National Constitution Article XI

Article Summary: Article XI of the National Constitution defines the Collegiate Chapter Officers, sets out the duties and responsibilities of each office, and provides for officer transition and filling of vacancies.

ARTICLE XI: CHAPTER OFFICERS

Section 1: Terms of Office

Each Chapter shall elect and install annually at least the following officers: President, Vice President, Secretary, Treasurer, Historian, and Parliamentarian. The Initiate Advisor may be elected and installed on a semester or quarterly basis.

Section 2: Additional Officers

The Chapter may elect other officers as the Chapter deems necessary.

Section 3: Duties

The duties of the Chapter officers shall include, but are not limited to, those listed in the following sections. The duties listed below an officer title may be assigned to another officer by the Chapter's Bylaws, however, all duties listed below must be included as officer's duties.

Section 4: Officer Reports

Each Chapter officer shall submit at the end of each term of office a report outlining the accomplishments and problems of the term and include recommendations for future operation of the Chapter. These reports shall be submitted to the Executive Board and reported to the Chapter by the last meeting of the term of office. The Chapter officers shall submit to the respective successors all records entrusted to the officer or obtained by the officer during the officer's term of office.

Section 5: President

The President shall:

1. Preside at all meetings of the Chapter;
2. Have removal power of all non-elected positions in the Chapter subject to the 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 Secretary on all correspondence, in accordance with the Chapter;
6. Call special meetings of the Chapter;
7. Prepare the agenda in consultation with the Executive Board;
8. Be responsible for informing the Chapter about the national activities of Phi Sigma Pi;
9. Be a voting Member of the Executive Board;
10. Serve as the Risk Management Advisor for the Chapter.

Section 6: Vice President

The Vice President shall:

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;
3. Accept all official responsibilities and obligations deemed necessary by the President;
4. Appoint all non-elected positions in the Chapter with the approval of the Executive Board;
5. Solicit reports from all the chapter officers and committees/committee heads;
6. Be a voting Member of the Executive Board.

Section 7: Secretary

The Secretary shall:

1. Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in a 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 all correspondence pertaining to the Chapter and correspondence distribution to those designated;
4. Preserve, supply, and submit all National and Chapter Forms, documents, records, the National Constitution, Chapter Bylaws, The Ritual, other documents, and supplies;
5. Submit to the National Office the most up to date chapter bylaws with the Form 110 every semester or quarter;
6. Be responsible for the attendance records of the Chapter;
7. 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;
8. 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;
9. 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;
10. Preside over the meetings of the Chapter in the absence of the President and the Vice President;
11. Be a voting Member of the Executive Board.

Section 8: Treasurer

The Treasurer shall:

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 Committee), the budget for the next fiscal year;
4. Receive and record all moneys of the Chapter and provide for the moneys' 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, and balance the accounts;
8. Serve as an Ex-officio Member of the Finance Committee (Fund-Raising Committee) and all other general Chapter purpose monetary generating committees;
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. Preside over the meeting of the Chapter in the absence of the President, Vice President, and Secretary;
11. Be a voting Member of the Executive Board.

Section 9: Initiate Advisor

The Initiate Advisor shall:

1. Be responsible for reviewing and updating the Initiation Program of the Chapter;
2. 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;
3. Be responsible for the planning and implementation of the Initiation Program approved by the Members of the Chapter at the meeting prior to the first meet night held by the Chapter;
4. Report Initiation Activities and send a complete detailed description of the Initiation Program to the National Office by the specified due dates;
5. Be responsible for ensuring that all newly inducted members be taught the fraternal grip and word;
6. Be a voting Member of the Executive Board.

Section 10: Historian

The Historian shall:

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 the academic year at the Chapter's discretion;
4. Be a voting Member of the Executive Board at the Chapter's discretion.

Section 11: Parliamentarian

The Parliamentarian shall:

1. Be responsible for maintaining and upholding Robert's Rules of Order;
2. Be a voting member of the Executive Board at the Chapter's discretion;
3. Perform such other duties as may be assigned to the Parliamentarian.

Section 12: Officer Transitions

Each officer shall relinquish possession of the materials for his/her office to the newly elected officer before the end of the semester or quarter in which elections were held unless current officers’ duties are not yet fulfilled.

Section 13: Vacancies

Vacancies in the Executive Board shall be filled by nomination and election by the Collegiate Chapter no later than the second regularly scheduled Chapter meeting after the vacancy occurs. The newly installed officer shall serve out the remainder of the predecessor's term of office.