National Council Standards

National Council Meetings

The National Council shall have at least two regularly scheduled meetings in addition to any meetings held during the National Convention. These meetings should be set at least thirty (30) days in advance of the proposed meeting time.

National Council meetings shall be open to the Membership of Phi Sigma Pi at the discretion of the National Council.

The National Council shall review and approve the Minutes from their meetings within thirty (30) days of the adjournment of each meeting. All approved Minutes shall be made publicly available on the national website within seven (7) days of approval.

The National President has the authority to call emergency meetings of the National Council. Such meetings may be held via teleconference.

Each National Officer is expected to make their best effort to attend all regularly scheduled National Council Meetings. Attendance is required at the Grand Chapter Conference and National Convention, unless the National Council approves a partial or full absence. The financial responsibility of that attendance is provided for in the Operating Budget. It is understood that the National Council Members are volunteers who have job, family, and civic obligations that must at times take precedent over National Council matters. It is also understood that unanticipated issues and emergencies will happen that will require National Council Members to be excused.

Travel Arrangements

Travel plans shall be forwarded to the Executive Director four (4) weeks prior to the date of departure. Any additional expenses accrued thereafter shall be the responsibility of the National Officer.

Expense Reimbursement

National Officers may be reimbursed for any travel expenses incurred while conducting fraternity business. The following items qualify for reimbursement:

1. Travel and lodging for visits to Chapters, potential Chapters, or Regional Conferences with the primary purpose of conducting official fraternity business;

2. Meals when on an official business trip. The meal allowance is $25 per day. The meal allowance may not be used for the purchase of alcohol;

3. Other expenses necessary to carry out the duties of the Office, when pre-approved by the Vice President of Finance.

Fundraising

All Members of the National Council are expected to participate in fund-raising efforts for the fraternity.

Each National Officer is expected to raise a minimum of $1000 per term.

Attire

National Council Members should wear appropriate attire when conducting business for the fraternity.

Personnel

The National Council shall be directly responsible for the hiring of the Executive Director. The candidate chosen to fulfill the position shall be approved by at least a two-thirds (2/3) vote of the National Council.

The National Council will periodically review the performance of all personnel. Any comments/concerns about personnel should be addressed to the Personnel Chair.

Any comments/concerns relating to the National Council should be addressed to the National President. In instances where the concern is relating to the National President, the Senior Vice President shall be contacted.

Contact with National Staff

National Officers should make all requests to National Staff through the Executive Director, with copies to the National President. The National President shall maintain contact with the Executive Director no less frequently than once every two (2) weeks.

Resignations

A National Officer who intends to resign shall notify the National President in writing. In the case of the resignation of the National President, the Senior Vice President shall be notified.

The resignation shall be effective upon receipt of the letter.

An immediate search for a replacement of a National Council Member shall be undertaken. A search for candidates suitable to fill the vacancy shall be undertaken immediately in accordance with the procedures outlined in the National Constitution.

Alcohol Policy

National Officers may interact socially with Members and/or Initiates who are of legal age to consume alcohol in licensed establishments provided the gathering is not an Initiation Event.

National Officers shall refrain from consuming alcohol with underage Members or Initiates.

Non-Fraternization Policy

National Officers are expected to refrain from establishing relationships and/or engaging in activities that could affect their impartiality or compromise their ability to freely accomplish their function in the best interest of Phi Sigma Pi, or which would imply Phi Sigma Pi sponsorship or sanction of any activity not directly related to its operations.

National Officers shall limit their relationships with Initiates to normal Phi Sigma Pi activities and may not engage in a personal, romantic, or other potentially inappropriate relationship with an initiate.

Standards of Conduct

National Officers are expected to act professionally, uphold the ideology of Phi Sigma Pi, and be knowledgeable of its practices.

A National Officer shall never use or attempt to use his/her position, in a manner contrary to the interest of Phi Sigma Pi, to gain or attempt to gain anything for the private benefit of the National Officer. National Officers shall abstain from voting upon matters whenever the matter being voted upon may have significant effect upon financial or personal interests of the National Officer.

Should a National Council Member be implicated in a situation where they are involved with or have acted in a significant manner contrary to the ideals of the organization, they shall be required immediately to recuse themselves from any National Council decisions regarding the matter.

Should the National President be involved, the Senior Vice President or next officer not implicated shall assume the responsibilities of the office in dealing with Council decisions regarding the matter.

Non-Disclosure of Confidential Information

A National Officer shall not use confidential information acquired in connection with Phi Sigma Pi or Phi Sigma Pi related activities for personal gain or for unauthorized purposes.

National Officers shall hold personnel information with the utmost confidentiality. Disclosure of personnel information is a serious offense and exposes Phi Sigma Pi to potential litigation. Any such infraction warrants the bringing forth of immediate impeachment proceedings.

Communication Policy

National Officers may engage in discussion with Members/Initiates using technology vehicles including, but not limited to: e-mail, e-mail listservs, forums, blogs, and social networking utilities. When addressing a Member's inquiry related to the operation of the National Fraternity, National Officers shall clarify via an explicit statement that their response contains the personal opinion of the National Officer, and does not necessarily reflect the views of the National Council as a whole.

The National President is the official representative of the National Council, and may review the content of any official communication sent on behalf of the National Council to ensure consistent messaging and coordination with any communication undertaken by the National Staff.

Disciplinary Action

Violation of the National Council Standards may result in disciplinary actions including, but not limited to, Censure and/or Impeachment.