (4th) from last meeting of the term. Nominations shall remain open for at least two weeks, after which time nominations shall be closed and voting shall proceed no later than the second to last meeting of the fall term. Officers must be installed through appropriate use of the Ritual. Brothers who will be active and in good standing for the entire term of their office shall be eligible to run for office, for the following semester, per the Zeta Iota bylaws. Any Brother who wishes to run for office and is active must: 1 Formally express interest in the position at a General Brotherhood Meeting, written documentation or e-mail to the Executive Board account. 2 If a Brother chooses to not accept the nomination after accepting one, they must submit an e-mail to the Executive Board saying they are no longer interested in the position or reject the nomination prior to voting. 3 If a Brother was nominated and they were not present at the meeting, they have until the beginning of the meeting when voting will occur to

accept the nomination. Failure to do so will result in the nomination to expire before the consideration of the candidates. 4 Candidate will give a speech no longer than five (5) minutes and answer questions the Brothers have. 5 If a candidate is unable to come and is nominated, someone whom the candidate nominates may speak on their behalf for no longer than five (5) minutes from a document the nominated Brother has prepared. A Brother may not make a formal speech and submit a written document to be read. Brothers who are active and in good standing for the entire term of their office shall be eligible to run for office the following semester per Zeta Iota bylaws. Any Brother who wishes to run for office and is inactive must: 1 Formally express interest in the position at a General Brotherhood Meeting, written documentation or e-mail to the Executive Board account. 2 If an inactive Brother were to be nominated for a vacant position, they have until the beginning of the meeting, when voting will occur, to formally respond to the request. If the Brother does not respond, then the nomination shall expire prior to the consideration of the candidates. Formally responding to a request shall be determined at the discretion of the Executive Board, but shall not exclude e-mail or telephone calls. 3 If the Brother is unavailable to attend the meeting in which the voting will occur for the position in question, it is permissible for the nominated candidate to elect someone to speak on their behalf for no longer than five (5) minutes from a document the nominated Brother has prepared be read before the formal voting occurs.. A Brother may not make a formal speech and submit a written document to be read. 4 The Brother shall be subject to the same voting process as any other Brother as outlined in the National Constitution and per the Phi Sigma Pi Zeta Iota bylaws of (i.e. be seconded, prod/conned, and voted upon). 5 Any candidate who is not present at the meeting, in which voting is occurring, formally forfeits the opportunity to field questions from the general membership. After the close of nominations, each officer candidate shall be given time to address the Chapter and answer questions prior to voting. Voting shall be conducted by ballot. A majority vote of the Chapter is required, thus if there are more than two candidates and none receives a clear majority, a run-off shall be held between the two Brothers with the greatest number of votes, again by ballot.
X

Dress Code
Dress Code for Pinning/Induction A dress code for pinning and induction may be instituted by the recruitment or initiate advisor. The dress code must be approved by the Executive Board and must be communicated to the Chapter at least one (1) week in advance
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of pinning/induction. Failure to follow the dress code will result in denial of entrance into the event and the event will be marked as absence for the member. 2 Membership Pins The Chapter and National Fraternity shall provide each member with an official Phi Sigma Pi membership pin upon completion of his/her first full term of active membership. It shall be the policy of this Chapter, in accordance with national policy, that the pin should be worn only on the outermost garment and on the left side of the chest. The membership pin is not to be worn on the collar or as a tiepin. We symbolize the fraternity remaining close to our hearts by wearing our pin only in this location. No other jewelry shall be worn on the garment above the membership pin. This pin should be worn only while a Brother is otherwise presentable and prepared to represent the fraternity. It should not be worn on articles of clothing that are stained, soiled, offensive, controversial, or that could otherwise compromise the standards of Phi Sigma Pi or the Zeta Iota Chapter. The pin shall not be worn in the presence of the consumption of alcohol, whether the Brother wearing the pin is taking part or not, unless in a fully formal setting.
XI

Policy for Resignations

At any time, a member in good standing may submit a letter of resignation to the Executive Board. The letter will be reviewed by the Chapter and the resignation may be accepted if a simple majority of Brothers pass the motion. Any member that resigns will not gain alumnus status, will not be allowed to wear cords at graduation, and will no longer be considered an active Brother. The resigned member may also not wear the pin nor wear letters. A member on probationary status cannot resign until the terms of probation are fulfilled or the probation is lifted by a two-thirds vote of the Chapter (as outlined in Section III, 1, C).
XII

Rush/Initiation Policy

To be considered for membership in the Zeta Iota Chapter of Phi Sigma Pi, the potential member must meet the guidelines as defined in the National Constitution and bylaws of the chapter. Potential new members do not have any voting rights for the general chapter. Initiates must attend a specific number of events as defined by the Zeta Iota bylaws and National Constitution. At any time an initiate may resign from the initiation process and will receive a refund as long as it is before induction. There will be an initial voting for potential new members. It will take place as follows: 1 Bid Voting a A motion must be made to limit the amount of potential new members as determined by the Recruitment Advisor and Initiate Advisor, with consultation from the Executive Board if necessary. Motion must be accepted by half of active members present at a meeting with quorum.

Motion for consideration must then be passed for each individual who submitted an application. c A final motion must be made to accept the previously determined amount of potential new members as initiates from the voting. The first vote taken by the Brotherhood shall be to consider each potential new member. Brothers are allowed to choose from the entire applicant pool, the X amount determined by the first motion. E.G.: If the Brotherhood approves to accept ten (10) initiates, Brothers will choose from the entire list of applicants, their top ten. From the Brothers ballots, the Recruitment Advisor and two other members of the Executive Board shall tabulate the results to determine the top X amount of potential members. Prospective members must reach a majority vote of the present, voting Brothers. a In the event of a tie, the potential members with the lowest majority vote will be re-voted on at the discretion of the Recruitment Advisor. After results are tabulated, the Brotherhood should be presented with the list of potential members who received a majority vote, meeting quorum. a No numerical results should be shown to the Brotherhood or published. Results must be randomized, with only the potentials name. Brothers must then vote through secret ballot (yes or no) to accept potential members with majority vote, meeting quorum.
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In order for a Brother to receive/retain a little, a Brother must: 1 Be in good standing 2 Must submit the Big/Little application to the Initiate Advisor before the deadline. 3 Not all Brothers who submit an application will receive a little. 4 The Initiate Advisor will review all the applications and determine who will receive a little and who will not receive a little. 5 Guide their little during their Initiation Period and make sure they are following all proper procedures. 6 Must be able to meet with their little once a week during their initiation period. 7 Make sure they send study guides to their little three (3) days in advanced to exams. Failure to comply with these rules may result in the Initiate Advisor taking your little away from your family and sent to a new family. There will be a mid-semester review for initiates. It will take place as followed: 1 The Brothers will hold a mid-semester review to assess the progress of the initiate class.

A motion must be made by a Brother to have each initiate either continue in the initiation program or lose eligibility to become a Brother for that semester. 3 The Initiate Advisor will have the opportunity to speak about each initiates progress in the initiation program (such as quiz grades and attendance). 4 Voting will be done informally by a hand raise vote. 5 Majority of the voting Brothers in attendance with quorum must be met to pass the motion on the floor (either continuation in the program or discontinuation in the program). There will be final voting for initiates. It will take place as followed: 1 No later than one week prior to the Induction Ceremony, Brothers should vote whether to accept each initiate into the Zeta Iota Chapter, but have up until seventy-two (72) hours prior to the Induction Ceremony to do so. 2 The Initiate Advisor will present individually to the Brotherhood each initiate, updating his or her progress in the program. The Initiate Advisor will then open the floor to the Brothers to pro and con initiates, if needed. 3 An initiate must be given the opportunity to ameliorate the Brothers concerns before removal from the program, unless the action warrants immediate removal from the program. 4 Any initiate who does not pass final vote by three quarters ( )of the present active Brotherhood, with quorum, will automatically be removed from the initiation program.
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Amendment/Scope

These Chapter Operating Policies, as a supplement to the Chapter Bylaws, are intended to represent the agreed upon methods of conducting the Zeta Iota Chapter of Phi Sigma Pi. It is recognized that opinion within the Chapter may change with time. Those policies which are most subject to change should be included within this document, which shall require only a simple majority vote active Brothers to amend. Policies affecting the core principles of the Chapter or intended to be unchanging over the course of time should be considered for inclusion within the Chapter Bylaws, which shall hold precedent over this document. All predated versions of these operating policies shall be considered nullified upon further amendment by the Chapter.

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