Difference between revisions of "National Operating Policies"

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<div class="notice metadata" id="stub" style="border: 1px solid #C0C090; background-color: #F8EABA; padding: 10px; margin-bottom: 3px; width: 85%; border-spacing: 3px; margin-left: auto; margin-right: auto;">''Please note that the National Operating Policies was amended on November 19, 2011, and the changes are not yet reflected within these pages.''</div>
 
 
 
National Operating Policies<br/>
 
National Operating Policies<br/>
 
formerly known as the Fraternal Governance Document<br/>
 
formerly known as the Fraternal Governance Document<br/>
last amended November 19, 2011
+
last amended June 28, 2014
  
== Introduction ==
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=Introduction=
  
The National Operating Policies (NOP) of Phi Sigma Pi National Honor Fraternity govern all activities, operations, and management issues of the National Office. No chapter or association shall establish policy, procedures or guidelines that are not consistent with the policies contained within this document, the National Constitution, or any other published National Policy. The National Council will serve as the only authority to interpret the National Operating Policies. Changes to the NOP must be approved by a majority vote of the National Council.
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The National Operating Policies (“NOP”) contains the official policies of Phi Sigma Pi National Honor Fraternity established and amended only by majority vote of the Phi Sigma Pi National Council. No Chapter or Association shall establish policy, procedures or guidelines that are not consistent with the policies contained within this document, the National Constitution, or any other published National Policy. The National Council will serve as the only authority to interpret the National Operating Policies.
  
The National Office welcomes your comments concerning all policies of Phi Sigma Pi. Please contact us at 2119 Ambassador Circle, Lancaster, PA 17603, or (717) 299-4710.
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The National Office welcomes your comments concerning all policies of Phi Sigma Pi. Please contact us at 2119 Ambassador Circle, Lancaster, PA 17603, or (717) 299-4710, or pspoffice@phisigmapi.org.
  
== Chapter Violations ==
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=Chapter Violations=
If the appropriate materials required of a chapter are not postmarked or electronically marked on or before the designated due dates, the items will be considered late. When a chapter is late with dues, fees, or forms with the exception of forms 20/21 and 20A/21A (Brotherhood Risk Management Agreement) which receives immediate disciplinary action (see Member Violations), the National Headquarters shall send a notice of delinquency two weeks following the due date to the Chapter President and the officer(s) pertinent to the violation (i.e., for forms, the Secretary; for monies, the Treasurer). This letter will be accompanied by a fine of $20.00 per outstanding form and for any outstanding monies.
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==Chapter Delinquencies==
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If the appropriate materials required of a Chapter are not postmarked or electronically marked <b>on</b> or before the designated due dates, the items will be considered late. When a Chapter is late with dues, fees, or forms, the National Staff shall contact the Chapter.
  
A second letter of delinquency and warning of probation will be issued four weeks after the first late notice. This will carry a fine of $30.00 per outstanding form and $50.00 for any outstanding amount of monies.
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If the delinquency is not resolved within <i>two weeks</i> following the due date, the National Staff shall send a notice of delinquency to the Chapter President and the officer(s) pertinent to the violation (i.e., for forms, the Secretary; for monies, the Treasurer). <b>This notice will be accompanied by a fine of $20.00 per outstanding form and for any outstanding monies.</b>
  
If the violation and subsequent fines are not resolved within six weeks after the original due date, the National Council shall review the situation for additional disciplinary action against the Chapter.
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A second notice of delinquency and warning of probation will be issued <i>four weeks</i> after the due date. <b>This will carry a fine of $30.00 per outstanding form and $50.00 for any outstanding amount of monies.</b>
  
In the event a Collegiate Member or Initiate submits a late or incomplete form 20/21 or form 20/21A the Chapter shall be placed on probation.  Probation may be lifted by National Council upon full completion and submission of these delinquent forms.
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If the violation and subsequent fines are not resolved within <i>six weeks</i> after the original due date, the National Council shall review the situation for consideration of additional disciplinary action against the Chapter.
  
If the form 20/21 or form 20/21A violation is not resolved within two weeks after the original due date the Chapter shall be placed on suspension and its Initiate Program shall not continue until the Chapter's suspension has been lifted. If a Chapter’s Initiation Program can no longer meet the minimum requirements and is terminated due to this suspension, the Chapter shall refund any locally set fees to Initiates in their program at that time.  That National Office may refund any collected nationally set Initiate fees to Initiates via the Chapter treasury. Refunds shall not be distributed to Initiates who fail to sign their Form 20/21A.
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==Member Delinquencies (Form 20/21)==
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In the event a Collegiate Member fails to sign his/her form 20/21 Risk Management Agreement Form 20 Membership Agreement by the due date, the form will be considered late. The National Staff shall provide outreach in an effort to get the form signed. Chapters are responsible for working with their members to complete each form.
  
The total monetary value of all fines due to the National Office shall not exceed $500 per academic year.
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If the form is not signed within two weeks following the due date, the National Council shall review the situation for consideration of additional disciplinary action.
  
Any Chapter that does not send an Official Delegate to Grand Chapter shall be fined $350 plus the cost of one full National Convention registration and placed on probation until the total fine is paid in full and the chapter has met the requirements set forth by the National Council. The National Convention registration is exclusive of yearly fine totals.  
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Members who have signed the Form 20 Membership Agreement in Fall 2013 (as Initiates or Brothers during that academic term) will not be required to sign Form 20 in any subsequent academic terms.
  
All Chapter fines received by the National Office will be donated directly to the Phi Sigma Pi Leadership in Action Fund.
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==Failure to Attend Grand Chapter==
 +
Any Chapter that does not send an Official Delegate to Grand Chapter shall be fined $350 plus the cost of one full National Convention registration.  Additionally, the Chapter will be placed on probation until Chapter has met the requirements set forth by the National Council.  
  
Chapters are responsible for selecting a Regional Delegate who will be able to assist in the planning and execution of its respective Regional Conference, as well as ensuring that either the Regional Delegate or another Chapter representative in Regional Conference attendance. Any Chapter that does not send representation to ts respective Regional Conference, in violation of the National Constitution (Article XII, Section 4, A), shall be fined $100.00 and be placed on probation until the total fine is paid in full and the Chapter has met the requirements set forth by the National Council.  
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The National Convention registration fee is exclusive of yearly fine totals. This is a result of the constitutional requirement of all Chapters being responsible for Grand Chapter registration and other fees for the Official Delegate.
  
All fines for Regional Conference non-attendance will be donated directly to Phi Sigma Pi’s Leadership in Action Fund unless otherwise stipulated by the National Council.
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==Failure to Plan and/or Attend Regional Conference==
 +
Chapters are responsible for selecting a Regional Delegate who will be able to assist in the planning and execution of its respective Regional Conference, as well as ensuring that either the Regional Delegate or another Chapter representative attends the Regional Conference.
  
==Member Failure to Sign 20/21==
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Any Chapter that does not assist in the planning of their respective Regional Conference and/or who does not send representation to its respective Regional Conference shall be referred to the National Council for consideration of disciplinary action.
In the event a Collegiate Member fails to sign his/her form 20/21 by the due date the Collegiate Member shall be placed on probation and shall be ineligible to be a 'Big Brother' for an Initiate for that quarter or semester.
 
  
Furthermore, if a Collegiate Member fails to sign his/her form 20/21 within two weeks of the original due date that Member shall be placed on suspension. Any Member placed on suspension for failure to sign the form 20/21 shall also be removed from any elected position for a duration of two consecutive semesters or three quarters and shall be ineligible to be a 'Big Brother' for any Initiate for a duration of two consecutive semesters or three quarters.  
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==Fines==
 +
The total monetary value of all fines due to the National Office shall not exceed $500 per academic year for any Chapter.
  
==Initiate Failure to Sign 20A/21A==
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All Chapter fines received by the National Office shall be donated directly to the Phi Sigma Pi Leadership in Action Fund, unless otherwise directed by National Council.
In the event an Initiate fails to sign the form 20A/21A he/she shall be removed from the Initiation Program.
 
  
== Initiate Holdover Policy ==
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=Initiation Requirements=
No Initiation period may begin without an established end date communicated to both the Colligate Members and the Initiates.  The duration of an Initiation period shall be a minimum of 5 weeks (Article IX, Section 5, B, i) and not exceed 8 weeks.  The Initiation period shall not span more than one academic semester or quarter.
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==Initiate Failure to Sign Form 20A/21A==
 +
In the event an Initiate fails to sign the Form 20form 20A/21A Risk Management Membership Agreement by the established due date, the National Staff will provide outreach in an effort to get the form signed.
  
== Harassment ==
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If the Initiate has not signed the form Form 20A/21A one within two weeks after following the due date, the Initiate will be considered to have resigned from the Chapter’s Initiation Program. Any Initiate who resigns from the Initiation Program under this provision shall not be eligible to restart the Initiation Program until the following academic term semester/quarter.
Phi Sigma Pi National Honor Fraternity will not tolerate the harassment of any of its Members at Fraternity events. Harassment is any behavior that intimidates, threatens, or degrades an individual regardless of the recipients’ willingness to participate.
 
  
== Reporting Harassment Complaints ==
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=Sanction Process=
Every Member and Initiate of Phi Sigma Pi National Honor Fraternity shall be treated with dignity, trust, and respect. If this does not occur, the following is available for recompense.
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The National Council may authorize an investigation (pursuant to the approved Investigation Procedures) of any Member and/or Chapter of Phi Sigma Pi National Honor Fraternity after being notified of any inappropriate behavior and/or acts. All issues between two or more Chapters or questions of discipline that cannot be resolved on a Chapter level shall be reviewed and decided by the National Council. Action may proceed regardless of possible or pending administrative, civil, or criminal proceedings arising out of the same or other events.
  
Any Member who feels treated with a lack of dignity, trust, and/or respect, should immediately report the matter to an appropriate Fraternity official. Phi Sigma Pi shall investigate all such reports and deal with them swiftly, fairly, and with sensitivity.
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==Complaint and Fact Finding Proceedings==
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The National Council shall have thirty (30) days from the receipt of the complaint and appropriate materials to authorize, by a majority vote, a fact finding investigation. If the National Council does not authorize an investigation, the National Council will submit a statement of the process to the petitioning body.  
  
Violations of this policy may result in disciplinary action, including but not limited to expulsion or dismissal. No matter who initially learns of the purported harassment, it is that individual’s responsibility to report the incident to the appropriate Chapter, Association and/or National authorities. However, if the allegations involve Members from another Chapter or is an Alumni Member, National Staff, or National Council Member, the National authorities should be notified first.  
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Once an investigation has been authorized, each Member and/or Chapter under investigation shall be notified of the investigation procedures and the purpose behind the investigation. The National Staff shall have sixty (60) days to file a report with the National Council, or request an extension from the National Council. The National Staff shall provide bi-weekly investigation updates to the National Council and to the Chapter/Member being investigated.
  
Chapter authorities are the advisors and Chapter President or the highest-ranking officer not involved in the allegations. National authorities are the National Council’s Senior Vice President or the highest-ranking officer not involved in the allegations, Executive Director, Senior Director or Region Consultant.
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==Sanction Proceedings==
 
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After the Official Investigation Report has been filed with the National Council, the National Council will determine if further action is necessary. If no further action is required, the Member or Chapter will be notified.
== Filing Harassment Complaints ==
 
A harassment complaint should be a written and signed statement setting forth the details of the alleged conduct. Complainants will be assisted in the preparation of the statement by the Chapter or National authorities receiving it. The substance of the complaint shall be discussed in confidence, and the manner in which the complaint will be handled shall be explained.
 
 
 
For complaints involving only Members or Initiates of a specific Chapter, the Chapter authorities should handle the matter first. In all other instances and if a party involved at the Chapter level requests, the National authorities shall have jurisdiction.
 
 
 
==Sanctions==  
 
The National Council shall authorize an investigation (pursuant to the approved Investigation Procedures) of any Member and/or Chapter of Phi Sigma Pi National Honor Fraternity after being notified of any inappropriate behavior and/or acts. All issues between two or more chapters or questions of discipline that cannot be resolved on a chapter level shall be reviewed and decided by the National Council. Action may proceed regardless of possible or pending administrative, civil, or criminal proceedings arising out of the same or other events.
 
 
 
==Complaint and Investigation Proceedings==
 
The National Council shall have five (5) days from the receipt of the appropriate materials to authorize, by a majority vote, a disciplinary investigation. If the National Council does not authorize a disciplinary investigation, the National Council will submit a statement of the process to the petitioning body within ten (10) days.
 
 
 
Once an investigation has been authorized, each Member and/or Chapter under investigation shall be notified of the investigation procedures and the  purpose behind the investigation. The National Staff shall have thirty (30) days to file a report with the National Council, or request an extension from the National Council.
 
 
 
==Sanction==
 
The National Council shall authorize an investigation (pursuant to the approved Investigation Procedures) of any Member and/or Chapter of Phi Sigma Pi National Honor Fraternity after being notified of any inappropriate behavior and/or acts. All issues between two or more Chapters or questions of discipline that cannot be resolved on a Chapter level shall be reviewed and decided by the National Council. Action may proceed regardless of possible or pending administrative, civil, or criminal proceedings arising out of the same or other events.
 
 
 
==Complaint and Investigation Proceedings==
 
The National Council shall have five (5) days from the receipt of the appropriate materials to authorize, by a majority vote, a disciplinary investigation. If the National Council does not authorize a disciplinary investigation, the National Council will submit a statement of the process to the petitioning body within ten (10) days.
 
 
 
Once an investigation has been authorized, each Member or Chapter under investigation shall be notified of the investigation procedures and the purpose behind the investigation. The National Staff shall have thirty (30) days to file a report with the National Council, or request an extension from the National Council.  
 
  
==Sanction Proceedings==
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If the National Council determines that further disciplinary action may be necessary, the alleged Member or Chapter shall have an opportunity to represent themselves against the allegations via a written statement. In the event of a Chapter being investigated, the Chapter will appoint one of its Active Members to represent the Chapter. These proceedings will have a time limit set by the National President or next highest ranking National Officer not the subject of the complaint.
After the Official Investigation Report has been filed with the National Council, the alleged Member or Chapter shall have an opportunity to defend themselves against the charges via a written statement. In the event of a Chapter being investigated, the Chapter will appoint one of its Active Members to represent the Chapter. These proceedings will have a time limit set by the National President or next highest ranking National Officer not under charges.
 
  
Disciplinary action that can be taken by the National Council is listed in Article XIX:Disciplinary Actions of the National Council of the National Constitution. Phi Sigma Pi reserves the right to notify the proper sheltering institution authorities of the National Council’s decision regarding the charge(s) against a Collegiate Member and/or Collegiate Chapter and of the sanctions deemed appropriate for that Member and/or Chapter.
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Disciplinary action that can be taken by the National Council is listed in Article XIX: Disciplinary Actions of the National Council of the National Constitution. Phi Sigma Pi reserves the right to notify the proper sheltering institution authorities of the National Council’s decision regarding the charge(s) against a Collegiate Member and/or Collegiate Chapter and of the sanctions deemed appropriate for that Member and/or Chapter.
  
 
Within fourteen (14) days of the National Council’s rendered decision, the Senior Vice President shall send written notification to the party(s) charged. All notices shall be sent “certified mail” and “return receipt requested” as well as by e-mail, when possible. Notices for Members will be sent to their permanent address and to their current school address, if applicable. Notices for Chapters will be sent to the permanent addresses (and school addresses for Collegiate Chapters) of the Chapter President, Chapter Secretary, and Chapter Advisor(s).  
 
Within fourteen (14) days of the National Council’s rendered decision, the Senior Vice President shall send written notification to the party(s) charged. All notices shall be sent “certified mail” and “return receipt requested” as well as by e-mail, when possible. Notices for Members will be sent to their permanent address and to their current school address, if applicable. Notices for Chapters will be sent to the permanent addresses (and school addresses for Collegiate Chapters) of the Chapter President, Chapter Secretary, and Chapter Advisor(s).  
  
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==Sanction Appeal==
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If a Member or Chapter appeals a sanction, the terms of the rendered decision shall continue to be enforced. The Senior Vice President, or next highest ranking National Officer not sanctioned, shall serve as the representative of the National Council and National Office.
  
== Sanction Appeal ==
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==Sanction Appeal Board==
If a Member or Chapter appeals a sanction, the terms of the rendered decision shall continue to be enforced. The Senior Vice President, or next highest ranking National Officer not under charges, shall serve as the representative of the National Office. The Member or Chapter may appeal a decision to each authorized entity (National Council, Sanction Appeal Board, and the Grand Chapter) only once.
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The National Staff will provide the case history and a summary of the National Council’s rendered decision to the Sanction Appeal Board within fourteen (14) days of the appeal being filed.
  
== Sanction Appeal Board ==
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The Sanction Appeal Board will have thirty (30) days, from receipt of the appeal from staff, to review the case, talk to the appealing Member/Chapter and/or National Council/Staff and make its final decision.
The National Staff will provide to the Sanction Appeal Board within fourteen (14) days of the appeal being filed the history of the case and a summary of the National Council’s rendered decision.
 
  
The Sanction Appeal Board will have thirty (30) days to review the case, talk to the appealing Member and/or National Council/Staff and make its final decision.
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The Sanction Appeal Board will give prompt written notification to the appealing Member or Chapter and the National Council via the National Staff. This notification will list the reasons for its decision. If it is not unanimous, the dissenting Sanction Appeal Board representative may put his/her reasons for dissenting.
 
 
The Sanction Appeal Board will give prompt written notification to the appealing Member or Chapter and the National Council via the National Office (Staff). This notification will list the reasons for the recommendation. If it is not unanimous, the dissenting Sanction Appeal Board representative may put his/her reasons for dissenting.
 
  
 
For the duration of any given on-going appeal, the Sanction Appeal Board should provide weekly updates to the Executive Director to ensure a timely resolution to the appeal request.
 
For the duration of any given on-going appeal, the Sanction Appeal Board should provide weekly updates to the Executive Director to ensure a timely resolution to the appeal request.
  
== Appeal Hearings ==
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=Mileage Reimbursement=
All hearings shall be held in executive session, and therefore only open to the following: the representative(s) of a Chapter and/or Member charged, and Members of the National Office and Grand Chapter Delegates/Alternates. In the case of a Chapter, a maximum of two representatives may present the case, the Active Member appointed by the Chapter and one other Active Member from the Chapter.  
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The National Council and official representatives of Phi Sigma Pi, when on Fraternity business, may be reimbursed on the mileage reimbursement found in the rate schedule, which is reviewed each fiscal year as part of the budget process. Tolls will also be reimbursed if receipts are provided. Prior authorization of travel by the National Office is required before reimbursement will be considered.
  
When a Chapter is appealing to the Grand Chapter and is constitutionally required to be in attendance (Article V, Section 2), no teleconference shall be permitted. Chapter’s not meeting the criteria will be given the option of a teleconference or to provide their representative(s) in person.
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=National Dues=
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==Collegiate National Dues==
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* Semester Schools: $60/semester (paid twice a year)
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* Quarter Schools: $40/quarter (paid three times a year)
  
In the case of an individual, only that individual may represent him/herself.  If the appeal is presented to the Grand Chapter and the individual can not be present, a written statement of appeal may be read by his/her Chapter’s Grand Chapter Official Delegate.
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==Induction Fees==
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All New Collegiate Members: $95 (paid only once)
  
At the Grand Chapter appeal hearing, discussion will be formal and held in a format similar to “challenging the decision of the chair.” A Member of the National Council will state the case against the Chapter or Member. The appealing Chapter delegate or Member will speak second.
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==Charter Fees==
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All Members who join a Collegiate Chapter during the charter semester/quarter: $88 charter fee (paid only once, non-refundable)
  
Points of information, to the National Council or Appealing Chapter Delegate or Member, will be allowed. The appealing Chapter or Member will then leave the meeting while the Grand Chapter body deliberates. 
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==Insurance Fees==
Deliberation will consist of a standard PRO/CON format until debate is ended.
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* Semester Schools: $3 per Member per semester (paid twice a year)
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* Quarter Schools: $2 per Member per quarter (paid three times a year)
  
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==Certificate of Insurance Requests==
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Official requests for a certificate of insurance with additional insured(s) must be received by the National Office at least 45 days in advance of the due date.
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* Cost to process- $250.00
  
== Mileage Reimbursement ==
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Official requests for a general certificate of insurance must be received by the National Office at least 15 days in advance of the due date.
The National Council and official representatives of Phi Sigma Pi, when on Fraternity business, may be reimbursed on the mileage reimbursement found in the rate schedule, which is reviewed at the beginning of each fiscal year as part of the budget process. Tolls will also be reimbursed if receipts are provided. Prior authorization of travel by the National Office is required before reimbursement will be considered.
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* Cost to process- None
  
== Dues and Fees ==
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If you are unsure of the type of certificate of insurance required, please contact riskmanagement@phisigmapi.org for more information.
  
=== National Dues ===
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=National Award Eligibility=
Semester Schools: $57/semester (paid twice a year)
 
Quarter Schools: $38/quarter (paid three times a year)
 
 
 
=== Induction Fees ===
 
All New Members: $95 (paid only once)
 
 
 
=== Charter Fees ===
 
All Members who join a Chapter during the charter semester/quarter: $88 charter fee (paid only once, non-refundable)
 
 
 
== Alumni Membership ==
 
Alumni membership is automatically bestowed on any Active or Inactive Collegiate Member in good standing that graduates from the sheltering institution in which they were initiated or who leaves the sheltering institution and would have to reapply to regain admission to the college in which they left (Article IV, Section 5).
 
 
 
If the Active 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 the college or university they cannot be considered Active Members.
 
 
 
== National Event Location ==
 
The National Council will determine the location of National Events on the basis of accessibility, location, cost, and quality of accommodations. In selecting site locations, efforts will be made over time to vary the impact of travel expense on Members attending from the various regions of the United States
 
 
 
== Grand Chapter Delegate ==
 
The Grand Chapter official delegate should be selected and reported to the National Office no later than two weeks prior to the scheduled Grand Chapter meeting (held during National Convention).
 
 
 
== National Awards ==
 
The National Awards are as follows:
 
 
 
The [[Joseph Torchia Outstanding Chapter Award]] is the first, oldest, and most prestigious of the National Awards. Chapters are evaluated for this award on the basis of overall chapter activities as they strive to achieve a balance of scholarship, leadership and fellowship.
 
 
 
The C.H. McClure Single Service Award is presented to a collegiate chapter for an outstanding national philanthropy service project. Each chapter may choose an exemplary service project that it has successfully completed during the past year and write a detailed summary of the project to be included with the spring Chapter End-of-Semester/Quarter Report (Form 110).
 
 
 
The [[Charles W. Chance Alumni Award]] is presented to the chapter that excels in alumni relations based upon such areas as sound communication, financial support, and alumni participation in chapter events.
 
 
 
The [[Sanders P. McComsey Most Improved Old Chapter Award]] and the [[Clarence O. Williams Most Improved New Chapter Award]] are presented to the chapters that have demonstrated the most overall improvement from the preceding year. A new chapter is defined as a chapter that has been active up to and including four (4) National Fraternity fiscal years. An old chapter is defined as a chapter that has been active for five (5) or more National Fraternity fiscal years (i.e., A chapter inducted in Fall 2008 or Spring 2009 is a new chapter through the 2013-2014 fiscal year).
 
 
 
The [[Steven A. DiGuiseppe Administrative Award]] is presented to the collegiate chapter(s) that maintains the highest efficiency in administrative detail. Criteria for evaluation includes the manner in which the chapter conducts its communication with the National Headquarters as well as with officials of the college or university where the chapter has been chartered, and whether or not the chapter exhibits consistency in carrying out its administrative affairs.
 
 
 
The [[Jeffrey L. Johnson National Fellowship Award]] has been established so that chapters and individuals that have exhibited outstanding examples of fellowship towards and with other chapters may be recognized and honored. Chapters and individuals may only be nominated by the official vote and recognition of their fellow chapters and/or National Council. Though up to two awards may be given each year, an award does not have to be bestowed every year. By this means, the National Council and the nominating chapters are charged with honoring only the most deserving. Amended 7/26/06.
 
 
 
The [[Dr. Eldo L. Hendricks Award for Excellence in Scholarship and Programming]] has been established to recognize chapters that have provided exceptional education, cultural and leadership programs benefiting their Members and the community in which they live. Up to three awards may be given each year, but an award does not have to be presented every year.
 
 
 
The [[Claude A. Phillips Award]] is presented to a collegiate chapter for an outstanding fellowship event. Each chapter may choose an exemplary fellowship event that they have successfully completed during the past year and write a detailed summary of the project to be included with the spring Chapter End-of-Semester/Quarter Report (Form 110).
 
 
 
The [[Most Outstanding Alumni Chapter]] is presented to Alumni Chapters to recognize overall achievements in their promotion of fellowship, leadership, and scholarship in their activities. Each Chapter may submit a nomination to highlight its involvement in maintaining scholarship, leadership and fellowship involvement
 
 
 
== National Awards Guidelines ==
 
 
# To be eligible to receive a National Award, Chapters must have all National Forms, Dues, Induction Fees, and outstanding debts reconciled before May 15 for semester schools and June 15 for quarter schools.
 
# To be eligible to receive a National Award, Chapters must have all National Forms, Dues, Induction Fees, and outstanding debts reconciled before May 15 for semester schools and June 15 for quarter schools.
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# To be eligible to receive a National Award, Alumni Chapters must have all National Forms, Dues, Fees, and outstanding debts reconciled before June 1.
 
# Chapters on probation or suspension for any portion of the academic year are ineligible to receive any National Awards for that academic year. However, the Chapter End-of-Semester/Quarter Report (Form 110) must be submitted regardless of whether or not the Chapter is eligible to receive a National Award.
 
# Chapters on probation or suspension for any portion of the academic year are ineligible to receive any National Awards for that academic year. However, the Chapter End-of-Semester/Quarter Report (Form 110) must be submitted regardless of whether or not the Chapter is eligible to receive a National Award.
# A Form 110 delinquent thirty (30) days or more shall not be considered for any National Awards. However, it will be reviewed for the status of the chapter. (Refer to the Awards and Scholarship Manual.)
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# A Form 110 delinquent thirty (30) days or more shall not be considered for any National Awards. However, it will be reviewed for the status of the chapter. (Refer to the Awards and Scholarship Manual).
 
 
== National Scholarships ==
 
The Richard Cecil Todd and Clauda Pennock Todd Tripod Scholarship is the first and oldest National Scholarship awarded to undergraduate Members. This scholarship is awarded to undergraduate Members who have excelled in embodying the ideals of the Tripod.
 
 
 
The Rolla F. Wood Graduate Scholarship is a National Scholarship awarded to Members who have excelled in undergraduate studies and are continuing their education in graduate school.
 
 
 
== National Scholarship Guidelines ==
 
# The applicant may apply multiple times, but may only receive the scholarship once.
 
# All applicants must submit the required materials to the National Office by April 15. The recipients will be announced at the following National Convention Awards banquet.
 
# The award recipient shall be a Member of Phi Sigma Pi National Honor Fraternity in good standing with the Chapter and National Office.
 
 
 
== National Endowment Fund ==
 
=== Subrosa Endowment Fund ===
 
The Subrosa Endowment Fund is to provide financial support to Brothers in need. This endowment fund shall be awarded on a per case basis and when financially possible to applicants granted funds by the National Council.
 
 
 
=== Lamp of Knowledge Fund ===
 
The Lamp of Knowledge Fund was passed by the National Council in July 2007 and formally chartered into existence during Grand Chapter business in August 2007. The purpose of the fund is to increase Member participation in leadership training, national events, and philanthropic activity specifically including Teach For America. Disbursement of monies from the fund will be evaluated by the National Council each year by February 15th. The immediate intention of the National Council is to use these funds to improve training and attendance at National Convention, and to increase grants for Phi Sigma Pi alumni that join the Teach For America corps. Amended 6/12/2008
 
  
== Handbook Policy ==
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=National Scholarships=
All Initiates shall receive a copy of the Phi Sigma Pi National Handbook, The Scholar's Province, at the beginning of the Chapter’s Initiation Program. The number of handbooks used by Initiates during a specific semester/quarter will be replaced by the National Headquarters at the beginning of the following semester/quarter provided a Chapter representative contacts the National Office (717-299-4710 or pspsoffice@phisigmapi.org).
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# Scholarship applicants may apply multiple times, but may only receive each scholarship once.
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# Teach For America (TFA) Teacher Grant applicants may apply multiple times, but may only receive one grant per fiscal year (July – June).
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# Applicants for Scholarships or Grants must submit the required materials by the following deadlines:
 +
## Richard Cecil Todd & Clauda Pennock Todd Tripod Scholarship—April 15
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## Rolla F. Wood Graduate Scholarship—April 15
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## TFA Teacher Grant—rolling submission
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# All applicants will be informed of receipt of their application.
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# The recipients will be notified of their selection and will be publicly announced at the following National Convention Awards banquet.
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# In addition to the eligibility requirements listed on each Scholarship/Grant application, the recipient shall be a Member of Phi Sigma Pi National Honor Fraternity in good standing with the Chapter and National Office.
  
== Mark Policy ==
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=Mark Policy=
 
Any mark owned by Phi Sigma Pi may be used by any Member, Association or Chapter without expressed written permission of the Fraternity, provided that the National Council does not find that the use conflicts with the purposes or image of Phi Sigma Pi. This in no way relinquishes control of the mark, and the National Council at any time may decide to revoke permission to use the mark. In this event, the National Staff will notify the Member, Association or Chapter that the inappropriate use must cease.
 
Any mark owned by Phi Sigma Pi may be used by any Member, Association or Chapter without expressed written permission of the Fraternity, provided that the National Council does not find that the use conflicts with the purposes or image of Phi Sigma Pi. This in no way relinquishes control of the mark, and the National Council at any time may decide to revoke permission to use the mark. In this event, the National Staff will notify the Member, Association or Chapter that the inappropriate use must cease.
  
Any mark owned by Phi Sigma Pi may be used by any non-Member with the expressed written permission of the National Council. Permission must be applied to the National Council via the National Staff. This in no way relinquishes control of the mark, and the
+
Any mark owned by Phi Sigma Pi may be used by any non-Member with the expressed written permission of the National Council. Permission must be applied to the National Council via the National Staff. This in no way relinquishes control of the mark, and the National Council at any time may decide to revoke permission to use the mark. In this event, the National Staff will notify the user that the inappropriate use must cease.
National Council at any time may decide to revoke permission to use the mark. In this event, the National Staff will notify the user that the inappropriate use must cease.
 
  
 
It is an expectation of membership that a Member will not use the name Phi Sigma Pi, any mark of Phi Sigma Pi, or any reference clearly meant to refer to his/her membership in Phi Sigma Pi, in any media context, including any type of Internet posting, in a manner that is in conflict with the ideals of the Fraternity.  
 
It is an expectation of membership that a Member will not use the name Phi Sigma Pi, any mark of Phi Sigma Pi, or any reference clearly meant to refer to his/her membership in Phi Sigma Pi, in any media context, including any type of Internet posting, in a manner that is in conflict with the ideals of the Fraternity.  
Line 198: Line 136:
 
* Any language that libels another individual or group  
 
* Any language that libels another individual or group  
  
== Membership Pin Policy ==
+
=National Council Standards=
Each new Member shall receive an Official Phi Sigma Pi Membership Pin. National Council Election Rules All appropriate candidates shall be provided with a copy of the National Council Standards and shall adhere to all National Council Standards from the time of declaring candidacy until completion of elections.
+
All appropriate candidates shall be provided with a copy of the National Council Standards and, if elected, shall adhere to all National Council Standards during their term of office.
 +
 
 +
=Shared Responsibilities and Oversight=
 +
==National Events==
 +
Planning of National Events, including locations, budgeting, costs, contracts, programming and any additional needs shall be managed by the National Staff. National Council has the authority to set strategy to provide National Staff further guidance on any issues pertaining to event planning.
 +
 
 +
==Expansion, Region Realignment, and Region Creation==
 +
The National Staff shall be responsible for expansion to and provision of on-going support of Collegiate Chapters to foster long-term sustainability. This shall include selecting prospective expansion locations, conducting the colonization process and providing additional support for newly chartered Chapters.
 +
 
 +
With the addition of new and reactivated Chapters, the National Staff shall also be responsible for realigning or creating new Regions. The National Council has the authority to set additional strategy to provide National Staff further guidance on expansion and Region realignment and creation.
 +
 
 +
==Forms==
 +
The National Staff may modify down, combine, and eliminate any forms deemed unnecessary or redundant.  
  
==National Council Election Rules==
+
==Technology==
All appropriate candidates shall be provided with a copy of the National Council Standards and shall adhere to all National Council Standards from the time of declaring candidacy until completion of consideration or term of office.
+
The National Staff shall be responsible for maintaining any technology needs used by the National Office. The National Council shall have the authority to make budgetary decisions related to technology needs, though product selection, purchases, and upkeep shall be at the discretion of the National Staff.  
  
== Personnel Process ==
+
=Personnel Process=
Comments/concerns regarding the operations of the National Staff should be forwarded to the Executive Director. Those relating to personnel shall be forwarded in writing. If the concern pertains to the Executive Director, documentation should be sent to the Personnel Chair of the National Council.
+
Phi Sigma Pi employs a professional staff managed by the Executive Director.  National Staff, through the Executive Director, work at the direction of the National Council.  As a result, Members, Chapters, and Associations are discouraged from publicly criticizing National Staff for policy or operational decisions. 
 +
 
 +
Comments/concerns regarding the operations of the National Staff should be forwarded to the Executive Director. Those relating to personnel shall be forwarded in writing. If the concern pertains to the Executive Director, documentation should be sent to the National Council’s Personnel Committee via the National President or Vice President of Finance (constitutionally required participants on the Personnel Committee).
  
 
All comments/concerns will be addressed in an efficient manner. However, those concerns relating to personnel are confidential under the statutes of the Commonwealth of Pennsylvania and therefore, the manner in which they are addressed may not be shared.
 
All comments/concerns will be addressed in an efficient manner. However, those concerns relating to personnel are confidential under the statutes of the Commonwealth of Pennsylvania and therefore, the manner in which they are addressed may not be shared.
  
If after contact with the Executive Director persistence of the concern exists, the Member, Association or Chapter may directly contact the Personnel Chair of the National Council.
+
If after contact with the Executive Director the concern still exists, the Member, Association or Chapter may directly contact the Personnel Committee of the National Council.
  
== Chapter Housing ==
+
[[Image:Comments&Concerns.JPG‎|thumb|500px|center|Addressing Your Concerns]]
 +
 
 +
=Chapter Housing=
 
Any Chapter seeking to purchase, lease, or sub-lease property must first form a house corporation. Only house corporations may be the primary owner of property or leasing agent for housing properties associated with Phi Sigma Pi.
 
Any Chapter seeking to purchase, lease, or sub-lease property must first form a house corporation. Only house corporations may be the primary owner of property or leasing agent for housing properties associated with Phi Sigma Pi.
  
Chapters exploring housing should contact the Director of Member Services for advice and guidance through the documentation process.
+
Chapters exploring housing should contact the Director of Risk Reduction and Education for advice and guidance through the documentation process.
  
 
Insurance coverage premiums will be assessed to the house corporation through the Phi Sigma Pi Insurance Coverage and the premium shall be paid to the National Office within that current coverage fiscal year.
 
Insurance coverage premiums will be assessed to the house corporation through the Phi Sigma Pi Insurance Coverage and the premium shall be paid to the National Office within that current coverage fiscal year.
Line 226: Line 180:
  
 
If a house corporation wishes to seek outside insurance, all owned real estate property must maintain at least the following insurance on that property:  
 
If a house corporation wishes to seek outside insurance, all owned real estate property must maintain at least the following insurance on that property:  
 
 
* General Liability
 
* General Liability
 
* Directors and Officers Liability
 
* Directors and Officers Liability
Line 232: Line 185:
  
 
Any Chapter that leases through a house corporation or any house corporation that owns property must submit the following documents to the National Office at the time the property is leased or purchased and each following academic term:
 
Any Chapter that leases through a house corporation or any house corporation that owns property must submit the following documents to the National Office at the time the property is leased or purchased and each following academic term:
 
 
* Lease agreement between the Landlord and house corporation
 
* Lease agreement between the Landlord and house corporation
 
* Proof of Landlord’s liability coverage on the property
 
* Proof of Landlord’s liability coverage on the property
Line 240: Line 192:
 
* Chapter Properties List
 
* Chapter Properties List
 
* Proof/Certificate of Renters Insurance as held by each Member living on the property or a declarations page from the renter’s parent’s homeowner’s policy if covered under there
 
* Proof/Certificate of Renters Insurance as held by each Member living on the property or a declarations page from the renter’s parent’s homeowner’s policy if covered under there
* House and Event Risk Management Policy  
+
* House and Event Risk Management Policy
 
 
==Communication Policy==
 
The purpose of this Communication Policy is to outline the responsibilities and processes for creating and distributing external official communications of Phi Sigma Pi.  This shall cover communication from any official representative of Phi Sigma Pi; National Council and its National Officers, member of National Staff and communications of the National Office.  Communication of the National Council or individual National Officers to members of the National Staff shall adhere to policies outlined in the [[National Council Standards]].
 
 
 
===Responsibilities===
 
The Executive Director shall be responsible for overseeing the distribution of all official communications.  'Official communications' shall include but is not limited to nationally distributed emails, publications, mailings, national website content and online social networking accounts.
 
 
 
The National Council shall be responsible for providing messaging direction for official communication. The Executive Director shall be involved in any messaging discussions.
 
 
 
National Council members may be invited to use any official accounts for communication purposes at the discretion of the Executive Director and National President.
 
 
 
===Emergency Communications===
 
The following requirements shall be followed for communication relating to emergencies;
 
 
 
*'''Fraternal National Events''' In the event of an emergency at a National Event any communication shall adhere to the policies outlined in the National Event Risk Management Policy.
 
*'''Fraternal Crisis Management''' In the event of an emergency outside of a National Event any communication shall adhere to the policies outline in the Crisis Management Plan.
 
*'''Non-Fraternal Emergencies or Requests for Involvement''' Due to the potential subjective nature of deciding which non-fraternal events or causes are suitable for the Fraternity's involvement it is recommended that Phi Sigma Pi use extreme discretion when deciding if and/or when official communication sources are used to promote aide or action. In most situations there will be local, national or international organizations who are better qualified to react to these types of situations.  Phi Sigma Pi shall not try to duplicate the work of these of organizations.
 
 
 
===Account Ownerships===
 
The Executive Director shall be responsible for overseeing the procurement of official accounts on online networks where possible and relevant.  Good faith efforts should be made to have any existing accounts that appear to be official in name, fully transferred over to the national office for administering and communication.
 
 
 
Phi Sigma Pi shall not sell or turn over access to contact information of any members to any non Phi Sigma Pi entities without approval of the National Council.  This shall include email, direct mail and online networks.  This shall not apply to the sharing of member contact information between the National Office and Chapters or Associations.
 
 
 
===Delinquency and Disciplinary Communications===
 
Any communications regarding delinquencies or disciplinary action shall adhere to policies outlined in the Chapter Violations section of this document.
 
 
 
== Glossary of Terminology ==
 
'''Active Collegiate Member''' – All Collegiate Members shall be considered Active, and thus subject to the attendance requirements and financial obligations of the Collegiate Chapter.
 
 
 
'''Active Alumni/Honorary Member''' - Alumni or Honorary Members who have paid dues to an Alumni Chapter or the National  Alumni Association shall be considered Active.
 
 
 
'''Adviser''' – An alumnus/a of the Fraternity and/or a faculty member from the sheltering institution who counsels the Chapter.
 
 
 
'''Alumna''' – The singular term for a female Member of a Fraternity who has graduated or is no longer in college.
 
 
 
'''Alumnae''' – The plural form for alumna (Pronounced alum-nee.)
 
 
 
'''Alumni''' – The plural form for alumnus or a combined group of alumnus and alumna (Pronounced alum-neye.)
 
 
 
'''Alumni Chapter''' - Comprised solely of Alumni and/or Honorary Members who are no longer students at the sheltering institution in which they were inducted. The chapter name is determined by the geographical region of the chapter.  Chapters are required to submit yearly reports to the National Office and be represented at Grand Chapter sessions.
 
 
 
'''Alumni Association''' – Comprised solely of Alumni and/or Honorary Members who are defined by their geographical region and serve as a support system for Chapters located in their region.  Associations are not required to submit yearly reports and do not have representation at Grand Chapter sessions.
 
 
 
'''Alumnus''' – The singular term for a male Member of a Fraternity who has graduated or is no longer in college.
 
 
 
'''Bid''' – An invitation to join a collegiate Chapter’s  Initiation Program.
 
 
 
'''Brother''' – The title bestowed upon any individual, man or woman, inducted into the Fraternity.  Chapters may use alternate titles such as “Member” or “Brothers and Sisters.”  This term should always be capitalized.
 
Business/Working Day – A period of time, from 8:00 AM to 4:30 PM (Eastern Time) on a weekday which the National Headquarters is open for business.
 
 
 
'''Bylaws''' – The local governing document supplementing the National Constitution.
 
Calendar Day – A 24-hour period, from midnight to midnight (Eastern time).  When the term “day” is not further clarified, it implies calendar day.
 
 
 
'''Censure''' - A judgment involving condemnation; the act of blaming or condemning sternly; an official reprimand. A written reprimand for violation of a specific rule, including the possibility of more severe disciplinary sanction in the event of a violation of Phi Sigma Pi’s National Constitution.  Censure does not restrict a Chapter’s or Member’s privileges in any manner.
 
 
 
'''Ceremonies''' – All official Phi Sigma Pi ceremonies should be capitalized when referred to by their official names.  The official ceremonies are:
 
*Pinning Ceremony
 
*Big Brother Ceremony
 
*The Ritual:  Formal Induction Ceremony
 
*Meeting Commencement Ceremony
 
*Officer Installation Ceremony
 
*Alumni Ritual
 
*National Officer Oath of Office
 
 
 
'''Chapter''' - Either an alumni or a collegiate chapter. The term “chapter” may be used by itself when the type of chapter has been clearly stated in a previous sentence or paragraph.  “Chapter” should be capitalized when following a chapter name or when referring to a specific chapter (i.e. Zeta Zeta Chapter)
 
 
 
'''Chapter Operating Policies''' - Chapter operation rules and procedures not listed in the chapter’s bylaws (i.e., dues and fines structure).
 
 
 
'''Collegian''' – Term signifying a Member of a particular Chapter on a college campus (i.e. She is a collegian at Zeta Zeta Chapter.)
 
 
 
'''Collegiate''' – Term describing a Member or Chapter (i.e. His collegiate chapter is Nu.)
 
 
 
'''Collegiate Chapter''' - A Chapter comprised of undergraduate Members.
 
 
 
'''Controlled Substances''' - Any drug so designated by law whose availability is restricted (i.e., so designated by Federal or State Controlled Substances Acts)..
 
 
 
'''Expulsion''' - The permanent termination of all rights and privileges of Membership in Phi Sigma Pi.
 
 
 
'''Fraternal Word''' – The Fraternal greeting, it is secretly known only to Members of Phi Sigma Pi and must never be shared with non-members.
 
 
 
'''Fraternity''' – A society for men and women who are students at a college or university, with a name consisting of individually pronounced Greek letters.
 
 
 
'''Grand Chapter''' – Refers to an assembly of delegates comprised of the National Officers, representatives of each Collegiate Chapter, representatives of each Alumni Chapter, and representatives of the National Alumni Association.
 
 
 
'''Grand Chapter Conference''' – Refers to the annual meeting in which discussion and debate over Fraternity business, including amendments to our National Constitution and the election of the National Council Officers.
 
 
 
'''Grand Chapter Delegate''' – The official representative from a chapter who votes in place of his/her respective chapter during the Grand Chapter meeting. The delegate’s role is to advocate on behalf of the chapter’s membership and in accordance with the chapter’s best interests.  The selection of delegates requires that the chapter make well-known its stance on issues related to Constitutional Amendments and preferences for National Council Candidates. 
 
 
 
'''Grip''' – The Fraternal handshake, it secretly known only to Members of Phi Sigma Pi and must never be shared with non-members.
 
 
 
'''Honorary Membership''' - Membership reserved for individuals who have demonstrated the highest qualities of scholarship, leadership, and fellowship through service to the fraternity or their community.  Individuals who meet the qualifications or have potential to meet the qualifications of Active Membership are not eligible for Honorary Membership. Currently enrolled undergraduate students have the opportunity of attaining at least a 3.00 GPA and seeking membership at established chapters or taking the initiative to establish a new chapter at institutions not represented by Phi Sigma Pi.  These individuals are not eligible for Honorary Membership.  Honorary Members do not participate in an initiation program and are not considered Active Members of a chapter, and therefore pay no dues.
 
 
 
'''Housing Corporation''' – Entity established by a Chapter and incorporated in the Chapter’s state which holds the Title or lease of a property.
 
 
 
'''Incorporated''' – The legal status permitting an organization to operate as a nonprofit organization.
 
 
 
'''Initiate''' - On a national level, this term shall be used by Members and Chapters to refer to individuals who are formally engaged in a Phi Sigma Pi Chapter Initiation Program.
 
 
 
'''Letter Day''' – Officially declared as the fourteenth day of each month in which the wearing of clothing in purple, gold, and white (with or without the three Greek letters) is encouraged by the National Council.
 
 
 
'''Member''' – Refers to all Members of the National Fraternity.  The term “Member” should be capitalized when used to refer to a Member of Phi Sigma Pi or when referring to a specific group of Members.
 
 
 
'''National Alumni Association (NAA)''' – Refers to the umbrella entity that includes Members of Alumni Chapters, Alumni Associations, and alumni-at-large.  Members of the NAA gain membership through a donation to the Phi Sigma Pi Foundation1.
 
 
 
'''National Constitution''' – The governing document of the Fraternity.
 
 
 
'''National Convention''' – Refers to the annual Phi Sigma Pi National Event comprised of the Grand Chapter meeting and National Awards Banquet.  This event brings Members together for a weekend of activity, fellowship, and personal growth.
 
 
 
'''National Council''' – Elected to serve two year terms by the Grand Chapter, this volunteer Board of Directors oversees the National Fraternity’s business when Grand Chapter is not in session.
 
 
 
'''National Fraternity''' - The entire organization (Grand Chapter, National Council, National Staff, Collegiate Chapters, Alumni Chapters, and Alumni Associations).
 
 
 
'''National Headquarters''' - The physical location where the National Staff works.
 
  
'''National Office''' - The National Staff and the National Council.
+
=Communication Policy=
 +
This statement of policy is to be used as guidance in establishing and maintaining communication procedures through the National Office. In addition to the policies stated in this document, all other documents published by the National Council shall be considered the policy of the Council, and may only be altered by the National Council or another governing body, which is authorized by the Council to do so. These other documents include but are not limited to the “NOP,” and the “Human Resources (Employee) Handbook.
  
'''National Staff''' - The paid, professional staff of the National Fraternity, hired to manage the Fraternity services and administrative aspects of Phi Sigma Pi.
+
==Responsibilities==
 +
The National Staff shall be responsible for overseeing the distribution of all official communications. 'Official communications' shall include but is not limited to nationally distributed emails, publications, mailings, national website content and online social networking accounts.
  
'''Nationally Inactive Members''' - Members not in residence who are exempt from paying National Dues.
+
The National Council shall be responsible for providing messaging direction for official communication. The Executive Director shall be involved in any messaging discussions. National Council members may be invited to use any official accounts for individual officer communication purposes.
  
'''The Phi Sigma Pi Foundation''' – Refers to the non-profit philanthropic body of Phi Sigma Pi.
+
==Emergency Communications==
 +
The following guidelines shall be used for communicating emergency related messages:
  
'''Phi Sigma Pi National Honor Fraternity''' - The entire organization (Grand Chapter, National Council, National Staff, Collegiate Chapters, Alumni Chapters and Alumni Associations) and the official name of this organization.
+
*'''Fraternal National Events:''' In the event of an emergency during a National Event, any communication shall adhere to the policies outlined in the National Risk Management Policy.
 +
*'''Fraternal Crisis Management:''' In the event of an emergency outside of a National Event, any communication shall adhere to the policies outline in the Crisis Management Plan.
 +
*'''Non-Fraternal Emergencies or Requests for Involvement:''' Due to the potential subjective nature of deciding which non-fraternal events are suitable for the Fraternity's involvement it is recommended that Phi Sigma Pi use extreme discretion when deciding if and/or when official communication sources are used to promote aide or action. In most situations there will be local, national or international organizations who are better qualified to react to these types of situations. Phi Sigma Pi shall not try to duplicate the work of these of organizations.
  
'''Probation''' - A period of trial and testing. This is also a period in which any deficit or violation is to be made good or corrected to avoid more severe action. A Chapter who places a Member on probation should restrict that Member’s privileges accordingly. Additional restrictions may occur depending on the circumstances warranting the probation. The length of probation will last until the Chapter/Member has proven that the situation calling for probation has been corrected to the satisfaction of the National Council or the Chapter, whoever initiated the period of probation.
+
==Electronic Media Communication==
 +
National Council may engage in discussion by various means, including, but not limited to: e-mail, e-mail listservs, forums, blogs, and social networking utilities ("channels"). 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. Communication sent on behalf of the entire National Council shall be reviewed and approved by all National Council members. 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.
  
'''Removal of a National Officer''' - A National Officer charged with violating the National Constitution, malfeasance or misfeasance in office, or violating any other national policies shall be disciplined in accordance with the Sanction Proceedings established by the National Council. The National Officer may be removed from office if found guilty by a three-fourths (3/4) vote of the remaining National Council Officers or by a three-fourths (3/4) vote of the Grand Chapter.
+
==Account Ownerships==
 +
The National Staff shall be responsible for overseeing the procurement of official accounts on online networks where possible and relevant. Good faith efforts should be made to have any existing accounts that appear to be official in name, fully transferred over to the National Office for administering and communication.
  
'''Revoking a Charter''' - The loss of all rights and privileges of a Chapter and the physical removal of the Chapter’s charter and official Fraternity material.
+
Phi Sigma Pi Staff shall not sell or release contact information to any non-Phi Sigma Pi entities without approval of the National Council. This shall include email, direct mail and online networks. This shall not apply to the sharing of member contact information between the National Office and Chapters or Associations.
  
'''The Ritual''' – The primary element distinguishing Phi Sigma Pi from all other organizations. It is the principal link that unites all Members of Phi Sigma Pi.
+
==Account Management==
The Ritual should be conducted only in the presence or view of Phi Sigma Pi Members in a room of proper atmosphere.  It is the most prominent of several ceremonies known in secret only to Members of the Fraternity.  
+
The National Staff shall be responsible for managing any channels. National Staff may establish their own policies for this management and usage of these channels. National Staff shall be tasked with moderating these channels, as outlined in their policies, which may include content and membership review.
  
'''Rush''' – The recruitment drive offering Members and prospective members the opportunity to get to know each other. The prelude to an Initiation Program.
+
National Council Members may utilize these official channels with the permission of the National Council. National Council Members shall not overstep the role of the National Staff outlined in this document, which shall include moderation of members, moderation of content, or communicating in any way that interferes with the National Staff’s work with Members and Chapters. National Council Members shall allow the National Staff to address all questions that fall within the purview of the National Staff’s responsibilities. If there is uncertainty National Council Members should yield to the National Staff.
  
'''The Scholar’s Province''' - The official handbook of Phi Sigma Pi meant to be used by the Initiates as a resource, guide, and study book during the initiation program to teach the Initiates the National Fraternity’s history and ideals, membership obligations, services provided by the National Office, and common ties that unite all chapters of Phi Sigma Pi.
+
==Delinquency and Disciplinary Communications==
 +
Any communications regarding delinquencies or disciplinary action shall adhere to policies outlined in the Chapter Violations Sanctions section of this document and the National Constitution.
  
'''The Shingle''' – Phi Sigma Pi’s official Membership Certificate. It is presented to newly inducted Members after being signed by the National President and National Secretary.
+
National Policy Documents Changes to any National policy documents shall be uploaded to the Phi Sigma Pi website within 5 business days of approval or amending, when possible. National Staff shall be responsible for uploading or revising approved or amended documents to the national website and wiki (wiki.phisigmapi.org). Once documents have been uploaded, the National President and National Secretary shall be notified. The National Secretary will be responsible for confirming the accuracy of the document within 3 business days, when possible. Once documents have been uploaded and accuracy confirmed by the National Secretary, National Staff shall notify Chapter Presidents within 5 business days.
  
'''Sub-Rosa''' - A term used to identify an event/meeting, or part thereof, which is closed to the public, in which it is mandated that the happenings of the event/meeting are known only to the Brothers present. Sub-rosa, meaning “under the rose,” designates that anything said or done is to be held sacred and to remain confidential.
+
All documents created by National Council members for the purpose of official business shall be owned by Phi Sigma Pi. Any web based documents (e.g. Google Drive) shall reside in file structures managed by the National Office organization. Access and ownership rights to these documents shall at least be managed by a National Staff account member, though National Council members may be granted access as needed. Outgoing National Council members should have all access to internal documents transitioned to either National Staff and/or National Council within 30 days of vacating their respective office.
  
'''Suspension''' - A temporary period of time during which the Chapter/Member shall be barred from all the rights and privileges of Membership. During this period, the chapter on suspension may meet to remedy the situation, as long as this is not in conflict with university regulations; however, no service, fundraising, social, recruiting or other types of chapter-sponsored activities may be planned or completed. The Member on suspension may not participate in any chapter activities. The length of suspension will depend upon the circumstances of the situation. Although temporary, the length of suspension may be indefinite.  Probation is not necessarily a prerequisite to suspension. The Chapter or Member will be notified of the suspension by the Senior Vice President.
+
==Storage and Authority of Documents==
 +
Governing documents shall be stored and available with the Toolbox and Wiki.  
  
'''Teach For America''' – Phi Sigma Pi’s National Philanthropy.
+
Investigation documents and materials shall be kept and archived for a minimum of 5 years. Additional documents should be kept and archived for a minimum 4 years. In regards to National Council members, it shall be the responsibility of the National Council member to transition all documents at the end of his/her term to National Staff or succeeding officer.
  
'''Transfer Members''' – An Active Member who transfers to a new chapter.  Transfer Members shall be inducted through the use of The Ritual, which may be conducted at the Chapter’s discretion.  
+
==Document Audit==
 +
The National Secretary will be responsible for performing an annual audit of all governing documents posted online to ensure accuracy.
  
 
{{Governing_Documents}}
 
{{Governing_Documents}}
  
 
[[category:Governing Documents]]
 
[[category:Governing Documents]]

Latest revision as of 07:37, 29 September 2014

National Operating Policies
formerly known as the Fraternal Governance Document
last amended June 28, 2014

Introduction

The National Operating Policies (“NOP”) contains the official policies of Phi Sigma Pi National Honor Fraternity established and amended only by majority vote of the Phi Sigma Pi National Council. No Chapter or Association shall establish policy, procedures or guidelines that are not consistent with the policies contained within this document, the National Constitution, or any other published National Policy. The National Council will serve as the only authority to interpret the National Operating Policies.

The National Office welcomes your comments concerning all policies of Phi Sigma Pi. Please contact us at 2119 Ambassador Circle, Lancaster, PA 17603, or (717) 299-4710, or pspoffice@phisigmapi.org.

Chapter Violations

Chapter Delinquencies

If the appropriate materials required of a Chapter are not postmarked or electronically marked on or before the designated due dates, the items will be considered late. When a Chapter is late with dues, fees, or forms, the National Staff shall contact the Chapter.

If the delinquency is not resolved within two weeks following the due date, the National Staff shall send a notice of delinquency to the Chapter President and the officer(s) pertinent to the violation (i.e., for forms, the Secretary; for monies, the Treasurer). This notice will be accompanied by a fine of $20.00 per outstanding form and for any outstanding monies.

A second notice of delinquency and warning of probation will be issued four weeks after the due date. This will carry a fine of $30.00 per outstanding form and $50.00 for any outstanding amount of monies.

If the violation and subsequent fines are not resolved within six weeks after the original due date, the National Council shall review the situation for consideration of additional disciplinary action against the Chapter.

Member Delinquencies (Form 20/21)

In the event a Collegiate Member fails to sign his/her form 20/21 Risk Management Agreement Form 20 Membership Agreement by the due date, the form will be considered late. The National Staff shall provide outreach in an effort to get the form signed. Chapters are responsible for working with their members to complete each form.

If the form is not signed within two weeks following the due date, the National Council shall review the situation for consideration of additional disciplinary action.

Members who have signed the Form 20 Membership Agreement in Fall 2013 (as Initiates or Brothers during that academic term) will not be required to sign Form 20 in any subsequent academic terms.

Failure to Attend Grand Chapter

Any Chapter that does not send an Official Delegate to Grand Chapter shall be fined $350 plus the cost of one full National Convention registration. Additionally, the Chapter will be placed on probation until Chapter has met the requirements set forth by the National Council.

The National Convention registration fee is exclusive of yearly fine totals. This is a result of the constitutional requirement of all Chapters being responsible for Grand Chapter registration and other fees for the Official Delegate.

Failure to Plan and/or Attend Regional Conference

Chapters are responsible for selecting a Regional Delegate who will be able to assist in the planning and execution of its respective Regional Conference, as well as ensuring that either the Regional Delegate or another Chapter representative attends the Regional Conference.

Any Chapter that does not assist in the planning of their respective Regional Conference and/or who does not send representation to its respective Regional Conference shall be referred to the National Council for consideration of disciplinary action.

Fines

The total monetary value of all fines due to the National Office shall not exceed $500 per academic year for any Chapter.

All Chapter fines received by the National Office shall be donated directly to the Phi Sigma Pi Leadership in Action Fund, unless otherwise directed by National Council.

Initiation Requirements

Initiate Failure to Sign Form 20A/21A

In the event an Initiate fails to sign the Form 20form 20A/21A Risk Management Membership Agreement by the established due date, the National Staff will provide outreach in an effort to get the form signed.

If the Initiate has not signed the form Form 20A/21A one within two weeks after following the due date, the Initiate will be considered to have resigned from the Chapter’s Initiation Program. Any Initiate who resigns from the Initiation Program under this provision shall not be eligible to restart the Initiation Program until the following academic term semester/quarter.

Sanction Process

The National Council may authorize an investigation (pursuant to the approved Investigation Procedures) of any Member and/or Chapter of Phi Sigma Pi National Honor Fraternity after being notified of any inappropriate behavior and/or acts. All issues between two or more Chapters or questions of discipline that cannot be resolved on a Chapter level shall be reviewed and decided by the National Council. Action may proceed regardless of possible or pending administrative, civil, or criminal proceedings arising out of the same or other events.

Complaint and Fact Finding Proceedings

The National Council shall have thirty (30) days from the receipt of the complaint and appropriate materials to authorize, by a majority vote, a fact finding investigation. If the National Council does not authorize an investigation, the National Council will submit a statement of the process to the petitioning body.

Once an investigation has been authorized, each Member and/or Chapter under investigation shall be notified of the investigation procedures and the purpose behind the investigation. The National Staff shall have sixty (60) days to file a report with the National Council, or request an extension from the National Council. The National Staff shall provide bi-weekly investigation updates to the National Council and to the Chapter/Member being investigated.

Sanction Proceedings

After the Official Investigation Report has been filed with the National Council, the National Council will determine if further action is necessary. If no further action is required, the Member or Chapter will be notified.

If the National Council determines that further disciplinary action may be necessary, the alleged Member or Chapter shall have an opportunity to represent themselves against the allegations via a written statement. In the event of a Chapter being investigated, the Chapter will appoint one of its Active Members to represent the Chapter. These proceedings will have a time limit set by the National President or next highest ranking National Officer not the subject of the complaint.

Disciplinary action that can be taken by the National Council is listed in Article XIX: Disciplinary Actions of the National Council of the National Constitution. Phi Sigma Pi reserves the right to notify the proper sheltering institution authorities of the National Council’s decision regarding the charge(s) against a Collegiate Member and/or Collegiate Chapter and of the sanctions deemed appropriate for that Member and/or Chapter.

Within fourteen (14) days of the National Council’s rendered decision, the Senior Vice President shall send written notification to the party(s) charged. All notices shall be sent “certified mail” and “return receipt requested” as well as by e-mail, when possible. Notices for Members will be sent to their permanent address and to their current school address, if applicable. Notices for Chapters will be sent to the permanent addresses (and school addresses for Collegiate Chapters) of the Chapter President, Chapter Secretary, and Chapter Advisor(s).

Sanction Appeal

If a Member or Chapter appeals a sanction, the terms of the rendered decision shall continue to be enforced. The Senior Vice President, or next highest ranking National Officer not sanctioned, shall serve as the representative of the National Council and National Office.

Sanction Appeal Board

The National Staff will provide the case history and a summary of the National Council’s rendered decision to the Sanction Appeal Board within fourteen (14) days of the appeal being filed.

The Sanction Appeal Board will have thirty (30) days, from receipt of the appeal from staff, to review the case, talk to the appealing Member/Chapter and/or National Council/Staff and make its final decision.

The Sanction Appeal Board will give prompt written notification to the appealing Member or Chapter and the National Council via the National Staff. This notification will list the reasons for its decision. If it is not unanimous, the dissenting Sanction Appeal Board representative may put his/her reasons for dissenting.

For the duration of any given on-going appeal, the Sanction Appeal Board should provide weekly updates to the Executive Director to ensure a timely resolution to the appeal request.

Mileage Reimbursement

The National Council and official representatives of Phi Sigma Pi, when on Fraternity business, may be reimbursed on the mileage reimbursement found in the rate schedule, which is reviewed each fiscal year as part of the budget process. Tolls will also be reimbursed if receipts are provided. Prior authorization of travel by the National Office is required before reimbursement will be considered.

National Dues

Collegiate National Dues

  • Semester Schools: $60/semester (paid twice a year)
  • Quarter Schools: $40/quarter (paid three times a year)

Induction Fees

All New Collegiate Members: $95 (paid only once)

Charter Fees

All Members who join a Collegiate Chapter during the charter semester/quarter: $88 charter fee (paid only once, non-refundable)

Insurance Fees

  • Semester Schools: $3 per Member per semester (paid twice a year)
  • Quarter Schools: $2 per Member per quarter (paid three times a year)

Certificate of Insurance Requests

Official requests for a certificate of insurance with additional insured(s) must be received by the National Office at least 45 days in advance of the due date.

  • Cost to process- $250.00

Official requests for a general certificate of insurance must be received by the National Office at least 15 days in advance of the due date.

  • Cost to process- None

If you are unsure of the type of certificate of insurance required, please contact riskmanagement@phisigmapi.org for more information.

National Award Eligibility

  1. To be eligible to receive a National Award, Chapters must have all National Forms, Dues, Induction Fees, and outstanding debts reconciled before May 15 for semester schools and June 15 for quarter schools.
  2. To be eligible to receive a National Award, Alumni Chapters must have all National Forms, Dues, Fees, and outstanding debts reconciled before June 1.
  3. Chapters on probation or suspension for any portion of the academic year are ineligible to receive any National Awards for that academic year. However, the Chapter End-of-Semester/Quarter Report (Form 110) must be submitted regardless of whether or not the Chapter is eligible to receive a National Award.
  4. A Form 110 delinquent thirty (30) days or more shall not be considered for any National Awards. However, it will be reviewed for the status of the chapter. (Refer to the Awards and Scholarship Manual).

National Scholarships

  1. Scholarship applicants may apply multiple times, but may only receive each scholarship once.
  2. Teach For America (TFA) Teacher Grant applicants may apply multiple times, but may only receive one grant per fiscal year (July – June).
  3. Applicants for Scholarships or Grants must submit the required materials by the following deadlines:
    1. Richard Cecil Todd & Clauda Pennock Todd Tripod Scholarship—April 15
    2. Rolla F. Wood Graduate Scholarship—April 15
    3. TFA Teacher Grant—rolling submission
  4. All applicants will be informed of receipt of their application.
  5. The recipients will be notified of their selection and will be publicly announced at the following National Convention Awards banquet.
  6. In addition to the eligibility requirements listed on each Scholarship/Grant application, the recipient shall be a Member of Phi Sigma Pi National Honor Fraternity in good standing with the Chapter and National Office.

Mark Policy

Any mark owned by Phi Sigma Pi may be used by any Member, Association or Chapter without expressed written permission of the Fraternity, provided that the National Council does not find that the use conflicts with the purposes or image of Phi Sigma Pi. This in no way relinquishes control of the mark, and the National Council at any time may decide to revoke permission to use the mark. In this event, the National Staff will notify the Member, Association or Chapter that the inappropriate use must cease.

Any mark owned by Phi Sigma Pi may be used by any non-Member with the expressed written permission of the National Council. Permission must be applied to the National Council via the National Staff. This in no way relinquishes control of the mark, and the National Council at any time may decide to revoke permission to use the mark. In this event, the National Staff will notify the user that the inappropriate use must cease.

It is an expectation of membership that a Member will not use the name Phi Sigma Pi, any mark of Phi Sigma Pi, or any reference clearly meant to refer to his/her membership in Phi Sigma Pi, in any media context, including any type of Internet posting, in a manner that is in conflict with the ideals of the Fraternity.

Examples that are inconsistent with the ideals of Phi Sigma Pi include, but are not limited to:

  • Explicit illegal drug references
  • Explicit alcohol references, if underage
  • Prejudiced/discriminatory speech of any kind
  • Explicit reference to any other illegal behavior
  • Lewd photographs or language
  • Any language that libels another individual or group

National Council Standards

All appropriate candidates shall be provided with a copy of the National Council Standards and, if elected, shall adhere to all National Council Standards during their term of office.

Shared Responsibilities and Oversight

National Events

Planning of National Events, including locations, budgeting, costs, contracts, programming and any additional needs shall be managed by the National Staff. National Council has the authority to set strategy to provide National Staff further guidance on any issues pertaining to event planning.

Expansion, Region Realignment, and Region Creation

The National Staff shall be responsible for expansion to and provision of on-going support of Collegiate Chapters to foster long-term sustainability. This shall include selecting prospective expansion locations, conducting the colonization process and providing additional support for newly chartered Chapters.

With the addition of new and reactivated Chapters, the National Staff shall also be responsible for realigning or creating new Regions. The National Council has the authority to set additional strategy to provide National Staff further guidance on expansion and Region realignment and creation.

Forms

The National Staff may modify down, combine, and eliminate any forms deemed unnecessary or redundant.

Technology

The National Staff shall be responsible for maintaining any technology needs used by the National Office. The National Council shall have the authority to make budgetary decisions related to technology needs, though product selection, purchases, and upkeep shall be at the discretion of the National Staff.

Personnel Process

Phi Sigma Pi employs a professional staff managed by the Executive Director. National Staff, through the Executive Director, work at the direction of the National Council. As a result, Members, Chapters, and Associations are discouraged from publicly criticizing National Staff for policy or operational decisions.

Comments/concerns regarding the operations of the National Staff should be forwarded to the Executive Director. Those relating to personnel shall be forwarded in writing. If the concern pertains to the Executive Director, documentation should be sent to the National Council’s Personnel Committee via the National President or Vice President of Finance (constitutionally required participants on the Personnel Committee).

All comments/concerns will be addressed in an efficient manner. However, those concerns relating to personnel are confidential under the statutes of the Commonwealth of Pennsylvania and therefore, the manner in which they are addressed may not be shared.

If after contact with the Executive Director the concern still exists, the Member, Association or Chapter may directly contact the Personnel Committee of the National Council.

Addressing Your Concerns

Chapter Housing

Any Chapter seeking to purchase, lease, or sub-lease property must first form a house corporation. Only house corporations may be the primary owner of property or leasing agent for housing properties associated with Phi Sigma Pi.

Chapters exploring housing should contact the Director of Risk Reduction and Education for advice and guidance through the documentation process.

Insurance coverage premiums will be assessed to the house corporation through the Phi Sigma Pi Insurance Coverage and the premium shall be paid to the National Office within that current coverage fiscal year.

Specific additional housing rules and risk management policies may enable a reduction in the cost of insurance premiums. Interested chapters should seek recommendations from the Insurance Provider with the assistance of the National Office.

If a house corporation wishes to seek outside insurance, all leased property must maintain at least the following insurance on that property:

  • General Liability
  • Directors and Officers Liability
  • Property Contents Coverage

If a house corporation wishes to seek outside insurance, all owned real estate property must maintain at least the following insurance on that property:

  • General Liability
  • Directors and Officers Liability
  • Property

Any Chapter that leases through a house corporation or any house corporation that owns property must submit the following documents to the National Office at the time the property is leased or purchased and each following academic term:

  • Lease agreement between the Landlord and house corporation
  • Proof of Landlord’s liability coverage on the property
  • Lease agreement(s) between the house corporation and Member(s) living on the property
  • Housing agreement between the house corporation and each Member of the Chapter
  • Proof/Certificate of Insurance and Summary of Coverage
  • Chapter Properties List
  • Proof/Certificate of Renters Insurance as held by each Member living on the property or a declarations page from the renter’s parent’s homeowner’s policy if covered under there
  • House and Event Risk Management Policy

Communication Policy

This statement of policy is to be used as guidance in establishing and maintaining communication procedures through the National Office. In addition to the policies stated in this document, all other documents published by the National Council shall be considered the policy of the Council, and may only be altered by the National Council or another governing body, which is authorized by the Council to do so. These other documents include but are not limited to the “NOP,” and the “Human Resources (Employee) Handbook.”

Responsibilities

The National Staff shall be responsible for overseeing the distribution of all official communications. 'Official communications' shall include but is not limited to nationally distributed emails, publications, mailings, national website content and online social networking accounts.

The National Council shall be responsible for providing messaging direction for official communication. The Executive Director shall be involved in any messaging discussions. National Council members may be invited to use any official accounts for individual officer communication purposes.

Emergency Communications

The following guidelines shall be used for communicating emergency related messages:

  • Fraternal National Events: In the event of an emergency during a National Event, any communication shall adhere to the policies outlined in the National Risk Management Policy.
  • Fraternal Crisis Management: In the event of an emergency outside of a National Event, any communication shall adhere to the policies outline in the Crisis Management Plan.
  • Non-Fraternal Emergencies or Requests for Involvement: Due to the potential subjective nature of deciding which non-fraternal events are suitable for the Fraternity's involvement it is recommended that Phi Sigma Pi use extreme discretion when deciding if and/or when official communication sources are used to promote aide or action. In most situations there will be local, national or international organizations who are better qualified to react to these types of situations. Phi Sigma Pi shall not try to duplicate the work of these of organizations.

Electronic Media Communication

National Council may engage in discussion by various means, including, but not limited to: e-mail, e-mail listservs, forums, blogs, and social networking utilities ("channels"). 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. Communication sent on behalf of the entire National Council shall be reviewed and approved by all National Council members. 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.

Account Ownerships

The National Staff shall be responsible for overseeing the procurement of official accounts on online networks where possible and relevant. Good faith efforts should be made to have any existing accounts that appear to be official in name, fully transferred over to the National Office for administering and communication.

Phi Sigma Pi Staff shall not sell or release contact information to any non-Phi Sigma Pi entities without approval of the National Council. This shall include email, direct mail and online networks. This shall not apply to the sharing of member contact information between the National Office and Chapters or Associations.

Account Management

The National Staff shall be responsible for managing any channels. National Staff may establish their own policies for this management and usage of these channels. National Staff shall be tasked with moderating these channels, as outlined in their policies, which may include content and membership review.

National Council Members may utilize these official channels with the permission of the National Council. National Council Members shall not overstep the role of the National Staff outlined in this document, which shall include moderation of members, moderation of content, or communicating in any way that interferes with the National Staff’s work with Members and Chapters. National Council Members shall allow the National Staff to address all questions that fall within the purview of the National Staff’s responsibilities. If there is uncertainty National Council Members should yield to the National Staff.

Delinquency and Disciplinary Communications

Any communications regarding delinquencies or disciplinary action shall adhere to policies outlined in the Chapter Violations Sanctions section of this document and the National Constitution.

National Policy Documents Changes to any National policy documents shall be uploaded to the Phi Sigma Pi website within 5 business days of approval or amending, when possible. National Staff shall be responsible for uploading or revising approved or amended documents to the national website and wiki (wiki.phisigmapi.org). Once documents have been uploaded, the National President and National Secretary shall be notified. The National Secretary will be responsible for confirming the accuracy of the document within 3 business days, when possible. Once documents have been uploaded and accuracy confirmed by the National Secretary, National Staff shall notify Chapter Presidents within 5 business days.

All documents created by National Council members for the purpose of official business shall be owned by Phi Sigma Pi. Any web based documents (e.g. Google Drive) shall reside in file structures managed by the National Office organization. Access and ownership rights to these documents shall at least be managed by a National Staff account member, though National Council members may be granted access as needed. Outgoing National Council members should have all access to internal documents transitioned to either National Staff and/or National Council within 30 days of vacating their respective office.

Storage and Authority of Documents

Governing documents shall be stored and available with the Toolbox and Wiki.

Investigation documents and materials shall be kept and archived for a minimum of 5 years. Additional documents should be kept and archived for a minimum 4 years. In regards to National Council members, it shall be the responsibility of the National Council member to transition all documents at the end of his/her term to National Staff or succeeding officer.

Document Audit

The National Secretary will be responsible for performing an annual audit of all governing documents posted online to ensure accuracy.

Governing Documents
National Constitution · National Operating Policies · National Risk Management Policy · National Council Standards