Difference between revisions of "Delta Sigma Bylaws"

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Standing committees exist from year to year.  Committee chairs shall be elected using the same procedures as the election of the Executive Board members, as outlined in [[#Article VI: Officers|Article VI]], Section 2.
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Standing committees exist from year to year.  Committee chairs shall be elected for the term length of one semester. Committee chairs shall be elected using the same procedures as the election of the Executive Board members, as outlined in [[#Article VI: Officers|Article VI]], Section 2 with the exception of term length. Elections for committee chairs shall be held at the end of each semester
  
 
===Section 2===
 
===Section 2===

Revision as of 22:54, 13 April 2008

These governing documents are provided for reference only, and may be inaccurate, out-of-date, or simply incomplete. For full and accurate copies of the governing documents, please consult the Parliamentarian.

Bylaw suggestions can be posted at the bylaw suggestions page. Amendments are on the bylaw amendments page.

See also: National Constitution, Standing Motions and Standard Operating Procedures.

Phi Sigma Pi National Honor Fraternity Bylaws

Delta Sigma Chapter—University of Colorado

Boulder, Colorado

Ratified May, 2001

Amended February, 2008

Article I: Name

The name of this organization shall be Delta Sigma Chapter of Phi Sigma Pi National Honor Fraternity at the University of Colorado (hereafter referred to as the Delta Sigma Chapter.)

Article II: National Affiliation

The Delta Sigma Chapter is a chartered member of Phi Sigma Pi National Honor Fraternity.

Article III: Definitions

Poor Standing
a brother in poor standing has not completed all requirements as set forth in the bylaws.
Good Standing
a brother in good standing has completed all requirements as set forth in the bylaws.

Article IV: Membership

Section 1

Persons of Good Academic Standing who have paid their Student Activity Fee and who are dedicated to the betterment of Phi Sigma Pi shall be eligible for membership in the Delta Sigma Chapter.

Section 2

Membership in the Delta Sigma Chapter will be open to full-time undergraduate students of the University of Colorado at Boulder who have completed a minimum of one semester of college work at an accredited university, have at least two (2) semesters of college work left after Induction and have achieved at least a 3.0 cumulative grade point average (on a 4.0 scale, where A=4.0).

Section 3

All new Active Members of the Delta Sigma Chapter must meet the initiation requirements of the Delta Sigma Chapter. During the initiation process, each initiate must be approved by a three-fourths (3/4) vote of the Active Brotherhood present at a meeting with quorum before being inducted into the Delta Sigma Chapter of Phi Sigma Pi.

Section 4

Membership into Phi Sigma Pi through the Delta Sigma Chapter is open to the qualified University of Colorado Community. The Delta Sigma Chapter shall not discriminate on the basis of age, sex, sexual preference, disability, handicap, race, religion, national origin, or marital status in admission to, access to, treatment of, or employment in its programs and activities. Furthermore, in accordance to the University of Colorado non-discrimination policy, membership in Phi Sigma Pi National Honor Fraternity will not be denied to anyone on the basis of race, color, sex, religion, national origin, physical disability or sexual orientation, except as sanctioned by law. (See National Constitution Article IV, Membership; Section 2)

Section 5

To remain an Active member in good standing, the member shall:

  1. Pay national dues and fees and chapter dues by the third regularly scheduled chapter meeting of each semester.
  2. Attend at least seventy-five percent (75%) of all regularly scheduled chapter meetings per semester.
  3. Serve on at least one (1) standing committee per semester and attend at least seventy-five percent (75%) of all regularly scheduled committee meetings per semester.
  4. Attend at least three (3) chapter service events, three (3) chapter social events, two (2) chapter fundraising events, and two (2) academic events during each semester. Attend four (4) rush events: one pre-info night rush event, one post-info night rush event, and both info nights per semester. In addition, attend the Pinning and the Formal Induction Ceremonies during each semester. A chapter event shall be defined as the following:
    1. Invitation extended to the entire Chapter
    2. At least 6 Active Brothers or Initiates with 1 Active Brother among those in attendance.
    3. The Delta Sigma Risk Management Policy is followed

Section 6

Failure to complete the semester requirements (outlined in Article IV section 5) for one semester will result in automatic probation (poor standing) for the following semester. Members who fail to meet the semester event requirements will be prohibited from voting and running for office thus not required for quorum (see article VIII section 2). In addition a fee of $5.00 per event requirement not completed will be paid to the treasurer, with a maximum fee of $ 50.00. Any member who fails to complete eight events will be automatically sent to the petitions committee for expulsion. Any member who does not complete the semester requirements while on probation will be automatically referred to the petitions committee to state their case and petition to be exempt from expulsion. At any point during this process a member may put in a petition to be exempt from any penalty-fines, probation, or expulsion. A member who completes the semester requirements while on probation will be removed from probation effective immediately.

Section 7: GPA Requirement

  1. All active members must maintain a cumulative grade point average of at least a 3.00.
  2. Active members must submit an unofficial transcript by the date specified in the Standard Operating Procedures.
  3. The Secretary shall retain the average GPA of the chapter for the semester and shred the individual transcripts.
  4. If the Secretary should discover that a member is below a 3.00 cumulative GPA, the Secretary and President should arrange to meet with that member to discuss an appropriate solution. The Secretary will disclose to the Chapter what the terms of the solution are and record them for the sake of future precedent, but not the names of the members not meeting the GPA requirement. The secretary should retain a sealed copy of the transcript according to DSB.VI.7---Keeping relevant communications.

Section 8: Inactivity

  1. A member may request local inactivity for the semester by submitting a petition to the Petitions committee a week before dues are due.
  2. A locally inactive member may not vote and owes no duties to the chapter, but is not exempt from obligations to the national fraternity (including national dues).
  3. After two consecutive semesters of local inactivity, all subsequent requests for local inactivity are grounds for expulsion by a vote of the petitions committee

Section 9: Petition, Protest, and Appeal

  1. Petition. A member may petition to be absolved of any requirement imposed by the chapter governing documents or the will of the assembly by submitting a petition in writing to the Petitions committee detailing why the exception should be made.
  2. Appeal. A decision made against a member by any other member, committee, or board may be appealed by bringing a motion of appeal to the assembly.
  3. Protest. If a member learns of a decision made by another member, committee, or board that affects some other member personally; and the member believes the decision was made incorrectly, he or she may obtain a reconsideration by the assembly by bringing a motion of protest to the assembly.

Article V: Chapter Advisors

Section 1

The Chapter Advisor(s) of the Delta Sigma Chapter shall be elected by a majority vote of the members of the Delta Sigma Chapter following a nomination by a chapter member. To advise and counsel the chapter and the members, the advisor must be full-time administrator, faculty or staff member of the University of Colorado. The chapter advisor(s) shall serve the best interests of Phi Sigma Pi, the Delta Sigma Chapter, and its members and reasonably attempt to ensure that all business conducted by the Delta Sigma Chapter meets the University of Colorado policies.

Section 2

The Alumni Advisor(s) of the Delta Sigma Chapter shall be elected by a majority vote of the members of the Delta Sigma Chapter following a nomination by a Delta Sigma Brother. To advise and counsel the chapter and the members, the Alumni Advisor must be an Alumnus of a Phi Sigma Pi chapter in good standing. The Alumni Advisor must also be living in the vicinity of the University of Colorado at Boulder.

Article VI: Officers

Section 1

All officers shall possess at least the minimum requirements of an Active and have at least a 3.0 cumulative grade point average. Candidates for president must have at least one (1) full semester of Active Membership (not including the semester of induction.) All officers will be currently enrolled students who have paid their Student Activity Fee and are in Good Academic Standing as determined by the University of Colorado.

Section 2: Election of Officers

  1. A simple majority of the Active Members present at a regular meeting shall be required to elect the officers.
  2. Election of officers shall be by direct voting. In the event that no candidate receives a majority, the chapter shall choose between the two candidates with the most votes by direct voting.
  3. In the event of a tie in a runoff election between two candidates for any office, the vote shall be referred to the voting executive Board, excluding those running for the current position under consideration, who shall have to sole power to elect the office in question.
  4. Election of officers shall be held at a regularly scheduled meeting with nominations having been taken from the floor at the previous chapter meeting. If any office fails to garner a nomination of an Active Member, then nominations for that office may be taken at the regularly scheduled meeting which elections are being held.
  5. Officers shall be elected no later than the second to the last meeting before the end of the spring semester.
  6. The term of an officer shall be one year, from the end of the spring semester to the end of the following spring semester.

Section 3

Additional officers may be elected at the discretion of the chapter by properly amending the Chapter Bylaws.

Section 4

The officers of the Delta Sigma Chapter are the President, Vice President, Secretary, External Communications Advisor, Treasurer, Recruitment advisor, Initiate advisor, Historian, and Parliamentarian. These members comprise the Executive Board.

Section 5

If a vacancy occurs in any executive board position, the position will be filled as soon as possible by nominations from the floor followed by an election at the next regularly scheduled business meeting.

Section 6

The duties of each officer are as follows:

  1. President
    1. Preside at all meetings of the Chapter;
    2. Have removal power of all non-elected positions in the Chapter subject to approval of the Executive Board;
    3. Be recognized as the official representative of the Chapter;
    4. Serve as the chairperson of the Executive Board;
    5. Be responsible for advising the secretaries on all correspondence, in accordance with the Chapter;
    6. Call special meetings of the Chapter;
    7. Prepare the agenda;
    8. Be responsible for informing the Chapter about national activities of Phi Sigma Pi;
    9. Serve as Risk Management Advisor to the Chapter;
    10. Retain contact with the Chapter Advisor;
    11. Be a voting member of the Executive Board.
  2. Vice President
    1. Be responsible for all duties of the President in the President's absence;
    2. Act as coordinator and serve as an Ex-Officio Member of the Chapter's standing committees, excluding the Executive Board and Initiation committee;
    3. Accept all official obligations deemed necessary by the President;
    4. Appoint all non-elected positions in the Chapter with approval of the Executive Board;
    5. Solicit reports from all Chapter officers and committees/committee heads;
    6. Be a voting member of the Executive Board.
  3. Secretary
    1. Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in permanent record;
    2. 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.
    3. Be responsible for the attendance records of the Chapter:
    4. 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;
    5. Preside over the meetings of the Chapter in the Absence of the president and vice president;
    6. Prosecute members not fulfilling the GPA requirements or delinquent in attendance of meetings and events.
    7. Be a voting member of the Executive Board.
  4. External Communications Advisor
    1. Be responsible for all correspondence pertaining to the Chapter and correspondence distribution to those designated;
    2. Preserve, supply and submit all National and Chapter Forms, documents, records, the National Constitution, Chapter Bylaws, The Ritual, other documents, and supplies;
    3. Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of the University of Colorado to ensure continued affiliation;
    4. Serve as chapter delegate to the regional committee;
    5. Maintain inter-chapter relations;
    6. Prosecute officers who fail to complete their section of the Form 110;
    7. Be a voting member of the Executive Board.
  5. Treasurer
    1. Report at the Chapter meetings the financial status of the Chapter Accounts, including, but not limited to, delinquent Dues;
    2. Remit appropriate moneys to the National Office by the specified due date;
    3. Propose, in conjunction with the Finance Committee (Fund Raising), the budget for the next fiscal year;
    4. Receive and record all moneys of the Chapter and provide for the money's security;
    5. Adhere to the budget approved by the Executive Board and the Membership of the Chapter;
    6. Pay all debts and expenses;
    7. Maintain a record of receipts and expenditures, balance the accounts, and relinquish possession of the records to the newly-elected Treasurer before the last regular meeting of the previous term of office;
    8. Serve on the Finance (Fundraising) Committee;
    9. 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;
    10. Inform the President of all fraternal disbursements before they are disbursed;
    11. Preside over the meeting of the Chapter in the absence of the President, Vice President and Recording Secretary;
    12. Prosecute members for outstanding debts;
    13. Be a voting member of the Executive Board.
  6. Recruitment Advisor
    1. Be responsible for reviewing and updating the Recruitment Program of the Chapter with the assistance of the Recruitment Committee;
    2. Be responsible for maintaining and upholding the integrity of the Recruitment Program of the Chapter in relation to the National Constitution, the rules of the University of Colorado and any rules established by the Chapter with the assistance of the Recruitment Committee;
    3. 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;
    4. Report recruitment activities and send a complete and detailed description of the Recruitment Program to the National Headquarters by the specified due dates;
    5. Serve as the chairperson of the Recruitment Committee, if desired by the Chapter;
    6. Be a voting member of the Executive Board.
  7. Initiate Advisor(s)
    1. Be responsible for reviewing and updating the Initiation Program of the Chapter with the assistance of the Initiation Committee;
    2. Be responsible for maintaining and upholding the integrity of the Initiation Program of the Chapter in relation to the National Constitution, the rules of the University of Colorado, and any rules established by the Chapter with the assistance of the Initiation Committee;
    3. Be responsible for, with the assistance of the Initiation Committee, the planning and implementation of the Initiation Program as approved by the Members of the Chapter prior to the first meet night held by the Chapter;
    4. Report Initiation activities and send a complete and detailed description of the Initiation Program to the National Headquarters by the specified due dates;
    5. Serve as the chairperson of the Initiation Committee, if desired by the Chapter;
    6. Be a voting member of the Executive Board.
  8. Historian
    1. Keep, collect and preserve an accurate history of the Chapter;
    2. Be responsible for placing news items concerning the Chapter in local and collegiate publications;
    3. Provide the National Office with historical items of the Chapter at the close of the academic year at the Chapter's discretion;
    4. Be a voting member of the Executive Board.
  9. Parliamentarian
    1. Maintain order at all official chapter meetings and events.
    2. Be responsible for maintaining and upholding Robert's Rules of Order;
    3. Be responsible for updating and maintaining the authority of the Chapter Bylaws.
    4. Be a voting member of the Executive Board.

Section 7: Keeping relevant communications.

  1. Definitions for this section, "Communication" will be defined as any correspondence or notice by letter, email, or online form; and "Relevant Communication" shall be defined as 1. any Communication made to an entity outside our own Chapter on behalf of the Chapter for the purpose of fulfilling a National duty (this expressly includes but is not limited to National forms); or 2. any Communication to a member, initiate, or potential of our chapter which notifies the recipient of disciplinary action; or 3. any Communication made in satisfaction of the Chapter's express will.
  2. All Relevant Communication should be filed with both the Secretary and the President no later than one week after the Communication was made. In cases of written communication, a signed and dated copy should be supplied; in cases of email, a printed, signed, and dated copy should be supplied; and in cases of online form submissions, each form should be printed, dated, and signed.
  3. Any responses to Relevant Communication should be filed in the manner of Item 2.
  4. The President shall be required to retain any letters of inactivity or resignation.
  5. If the Communication contains sensitive information which should reasonably be kept from the eyes of the Chapter to protect the privacy of one of its members for a definable time period (eg, until a year after the graduation of so-and-so), the Communication should be sealed in an envelope with the expiry date and a description of its contents and filed with the Secretary.
  6. The office of the President or Secretary must maintain each Communication for at least a year.

Article VII: Chapter Committees

Section 1

Standing committees exist from year to year. Committee chairs shall be elected for the term length of one semester. Committee chairs shall be elected using the same procedures as the election of the Executive Board members, as outlined in Article VI, Section 2 with the exception of term length. Elections for committee chairs shall be held at the end of each semester

Section 2

The standing committees include:

  1. Fund Raising Committee: Plans all revenue making projects for the Chapter.
  2. Service Committee: Plans projects for the Chapter Members to become involved with service to the university and surrounding communities.
  3. Social Committee: Plans social, recreational and intramural events.
  4. Public Relations Committee: Preserves the history of the chapter, maintains inter-chapter relations, promotes the public image of the Chapter to the university and surrounding communities and creates a Chapter Newsletter each semester.
  5. Awards and Scholarships Committee: Creates Chapter Awards for deserving Members, plans educational and cultural events for the Chapter, provides speakers for the Chapter on topics concerning students and maintains a program to endure each member is upholding the high academic standards of Phi Sigma Pi.
  6. Alumni: Creates an alumni newsletter, maintains a database with up-to-date addresses of the Chapter's Alumni and plans alumni functions which allow the alumni to interact with the Chapter Members.
  7. Rush/Recruitment Committee: Plans and implements the recruitment of new members through the rush program as approved by the Chapter, ensures that all rush activities are in accordance with the National Convention.
  8. Initiation Committee: Plans and implements the initiation program as approved by the Chapter, promotes and instills in the initiates the ideals of Phi Sigma Pi, ensures that all initiation activities are in accordance with the National Convention.
  9. Website Committee: Responsible for design and timely upkeep of the chapter website.

Section 3: Petitions Committee

  1. The Petitions Committee shall have the sole power apart from the assembly to grant exemptions to the requirements of the bylaws, SOP, and express will of the assembly.
  2. The Petitions Committee shall form investigatory committees at the written request of two brothers.
  3. The Petitions Committee shall consist of five (5) members chosen at the same time officers are chosen.
  4. The Petitions Committee will decide a given petition before the next regular chapter meeting after the petition was submitted.

Section 4

The vice president shall have the authority to form special committees with the approval of the Executive Board when the need arises.

Article VIII: Meetings

Section 1: Regular meetings.

The chapter meets every Monday at the time specified in the Standard Operating Procedures in a place to be determined by the President before the beginning of the semester. The chapter shall have regular meetings only on days when classes are held. The assembly may, by a majority vote, change the time, date or place of a particular meeting. The Executive board may change the location of the meeting provided at least one week's notice is given, except in cases of emergency.

Section 2: Special meetings.

The President may call a special meeting at the written request of at least half the active members in good standing, giving at least 2 days prior notice except in cases of emergency.

Section 3

The following rules shall be followed for conducted meetings: the National Constitution, the Delta Sigma Chapter Bylaws and Robert's Rules of Order. Quorum is defined as a majority of active members in good standing.

Section 4

The Delta Sigma Chapter's voting procedures shall follow Robert's Rules of Order.

Article IX: Finances

Section 1

The Delta Sigma Chapter shall levy additional Chapter Semester Dues, in accordance with Chapter needs. Each member shall pay Chapter Dues, as determined by the Delta Sigma Chapter, to the Treasurer no later than the third regularly scheduled meeting. Any active member in the semester immediately preceding the present one shall be considered an Active Member until the start of the third regularly scheduled meeting. After this time, the Member shall be considered an Inactive Member until Chapter Dues are paid in full or special arrangements have been made with the Chapter Treasurer.

Section 2

A minimum balance of two hundred dollars ($200.00) or what is required by the financial institution at which the Delta Sigma Chapter's accounts are held shall be established for the treasury. This is to ensure that a viable fund shall be on hand at all times to provide for any emergency allocations, which may occur.

Section 3

The Delta Sigma Chapter's fiscal year begins July 1, and ends the following June 30. The financial policies of the Delta Sigma Chapter shall be governed by a budget adopted at the beginning of each semester.

Section 4

After the budget has been approved per Article VIII, Section 3, any disbursement from the Chapter funds greater than five (5) percent of the total budgetary value (predicted income) or $100, whichever is less, must be approved by a majority vote of Active brothers at a regularly scheduled meeting.

Article X: Disciplinary Actions

Section 1: Grounds for punishment

  1. Charges may be preferred against a member for acts or omissions:
    1. in violation of requirements laid down by the governing documents or the will of the assembly;
    2. that harm the good name of the chapter, the fraternity, one of its members, or the University; or
    3. contrary to the purpose of the fraternity or that hinder in its fulfillment of that purpose.
  2. Charges may be preferred without an investigatory committee if the evidence is manifestly observable without investigation.

Section 2: Investigatory Committees

  1. The investigatory committee shall consist of four members chosen randomly by the chair of the Petitions Committee from a pool of volunteers. The accussed and accuser shall not sit on the investigatory committee.
  2. The investigation should be concluded within a week of being formed, though it may ask the chapter for more time. The chair of the investigation should ask the President for a place on the agenda to announce this.

Section 3: Trial

  1. Only members may be present during the trial.
  2. The assembly will decide whether a punishable offense occurred by a two-thirds (2/3) majority of members present.

Section 4: Punishments

  1. If the chapter determines a punishable offense has occurred, the chapter may move to:
    1. Strip any right of membership for any bounded amount of time;
    2. expel the member from its ranks;
    3. impose a fee;
    4. compel the member to any reasonable act of remedy within its power; or
    5. compel the member to retract a statement or offer an apology.
  2. The magnitude of the punishment will not exceed the magnitude of the offense.
  3. It shall require a two-thirds (2/3) majority of active members to impose a punishment.

Section 5: Disciplinary powers of Executive Board

  1. The Executive Board may summarily expel a member owing a significant outstanding debt to the Chapter by a three-fourths (3/4) vote of Executive Board. The member in arrears and the chapter must be notified a week in advance of the vote. The President will announce the expulsion at the next Chapter meeting and the report must contain the following phrase "If anyone believes this expulsion was made in error or unfairly, you have one week to appeal or protest before the expulsion is final." If the President does not say these words, the expulsion is not binding. If no appeal or protest is forthcoming before the next meeting, the President will announce that the expulsion is final, and the Secretary will remove the member from the roster.

Section 6

Failure to attend any event previously committed to, will result in paying for the amount incurred by the Chapter and a $5.00 fee. The event organizer should notify the Treasurer of debts incurred this way, and the Treasurer shall be responsible for collecting them.

Section 7

Failure of external communications advisor to send in all national forms on time shall result in this member incurring all late fines imposed on the chapter. The External Communications Advisor must notify the executive board of delinquent forms by one week after delinquency, and pay the fines within one week. Repeated delinquencies may result in disciplinary action.

Section 8

Any officer who fails to complete their required part of the Form 110 may be prohibited from holding an elected position for the next semester.

Article XI: Amendments

These bylaws may be amended at any regular or special chapter meeting by a two-thirds (2/3) vote of the Active Members, provided the amendment was submitted in writing to the Parliamentarian at or before the previous regular meting.

Article XII: Ratification

These bylaws shall become effective upon approval by the membership of the Delta Sigma Chapter of Phi Sigma Pi National Honor Fraternity at the University of Colorado.

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