Chapter Officers

This page is a resource for various examples of bylaw sections relating to Chapter Officers and their responsibilities. This is not a comprehensive list. It is intended to show different ways Chapters use Offices as outlined in their bylaws. In each section there is a link to view additional sections relating to that Office that your Chapter can borrow or modify for their own use.

Officer Requirements

Eligibility

Some Chapters outline eligibility requirements to run for some or all of their offices. These typically relate to amount of time candidates have been an Active Member. Additionally some Chapters outline exceptions to their eligibility requirements for unique situations.

Example: "Candidates for president must have at least two (2) full semesters of Active Membership (not including the semester of induction) and have served on the Executive Board for at least one (1) semester."

Example: "The office of President must be filled by an individual who has previously served on the Executive Board or held a leadership position within the chapter (such as a Committee Head position). Unanimous approval must be given by the Executive Board one week prior to nomination if the requirements are not met to exempt the nominee from said rules."

See: Requirements in this Google Document.

Election Process

Some Chapters outline specific processes for holding elections of each office.

Example: "A. A simple majority of the Active Members present at a regular meeting shall be required to elect Executive Board Members.
B. Election of Executive Board Members shall be held at a regularly scheduled meeting with nomination having been taken from the floor at the previous Chapter meeting. If an office fails to garner nomination of an Active Member, then nominations for that office may be taken at the regularly scheduled meeting in which elections are being held.
C. Executive Board Members shall be elected no later than the fourth to the last meeting before the end of the spring academic semester to insure officer transition.
D. Executive Board Members shall be elected and installed each academic year to serve for the ensuing term of office. The term of office shall be one (1) year, from July 1st to June 30th. The old officer must facilitate an officer transition program that is 4 weeks in duration."

See: Election Process in this Google Document.

Requirements

Some Chapters outline additional requirements for all officers.

Example: "All Executive Board members will miss no more than three absences for any reason at all mandatory events, Brother meetings, and Executive Board meetings. Failure to comply will result in the officer being removed from their position."

See: Election Process in this Google Document.

Officers

President

The following are examples of responsibilities for Chapter Presidents that go beyond what is listed in the National Constitution Article XI.

Example: Preside at all meetings of the Chapter;
Have removal power of all non-elected positions in the Chapter subject to the approval of the Executive Board;
Be recognized as the official representative of the Chapter;
Serve as the chairperson of the Executive Board;
Be responsible for advising the Secretary on all correspondence, in accordance with the Chapter;
Call special meetings of the Chapter;
Prepare the agenda in consultation with the Executive Board;
Be responsible for the informing the Chapter about the national activities of Phi Sigma Pi;
Serve as the Risk Management Advisor for the Chapter;
Assist and oversee the officer transition at the end of each Executive Board member’s term;
Assume or delegate the responsibilities and roles of vacant Executive Board and committee positions until the vacant position can be filled.
Remit all documents and responsibilities to the newly elected President no later than the last regular meeting of the previous term of office

Example: Co-sign for all Checks written by the Chapter;

Example: Present at least four risk management educational programs each academic year, two of which must focus on alcohol awareness. Present an alcohol awareness program to the entire initiate class as a part of the Chapter’s initiation program.

See: Presidents in this Google Document.

Vice President

The following are examples of responsibilities for Chapter Vice Presidents that go beyond what is listed in the National Constitution Article XI.

Example: "Be responsible for all duties of the President in the President’s absence;
Act as coordinator and serve as an Ex-officio Member of the Chapter’s Standing Committees, excluding the Executive Board;
Accept all official responsibilities and obligations deemed necessary by the President;
Appoint all non-elected positions in the Chapter with the approval of the Executive Board;
Assign each committee its members
May make special requests upon committees, should the need arise.
Solicit and collect reports from all the committees/committee chairs;
Keep a record of committee meeting attendance.
Report committee absences to the Executive Board.
Serve as a voting member of the Executive Board."

Example: "Ensure that committees provide a weekly calendar of events in correlation with their committee report."

Example: "Collect all goals from all Standing Committees and all Executive Board Members by the Chapter’s third regular meeting of each semester."

Example: "Heads committee to select a Faculty Advisor should vacancy occur. Heads committee to select an Alumni Advisor every year."

See: Vice Presidents in this Google Document.

Secretary

Sole Secretary

Some Chapters have one Secretary. The following are examples of responsibilities for Chapter Secretaries that go beyond what is listed in the National Constitution Article XI.

Example: "Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes into a permanent record;
Be responsible for the distribution of the minutes to the Executive Board before the next regularly scheduled meeting and have the minutes available for review by the Membership of the Chapter;
Be responsible for all correspondence pertaining to the Chapter and correspondence distribution to those designated;
Preserve, supply, and submit all National and Chapter Forms, documents, records, the National Constitution, Chapter Bylaws, The Ritual, other documents, and supplies;
Submit to the National Office the most up to date Chapter Bylaws with the Form 110 every semester;
Be responsible for the attendance records of the Chapter;
Maintain for the Chapter the approved Fraternity Roll Book requiring the signatures of all Members at the time of the Member’s Induction. All Members shall be numbered sequentially in the Chapter Roll;
Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of the sheltering institution to ensure continued affiliation;
If necessary, choose, with the approval of the Executive Board and a majority vote of the Active Members present at a regular meeting, an Assistant Secretary to aid in performing the duties of the office;
Preside over the meetings of the Chapter in the absence of the President and the Vice President.
Be a voting member of the executive board."

Example: "Responsible for recording and keeping track of all family lines."

Example: "Notify active Brothers of all meetings at least three days prior to such meetings."

See: Secretary in this Google Doc.

Split Secretaries

Some Chapters split their Secretary role into two unique offices with different responsibilities. The following are examples of responsibilities for Chapter Secretaries that go beyond what is listed in the National Constitution Article XI.

Example: "Recording Secretary
Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in a permanent record;
Preserve, supply and submit all National and Chapter Forms, documents, records, the National Constitution, Chapter By-Laws, the Ritual, other documents, and supplies;
Be responsible for the distribution of the minutes to the Executive Board before the next regularly scheduled meeting and have the minutes available for review by the Membership of the Chapter;
Be responsible for the attendance records of the Chapter;
Maintain for the Chapter the approved fraternity Roll Book requiring the signatures of all Members at the time of the Member’s Induction. All members shall be numbered sequentially in the Chapter Roll;
Preside over the meetings of the chapter in the absence of the president and vice president;
Be responsible for making sure that all fines are sent out no later than three (3) weeks after the conclusion of any given semester;
Be a voting member of the Executive Board.


Corresponding Secretary
Be responsible for all correspondence pertaining to the Chapter and correspondence distribution to those designated;
Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of University of Central Missouri to ensure continued affiliation;
Be responsible for maintaining an updated list of members’ grade eligibility.
Submit all National and Chapter forms, documents, records, Chapter Bylaws, and other documents in correspondence with the President to Nationals
Submit to the National Office changes to the Chapter Bylaws when they are approved by the chapter.
Be responsible for compiling and submitting all required membership lists and other required affiliation documentation to the appropriate Offices of Edinboro University to ensure continued affiliation.
Be a voting Member of the Executive Board.
Preside over the meetings of the Chapter in the absence of the President, Vice President, and Recording Secretary."

Example: "Recording Secretary
Be responsible for informing all active members who are or are close to violating the 75% attendance rule, with knowledge of the President, and by 2/3 of the way into the semester."

Example: "Recording Secretary
Keep the most recent version of the Alumni Database and oversee the Alumni Committee’s handling of it by ensuring that new brothers are added at the time of their induction, and by instructing the Alumni Committee chairperson in its use and capabilities;"

Example: "Corresponding Secretary
Notify the National Office of all Brothers suspended, expelled, or reinstated;"

See: Split Secretaries in this Google Doc.

Treasurer

The following are examples of responsibilities for Chapter Treasurers that go beyond what is listed in the National Constitution Article XI.

Example: "Report at the Chapter meetings the financial status of the Chapter accounts, including, but not limited to, delinquent Dues;
Remit appropriate moneys to the National Office by the specified due date;
Propose, in conjunction with the Finance Committee (Fund-Raising Committee), the budget for the next fiscal year;
Receive and record all moneys of the Chapter and provide for the moneys’ security;
Co-sign for all Checks written by the Chapter;
Adhere to the budget approved by the Executive Board and the Membership of the Chapter;
Pay all debts and expenses;
Maintain a record of receipts and expenditures, and balance the accounts;
Serve as an Ex-officio Member of the Finance Committee (Fund-Raising Committee) and all other general purpose monetary generating committees;
Provide explanations to questions posed by the Financial Review Board (Group conducting the Chapter’s Annual Financial Review) for the completion of the Financial Review Board’s report;
FORM 110 Responsibilities: The Treasurer’s Report, Financial Spreadsheet as provided by the National Office
Preside over the meetings of the Chapter in the absence of the President, Vice President, and Secretary;
Be a voting member of e-board"

Example: "Shall present the names of those members whose fines are presently outstanding at each meeting."

Example: "Notify the brotherhood if any brother exceeds the budget by any amount at or above $50 and provide a solution to resolve the over expenditure;"

See: Treasurer in this Google Doc.

Initiate Advisor

The following are examples of responsibilities for Chapter Initiate Advisors that go beyond what is listed in the National Constitution Article XI.

Example: "Be responsible for reviewing and updating the Initiation Program of the Chapter;
Be responsible for maintaining and upholding the integrity of the Initiation Program of the Chapter in relation to the rules of the sheltering institution, and any rules established by the Chapter;
Be responsible for the planning and implementation of the Initiation Program approved by the Chapter
Record all initiate attendance at events, report Initiation activities and send a complete detailed description of the Initiation Program to the National Office by the specified due dates;
Be responsible for the ensuring that all newly inducted members be taught the fraternal grip and word.
Serve as the chairperson of the Initiation Committee.
Preside over the chapter meeting in the absence of the aforementioned officers.
Be a voting member of the executive board."

Example: "The term of office for the Initiate Advisors (two elected) shall be staggered, so that one new Initiate Advisor is elected each semester."

Example: "Oversee the Big Brother Program and appoint Big/Little pairs with Initiation committee approval"

Example: "Shall not serve as a Big Brother."

Example: "Ensure the Chapter follows The Ritual ceremonies in a serious and professional manner;"

See: Initiate Advisor in this Google Doc.

Historian

The following are examples of responsibilities for Chapter Historians that go beyond what is listed in the National Constitution Article XI.

Example: "Keep, collect, and preserve an accurate history of the Chapter;
Be responsible for placing new items concerning the Chapter in local and collegiate publications;
Provide the National office with historical items of the Chapter at the close of the academic year at the Chapter’s discretion.
Teach the Fraternity’s history to the initiate class.
Be a voting member of the executive board."

Example: "Assist in maintaining the Chapter’s Phi Sigma Pi Wikipedia page;"

Example: "Create a newsletter, which describes Chapter activities and accomplishments, twice a semester and send it to Alumni"

See: Historian in this Google Document.

Brother At Large

The following are examples of responsibilities for Chapter Brother At Larges that go beyond what is listed in the National Constitution Article XI.

Example: Brother at Large – The Brother(s) at Large shall: Act as an impartial aide or ombudsperson to all brothers in Phi Sigma Pi.
Hold a term of one semester.
Act as a mediator for any disputes that may arise between Brothers.
Respect the confidence of all Brothers and maintain neutrality in all matters relating to their position
Be responsible for reporting concerns or problems to the Executive Board on a weekly basis if needed.
Be a non-voting member of the Executive Board.
Not hold any other position.
Attend at least eighty percent (80%) of all regularly scheduled executive board meetings per semester. Three (3) excused absences are permitted; however, notification for excused absences must be submitted to the Recording Secretary, in writing within twenty-four (24) hours of the missed meeting.

Example: A male and female Brother at Large may be used or the position may consist of two separate officers, the election of whom will consist of each voting brother casting a secret ballot for their top two candidates, and the two candidates receiving the most votes will be elected to the offices.

Example: Serve as an advocate for any Brother brought before the Executive Board

Example: Represent any brother that is under disciplinary action and is unable to represent themselves

Example: Will not be eligible to be appointed to standards board or similar group hearing any investigation or disciplinary matters

Example: Issue a midyear evaluation at the end of every fall semester that will be utilized to improve the chapter the following semester

Example: Count any secret ballot votes

See: Brother At Large in this Google Document.

Unique Positions

The following are unique Chapter positions not required by the National Constitution Article XI.

Standards Officer

Example: Be responsible in overseeing and enforcing that the conduct of the Brotherhood is in accordance with the National Constitution, Chapter Bylaws, and Policies of the University.
Establish a standards policy as needed with the assistance of the Executive Board.
Be responsible for ensuring that all members are fulfilling their obligations.
Act as a Fraternal Counselor and advisor throughout instances of disciplinary action.
Shall attend Executive Cabinet meetings if requested by the Vice President.
Be a voting member of the Executive Board.

Technology Chair

Example: Assume the responsibilities of designing and maintaining the chapter’s webspace;
Keep the material on the website and all other Chapter related websites up-to-date and working in proper order;
Collaborate with the Historian on amending and reviewing the Phi Sigma Pi Wiki every academic semester.
Keep secure all digital content for the Chapter and Executive Council as a backup and precautionary measure to ensure digital content is preserved for the future;

Delegates to the Grand Chapter Conference

Example: National Delegate & Co-National Delegate
Be responsible for informing the Chapter about proposed amendments to governing documents and requesting feedback from Active Collegiate members.
Attend National Convention
Speak and act on behalf of the Chapter
Organize a presentation for the Chapter upon return from Grand Chapter in the fall semester that outlines what governing documents were changed and what supplementary information was learned
Make any necessary changes to bylaws to correlate with national constitution resulting from annual convention amendments and policies

Example: The Chapter President has the right to appoint additional Alternate Delegates who, in the absence of the Delegate and/or Alternate Delegate may serve in those capacities. The elected Grand Chapter Delegate and Alternate Grand Chapter Delegate shall supersede any appointments made by the Chapter President.

Regional Delegate

Example: The Regional Delegate shall perform all duties designated by the Regional Consultant, including but not limited to:
Assist in the planning of the Regional Convention.
Communicate with other chapters in the Region.
Maintain relations and correspondence with all other Chapters.
Keep the Chapter informed of and plan inter-chapter events.
Foster fellowship between Brothers of other chapters and Brothers of the Chapter.

Risk Management Advisor

Example: Ensure that all Chapter events are planned with proper Risk Management
precautions, as outlined by the National Constitution and the National Operating Policy
Uphold and ensure all Brothers uphold any national, state, and county laws;
Plan a minimum of three (3) Risk Management events that educate members about different aspects of responsible Risk Management
Update Emergency Contact forms for each new initiate class.
Obtain signatures for the Risk Management Anti-Hazing Agreement.
Be a voting Member of the Executive Board.

Recruitment Advisor

Example: Plan and device the Chapter recruitment with the assistance of the recruitment committee;
Be responsible for maintaining and upholding the integrity of the recruitment committee of the Chapter in relation to the National Constitution, the rules of the sheltering institution, and any rules established by the Chapter with the assistance of the recruitment committee;
Be responsible for, with the assistance of the recruitment committee, the planning and implementation of the recruitment program as approved by the members of the Chapter;
Report recruitment activities and send a complete and detailed description of the recruitment program to the national headquarters by the specified due dates;
Update and maintain a working voting procedure for rush
Serve as the chairperson of the recruitment committee;
Preside over the Chapter meeting in the absence of the aforementioned Executive Board members;
Be a voting member of the Executive Board.

Parliamentarian

Example: Advise the Chapter to ensure that all national, chapter, university, local, state, and/or federal policies are being upheld.
Maintain order at all official Chapter meetings and events;
Be responsible for maintaining and upholding Robert’s Rules of Order;
Review the Chapter Bylaws and submit proposed changes to the Chapter for their approval;
Preside over the Chapter meeting in the absence of the aforementioned Executive Board members.
Serve as a voting member of the Executive Board.

Example: Suggest to the President a means for a more effective and efficient manner of running the Fraternity meetings

Example: Give a parliamentary procedure review once per semester to active Brothers and once per semester to the initiate class.

Homecoming Officer

Example: The Homecoming Charity King/Queen shall organize and implement events to raise funds for the charity

Alumni Officer

Example: Be a liaison between the chapter and its alumni
Give an alumni report once each month during the semesters
Maintain alumni communication list
Chair the Alumni and Chapter Relations Committee
Plan at least one event for the alumni each semester
Be a voting member of the Executive Board

Student Government Representative

Example: Be responsible for attending and representing the Chapter to all SGA meetings during the semester
Must not represent any other club or organization or serve on the senate or Executive Board of SGA.
Must report back to the chapter on what happened during the SGA meeting.
Be a voting member of the Executive Board at the Chapter’s discretion

VP of Fellowship

Example: oversees the external relations committee and the internal relations committee;
is responsible for signing all formal documentation regarding events planned at third party venues;
is a voting member of the Executive Board;
is responsible for appointing brothers to serve as the committee chairs for the external and internal relations committee;
Evaluates committee performance and makes recommendations to Committee chairs;
communicates social programming to the executive board and to the brotherhood;
verifies the committee member expectation list established by each committee chair;
Attends committee meetings regularly and calls committee meetings as necessary;
the external relations committee is responsible for the organization, development, and implementation of social events for the brotherhood involving other chapters of phi sigma pi. the number of events planned by the committee will be established by the committee chair and verified by the vice-president of fellowship. this committee is also responsible for organizing events tailored toward the alumNI of phi sigma pi. the number of events planned by the committee will be established by the committee chair and verified by the vice-president of fellowship;
the internal relations committee is responsible for the organization, development, and implementation of social events for either the brotherhood alone or social events allowing outside of attendance not including brothers from other chapters or alumni. the number of events planned by the committee will be established by the committee chair and verified by the vice-president of fellowship.

VP of Programming

Example: is responsible for appointing Brothers to serve as the committee chairs of the service, scholarship, sports, and fundraising committees;
oversees and facilitates the development and implementation of events related to the aforementioned committees;
is responsible for signing all documentation for their respective committees regarding events planned at third party venues;
Evaluates committee performance and makes recommendations to Committee chairs;
communicates programming to the executive board and to the brotherhood as necessary;
verifies the committee member expectation list established by each committee chair;
Attends committee meetings regularly and calls committee meetings when necessary;
is a voting member of the Executive Board.

Sergeant at Arms

Example: Responsible for opening, preparation, custody, and closing of the meeting room.
Call the chapter roles at each meeting. Note absences.
Assume the responsibility of verifying the eligibility of all Brothers present at meetings in accordance with the requirements of Article VII of the chapter by-laws.
Chairperson of service key committee.
Keep accurate records of officer attendance, informing each officer of their absences and placing these records in their monthly report.
Determine, prior to the start of each month, the attendance requirements for meetings in the coming month.
Be responsible for the training of the next Sergeant at Arms.

Philanthropy Relations

Example: Foster and maintain contacts with the Chapter’s national and local philanthropies.
Facilitate communication between the Brotherhood and philanthropy organizations
Understand and communicate needs of philanthropy organizations to the Chapter.
Assist service committee in planning philanthropy-related events.
Serve as an ex-oficio member of the service committee.

See: Unique Positions in this Google Document.