National Operating Policies

National Operating Policies
formerly known as the Fraternal Governance Document
last amended November 19, 2011

Introduction

The National Operating Policies (NOP) of Phi Sigma Pi National Honor Fraternity govern all activities, operations, and management issues of the National Headquarters and its staff. 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.

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.

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.

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.

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.

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.

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.

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

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. 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 Chapter fines received by the National Office will be donated directly to the Phi Sigma Pi Leadership in Action Fund.

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 its 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.

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.

Member Failure to Sign 20/21

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.

Initiate Failure to Sign 20A/21A

In the event an Initiate fails to sign the form 20A/21A he/she shall be removed from the Initiation Program.

Initiate Holdover Policy

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.

Harassment

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

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.

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.

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.

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.

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.

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 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 Proceedings

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

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.

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 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.

Sanction Appeal Board

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.

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.

Appeal Hearings

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.

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.

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.

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.

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. Deliberation will consist of a standard PRO/CON format until debate is ended.

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 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.

Dues and Fees

National Dues

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

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. 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.
3. 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

1. The applicant may apply multiple times, but may only receive the scholarship once.
2. 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.
3. 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

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).

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

Membership Pin Policy

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.

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 consideration or term of office.

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.

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.

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 Member Services 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

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.

National Staff - The paid, professional staff of the National Fraternity, hired to manage the Fraternity services and administrative aspects of Phi Sigma Pi.

Nationally Inactive Members - Members not in residence who are exempt from paying National Dues.

The Phi Sigma Pi Foundation – Refers to the non-profit philanthropic body of Phi Sigma Pi.

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.

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.

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.

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.

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. 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.

Rush – The recruitment drive offering Members and prospective members the opportunity to get to know each other. The prelude to an Initiation Program.

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.

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.

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.

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.

Teach For America – Phi Sigma Pi’s National Philanthropy.

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.