Proposal-20121103-VPMD-01

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Proposal Vice President of Membership Development 01

• Council Member Name: Natalie Swierzbin
• Council Position—Proposal Number: VPMD—01
• Meeting Date for Proposal: November 3, 2012
• Objective this proposal falls under: N/A--Team objectives not yet finalized
• What costs are associated with this proposal? None
• Additional Pertinent Information:

Intent: At Grand Chapter, and throughout the last few years, the National Office has received several questions on guidelines for the initiate voting process. Based on feedback we’ve been getting from Universities, this proposal seeks to encompass how the National Office views the process of initiate voting.

Initiate Voting Guidelines and Best Practices

Voting initiates into your Collegiate Chapter is arguably the most important event your chapter executes each semester. This process ensures the sustainability of your Chapter, and brings forth the next generation of leaders into our organization. It is a process that should not be taken lightly. However, with growing changes to University culture, it is important to consider the following when voting on initiates.

• First, Phi Sigma Pi’s National Constitution has two important sections with regards to voting:

Section 2: Membership Eligibility Requirement Initiates shall be undergraduate students currently enrolled in a program of study at the sheltering institution who have been asked to enter a Collegiate Chapter’s Initiation Program via the Ritual Pinning Ceremony. Upon entering the Chapter’s Initiation Program the prospective member shall: A. have completed a minimum of one (1) semester or one (1) quarter of college work; B. have one (1) semester or 2 (2) quarters of prescribed undergraduate study remaining following the Initiation semester; and C. have earned at least a 3.00 Cumulative Grade Point Average (GPA) on a 4.00 scale (where an A=4.00)

Section 7. Nominating and Voting Phi Sigma Pi Members in good standing may nominate qualified individuals to become Collegiate or Honorary Members. Voting shall be by ballot and shall be completed at least forty-eight (48) hours prior to the scheduled Ritual Induction Ceremony at a prior called meeting with quorum and with notice of voting on the meeting agenda. No less than forty-eight (48) hours notice shall be given for this meeting. At least a three-fourths (3/4) vote of the Active Collegiate Members in good standing present and eligible to vote at the meeting with quorum shall be required for confirmation.::

These two sections state that the initiate must:

• Meet the eligibility requirements stated in Article IV Section 2 of the National Constitution
• Complete the requirements of the initiation program (planning events)
• Achieve a score of 80% on the National Membership Exam

Brotherhood Requirements

• The vote on the initiate must occur a minimum of 48 hours before the Ritual.
• The initiate must obtain ¾ majority vote in the affirmative of the Chapter body at the meeting who are eligible to vote.

Best Practices Regarding Initiate Voting

• Clearly communicate requirements to the initiates. This includes informing the initiates in advance about requirements of the program (Meetings initiates are required to attend, events the initiates are required to plan, the dates of Ritual and important chapter events). This also includes the expectations of scores initiates are required to receive on the National Membership Exam and initiate quizzes (if applicable).
• Provide the initiates with feedback throughout the semester on their progress. Address concerns with them via the Initiate Advisor or the initiate’s Big Brother. It is recommended that Chapters review initiate progress throughout the semester. If there is a significant discrepancy between the initiate’s performance and the requirements communicated to them, the initiate may be dismissed from the program.
• If at the final vote, the initiate has met all of the stated requirements of the program, it is recommended that the initiate be voted into the Brotherhood.

The purpose of this document is to inform our chapters of shifting University expectations with regards to student organization eligibility. The statements in this document are not mandates, but merely suggestions to assist your chapter in making your initiation program, initiates, and Brothers the best they can be. Should you have questions on the items in this document, please contact your Region Consultant.