Zeta Iota Bylaws

The Zeta Iota Chapter Bylaws of the Zeta Iota Chapter of Phi Sigma Pi National Honor Fraternity shall contain governing policies specific to the Zeta Iota Chapter and shall be adhered to in conjunction with other required policies, as stated by the National Constitution. They were last amended April 2014.

Article I: Name, Insignia and National Affiliation

The name of this organization shall be the Zeta Iota Chapter of Phi Sigma Pi National Honor Fraternity, hereafter referred to as the Zeta Iota Chapter. The Zeta Iota Chapter shall be located at Saint Joseph’s University in Philadelphia, PA. The Zeta Iota Chapter is a non-profit student organization. The Zeta Iota Chapter is a chartered member of Phi Sigma Pi National Honor Fraternity.

Article II: Purpose

In carrying out the purpose of Phi Sigma Pi, the Zeta Iota Chapter shall strive to personify and encourage three ideals: the acquisition and dissemination of knowledge through scholarship, the application of professional skills and the fostering of leadership qualities by promoting and advancing the welfare of humanity, and the fostering of non-discriminatory, fraternal fellowship within Phi Sigma Pi’s ranks. Zeta Iota Chapter shall constantly endeavor to make these ideals dynamic in the lives of its members.

Article III: Membership

Section 1

Persons of good academic standing and excellent character shall be eligible for membership in the Zeta Iota Chapter.

Section 2

Membership in the Zeta Iota Chapter will be open to undergraduate students of Saint Joseph’s University who have completed a minimum of one academic term of college work and have achieved at least a 3.00 cumulative grade point average. All new Collegiate Members of the Zeta Iota Chapter must meet the initiation requirements of the Zeta Iota Chapter.

Section 3

Membership into Phi Sigma Pi through the Zeta Iota Chapter is open to the qualified members of the Saint Joseph’s University community. The Zeta Iota Chapter shall not discriminate on the basis of race, color, religion, national origin, political affiliation, ethnicity, gender, sexual orientation, age, veteran or disabled status in admission to, access to, treatment of, or employment in its programs and activities in accordance with the non-discriminatory policies of the Saint Joseph’s University

Section 4

To remain a Collegiate Member in good standing, the member shall:

A. Fulfill all attendance requirements as outlined in Chapter Operating Policy, Article VII, Attendance Requirements.

B. Pay all required National dues, National fees, and Local dues or establish an approved payment plan by the date set by the Treasurer each Semester.

C. Maintain a cumulative grade point average of at least a 3.00. Failure to do so for two consecutive academic terms is grounds for expulsion by a formal vote of the Active Collegiate Members of the Chapter.

D. Pay all National dues, National fees, Local dues, and any outstanding balances by the third regularly scheduled Chapter meeting of the academic term.

E. Abide by all Zeta Iota policies as outlined in the Chapter Operating Policy and Risk Management Policy.

Section 5

A Collegiate Member may request National Inactivity for an academic term, provided that the Collegiate Member is eligible for National Inactivity as defined by the National Constitution. The member must enter the request in writing and must be approved by the Executive Board. Nationally Inactive Collegiate Members shall be exempt from paying national dues and shall not be subject to attendance requirements of the Collegiate Chapter.

Section 6

A Collegiate Member may request Local Inactivity for the academic term. The member must enter the request in writing for reasons such as, excessive academic schedule, family emergency, or other situations beyond the Members’ control. The granting of Local Inactivity by the Executive Board shall waive the member’s requirements as outlined in Article III, Section 4. The Member shall be exempt from local dues, but must still pay National Dues. If Locally Inactive, the Collegiate Member also relinquishes the right to vote on all Chapter issues. A Collegiate Member shall not be granted Local Inactivity two academic terms in a row.

Article IV: Officers and the Executive Board

Section 1

The officers (or Executive Board members) of the Zeta Iota Chapter are the President, Vice President, Secretary, Treasurer, Recruitment Advisor, Initiate Advisor, Historian and Parliamentarian. These members comprise the Executive Board.

Section 2

All Executive Board members shall possess at least:

1. Possess the minimum requirements of an active Collegiate Member and may;

2. Not be under disciplinary action from Saint Joseph’s University or Phi Sigma Pi nationally or locally;

3. Candidates for President should have been a Collegiate Member for one academic term, excluding the Initiation Program.

Section 3

Election of Executive Board members:

A. A simple majority of the Collegiate Members present at a regular meeting shall be required to elect Executive Board members. A person must be nominated or can nominate him/herself. Once nominated, they must be seconded by another Member and accepted by the nominee.

B. Election of Executive Board members shall be held at a regularly scheduled meeting with nomination having been taken from the floor at the previous Chapter meeting. If an office fails to garner nomination of a Collegiate Member, then nominations for that office may be taken at the regularly scheduled meeting in which elections are being held.

C. Executive Board members shall be elected no later than the third to the last meeting before the end of the fall academic term to ensure officer transition.

D. Executive Board members shall be elected and installed each calendar year to serve for the ensuing term of office. The term of office shall be one (1) calendar year. The old officer must facilitate an officer transition program that is 2 weeks in duration.

Section 4

Additional officers may be elected at the discretion of the Chapter and shall be considered members of the Executive Board.

Section 5

All Executive Board members shall have one vote during Executive Board meetings.

Section 6

All Executive Board members shall adhere to the duties as listed in the National Constitution, in addition to the duties listed in Section 8, below.

Section 7

All Executive Board shall submit an end-of-academic term report (Form 110) to the Secretary by a date predetermined by the Secretary.

Section 8

The Executive Board shall posses the power to excuse Members from Chapter Meetings, Mandatory events, Committee events or Committee meetings.

Section 9

Additional duties of each officer are as follows:

A. President

The President shall:

1. Preside at all meetings of the Chapter;

2. Have removal power of all non-elected positions in the Chapter subject to the approval of the Executive Board;

3. Be recognized as the official representative of the Chapter;

4. Serve as the chairperson of the Executive Board;

5. Be responsible for advising the Secretary on all correspondence, in accordance with the Chapter;

6. Call special meetings of the Chapter;

7. Prepare the agenda in consultation with the Executive Board;

8. Be responsible for informing the Chapter about the national activities of Phi Sigma Pi;

9. Serve as the Risk Management Advisor for the Chapter;

10. Assist and oversee the officer transition at the end of each Executive Board member’s term;

11. Assume or delegate the responsibilities and roles of vacant Executive Board and committee positions until the vacant position can be filled.

B. Vice President

The Vice President shall:

1. Be responsible for all duties of the President in the President's absence;

2. Act as coordinator and serve as an Ex-officio Member of the Chapter's Standing Committees, excluding the Executive Board;

3. Accept all official responsibilities and obligations deemed necessary by the President;

4. Appoint all non-elected positions in the Chapter with the approval of the Executive Board;

5. Solicit reports from all the committees/committee chairs;

6. Collect reports from all Chapter Standing Committees.

C. Secretary

The Secretary shall:

1. Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in a permanent record;

2. Be responsible for the distribution of the minutes to the Executive Board before the next regularly scheduled meeting and have the minutes available for review by the Membership of the Chapter;

3. Be responsible for all correspondence pertaining to the Chapter and correspondence distribution to those designated;

4. Preserve, supply, and submit all National and Chapter Forms, documents, records, the National Constitution, Chapter Bylaws, The Ritual, other documents, and supplies;

5. Submit to the National Office the most up to date Chapter Bylaws with the Form 110 every semester or quarter;

6. Be responsible for the attendance records of the Chapter;

7. Maintain for the Chapter the approved Fraternity Roll Book requiring the signatures of all Members at the time of the Member's Induction. All Members shall be numbered sequentially in the Chapter Roll;

8. Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of the sheltering institution to ensure continued affiliation;

9. If necessary, choose, with the approval of the Executive Board and a majority vote of the Active Members present at a regular meeting, an Assistant Secretary to aid in performing the duties of the office;

10. Preside over the meetings of the Chapter in the absence of the President and the Vice President.

D. Treasurer

The Treasurer shall:

1. Report at the Chapter meetings the financial status of the Chapter accounts, including, but not limited to, delinquent Dues;

2. Remit appropriate moneys to the National Office by the specified due date;

3. Propose, in conjunction with the Finance Committee (Fundraising Committee), the budget for the next fiscal year.

4. By no later than the first Chapter Meeting, set and ensure proper communication to the Zeta Iota Chapter of when all dues must be received or a payment plan be established. This deadline must be no less than one week from the date the deadline is originally communicated to the Chapter.

5. Receive and record all moneys of the Chapter and provide for the moneys' security;

6. Adhere to the budget approved by the Executive Board and the Membership of the Chapter;

7. Pay all debts and expenses;

8. Maintain a record of receipts and expenditures, and balance the accounts;

9. Serve as an Ex-officio Member of the Finance Committee (Fund-Raising Committee) and all other general Chapter purpose monetary generating committees;

10. Provide explanations to questions posed by the Financial Review Board (Group conducting the Chapter's Annual Financial Review) for the completion of the Financial Review Board's report;

11. Preside over the meeting of the Chapter in the absence of the President, Vice President, and Secretary;

12. Relinquish possession of the records to the newly elected treasurer prior to the new officer installations.

E. Recruitment Adviser

The Recruitment Adviser shall:

1. Plan and devise the Chapter recruitment with the assistance of the recruitment committee;

2. Be responsible for maintaining and upholding the integrity of the recruitment committee of the Chapter in relation to the National Constitution, the rules of the sheltering institution, and any rules established by the Chapter with the assistance of the recruitment committee;

3. Be responsible for, with the assistance of the recruitment committee, the planning and implementation of the recruitment program as approved by the members of the Chapter;

4. Report recruitment activities and send a complete and detailed description of the recruitment program to the national headquarters by the specified due dates;

5. Serve as the chairperson of the recruitment committee;

6. Preside over the Chapter meeting in the absence of the aforementioned Executive Board members;

7. Be a voting member of the Executive Board;

8. Plan an even number of information sessions and rush events.

F. Initiate Adviser

The Initiate Adviser shall:

1. Be responsible for reviewing and updating the Initiation Program of the Chapter;

2. Be responsible for maintaining and upholding the integrity of the Initiation Program of the Chapter in relation to the rules of the sheltering institution, and any rules established by the Chapter;

3. Be responsible for the planning and implementation of the Initiation Program approved by the Members of the Chapter at the meeting prior to the first meet night held by the Chapter;

4. Report Initiation Activities and send a complete detailed description of the Initiation Program to the National Office by the specified due dates;

5. Be responsible for ensuring that all newly inducted members be taught the fraternal grip and word.

G. Historian

The Historian shall:

1. Keep, collect, and preserve an accurate history of the Chapter;

a. Responsible for updating the history book and preserving minutes, agendas and photos.

2. Be responsible for placing news items concerning the Chapter in local and collegiate publications;

3. Provide the National Office with historical items of the Chapter at the close of the academic year at the Chapter's discretion.

4. Assist the Public Relations Committee in carrying out committee tasks and goals.

5. Creating or finding someone to create the yearly composite.

6. Have an understanding of local and national history through Phi Sigma Pi minutes, agendas, history book and Facebook page.

7. Responsible for updating history and family trees online.

8. Responsible for senior gifts, chords and presentations at the end of the year.

A. Parliamentarian

The Parliamentarian shall:

1. Maintain order at all official Chapter meetings and events.

2. Be responsible for maintaining and upholding Robert’s Rules of Order.

3. Review the Chapter Bylaws and submit proposed changes to the Chapter for their approval.

4. Preside over the Chapter meeting in the absence of the aforementioned Executive Board members.

Section 10

Vacancies

A. A Vacancies in the Executive Board shall be filled by nomination and election (as prescribed by these bylaws) by the Chapter no later than the second regular Chapter meeting after the vacancy occurs.

B. The officer-elect shall be installed after election and shall serve out the remainder of the predecessor’s term of office.

Article V: Chapter Advisers

Section 1

The Chapter Adviser of the Zeta Iota Chapter shall be elected by the members of the Zeta Iota Chapter following a nomination by a Chapter member in a manner approved by the Saint Joseph’s University. To effectively counsel the Chapter and the Members, the adviser must be a full-time faculty or staff of the Saint Joseph’s University, and shall make a reasonable attempt to ensure that all business conducted by the Zeta Iota Chapter meets the Saint Joseph’s University policies. At least one of the sheltering institution’s staff shall be designated the official Chapter Adviser.

Section 2

An Alumni Adviser will be elected at the end of the semester for an academic term. The Alumni Adviser must be available via phone or email to assist the Chapter in any questions Zeta Iota may have. It is highly recommended but not required that the Alumni Adviser goes to General Business Meetings, Executive Board meetings, Voting for Initiates, Pinning, Induction, etc. If there is no alumnus willing to take the position, the position will be vacant for the semester. A majority vote of active brothers at the time of voting, with quorum, is required to elect a candidate.

Article VI: Chapter Standing Committees

Section 1

Chapter Committees exist each academic year. The Vice President shall have the authority to form special (ad-hoc) committees with the approval of the Executive Board when the need arises.

Section 2

The Vice President and the chairperson of each committee, and the Brother at Large shall serve on the Chapter’s Executive Council.

A. The election of Executive Council members and Brother at Large shall follow the same process as Executive Board Members (Article IV, Section 3), except that Executive Council members must be elected no later than the last meeting of the fall academic term to ensure transition.

B. In the case of an executive council position vacancy, the Vice President shall appoint an interim chair for the remainder of the term. A new chair must then be nominated and voted upon by the Chapter before the end of the term in which vacancy took place.

C. The chairperson of each committee shall submit an end-of-academic term report (Form 110) to the Secretary by a date predetermined by the Secretary.

Section 3

The following deals with the minimum requirements of executive council. All executive council members shall:

A. Possess the minimum requirements of an active Collegiate Member.

B. Not be under any disciplinary action from Saint Joseph’s University of Phi Sigma Pi Nationally or locally.

C. Have been an active Collegiate Member for one academic term in the Initiation Program.

Section 4

Standing Committees

A. Fund Raising Committee: Plans all revenue making projects for the Chapter.

B. Service Committee: Plans projects for the Chapter members to become involved with service to the university and surrounding communities, and coordinates activities with the Chapter philanthropy.

C. Social Committee: Plans social, recreational and intramural events.

D. Public Relations Committee: Promotes the public image of the Chapter to the university and surrounding communities and creates a Chapter newsletter. Plans and implements the recruitment of new members through the Rush program as approved by the Chapter and ensures that all Rush activities are in accordance with the National Constitution.

E. Scholarship Committee: Creates Chapter awards for deserving members plans educations and cultural events for the Chapter, provides speakers for the Chapter on topics concerning students and maintains a program to ensure each member is upholding the high academic standards of Phi Sigma Pi.

F. Alumni and Inter-Chapter Relations Committee: Maintain contact with the alumni advisors and other chapters within the Philadelphia area. Plan events that include surrounding chapters and the alumni advisors.

G. Special Events Committee: Plans and implements the Chapter’s risk management events, date night/formal, serves as food ambassador, helps with retreat planning, and any other tasks or events as determined by the Vice President with approval from the Executive Board.

Section 5

Non-Standing Committees

A. Recruitment & Initiation Committee - Helps to plan and implement the recruitment and initiation program as approved by the Chapter; promotes and instills in the initiates the ideals of Phi Sigma Pi; and ensures that all recruitment and initiation activities are in accordance with the National Constitution. This Committee shall be co-chaired by the Recruitment and Initiate Advisors.

Section 6

Specially Elected Positions

A. Brother at Large position – Liaison between non-elected brothers and elected leaders. It is a one semester position and will be voted on every semester.

B. Webmaster: Responsible for updating the chapter website and social media accounts. The Vice President shall appoint this position by the end of every fall semester.

Article VII: Dues and Finances

Section 1

To ensure financial security, the signatures of both the President and the Treasurer shall be required on any fraternity financial disbursements. Only dual-signature payment instruments shall be used to draw funds against the financial accounts of the Zeta Iota Chapter.

Section 2

The Chapter may not possess a line of credit, a credit card, or debit card in the name of the Zeta Iota Chapter and/or “Phi Sigma Pi National Honor Fraternity.”

Section 3

In addition to the National dues of Phi Sigma PI, the Zeta Iota chapter shall levy additional Chapter Dues, in accordance with Chapter needs. Each member shall pay these specified dues, as determined by the Zeta Iota Chapter, to the Treasurer no later than the third regularly scheduled meeting.

Section 4

To ensure that a viable fund shall be on hand at all times to provide for any emergency allocations which may occur, the Chapter shall recognize two account balance thresholds, as follows:

A. If the treasury falls below three hundred dollars, it shall be sealed. Thus, expenditures from the treasury shall be limited until the funds in the treasury are over three hundred dollars. If any withdrawal of funds is requested from the sealed treasury, a motion shall be made and passed by a two-thirds vote of the Active Members in good standing of the Collegiate Chapter before any money is released from the treasury. Outstanding balances and National Dues owed to the National Office and other debts owed to third parties shall not be subject to this action.

B. A minimum balance of two hundred dollars or what is required by the financial institution at which the Zeta Iota Chapter’s accounts are held, whichever is greater, shall be established for the treasury.

Section 5

The Zeta Iota Chapter’s fiscal year begins July 1 and ends the following June 30. The financial policies of the Zeta Iota Chapter shall be governed by a budget adopted at the beginning of each academic term.

Article VIII: Meetings

Section 1

The Chapter shall regularly meet once a week at a time and place to be determined by the Chapter. The date of the first scheduled meeting of the following academic term shall be called by the President at the last meeting of the present academic term.

Section 2

Quorum shall consist of a simple majority of the active Collegiate Members in good standing.

Section 3

The following rules shall be followed for conducting regular meetings: the National Constitution, the National Operating Policies, the Zeta Iota Chapter Bylaws and Robert’s Rules of Order, Newly Revised.

Section 4

The Zeta Iota Chapter’s voting procedures shall follow Robert’s Rules of Order, Newly Revised.

Article IX: Rules and Regulations

Section 1

The Zeta Iota Chapter shall follow federal and state laws and abide by the rules of the Saint Joseph’s University.

Section 2

The Zeta Iota Chapter shall follow the rules/regulations as provided in the National Constitution, the National Operating Policy, the National Risk Management Policy, and other governing documents provided by the National Office.

Article X: Disciplinary Actions of the Chapter

Section 1

Membership Delinquencies

All reports, fees, and outstanding balances called for by the National Office or the Executive Board of the Zeta Iota Chapter shall be forwarded promptly to the respective party by the due date. The Executive Board shall contact a delinquent Collegiate Member as soon as possible regarding any reports, fees, and outstanding balances by the appropriate due date. Failure to submit reports, fees, or outstanding balances by the appropriate due date shall subject the Collegiate Member to a fine to be determined by the Executive Board. Further disciplinary action may be taken if deemed necessary by the Executive Board. Multiple or recurring offenses may subject the Collegiate Member to further disciplinary action under the provisions of Section 3 below.

Section 2

Probation

A. A Collegiate Member may be placed on Probation by a majority vote of the Executive Board for any violations under Article III; Section 4. Terms and length of probation shall be left to the discretion of the Executive Board.

B. A Collegiate Member may be placed on Probation for willful misconduct, breach of the Chapter Bylaws or National Constitution, or conduct unbecoming of a Member of Phi Sigma Pi by a two-thirds vote of the Active Members in good standing of the Collegiate Chapter. Terms and length of probation shall be left to the discretion of the Chapter.

C. Collegiate Members on probation relinquish their right to vote in Chapter Meetings, may not be assigned an Initiate in the Initiation Program, and may not hold an Executive Board or committee chair position. Collegiate members that currently hold an Executive Board or committee chair position when placed on probation will need to be replaced in a special election at the soonest meeting possible after said brother is but on probation. This election will be only for brothers in good standing that are currently not on the Executive Board or Executive Council. They will serve out the remainder of the previously elected brother’s position.

D. A Collegiate Member who has been placed on probation or suspended may be reinstated at any subsequent meeting by at least a two-thirds vote of the Active Members in good standing of the Collegiate Chapter, after the terms of any disciplinary action have been completed.

Section 3

Hearing Procedures for Motions calling for Impeachment, Suspension, or Expulsion

A. A motion calling for impeachment, suspension or expulsion, of a Member shall be accepted from an Active Collegiate Member for failure to meet probationary requirements, gross willful misconduct, non-payment of National Dues, breach of the Chapter Bylaws or National Constitution, or conduct unbecoming of a Member of Phi Sigma Pi. This motion must be accepted by a two-thirds vote of the Active Members in good standing of the Collegiate Chapter before any action can be taken.

B. The Executive Board shall notify the accused member and the official Chapter Adviser if there is to be a hearing to impeach, suspend, or expel a Member of Phi Sigma Pi. The notice shall be sent by email and a phone call must be placed if possible (and a voicemail left). The notice shall advise the accused Member of the time and place of the hearing.

C. A trial board shall be convened to investigate the validity of the motion for impeachment, suspension or expulsion. The trial board shall consist of eight Active Members in good standing and one Executive Board member, all of whom shall be chosen at random (not including the accused or the accuser). For further information regarding trial boards, see Robert’s Rules of Order, Newly Revised.

D. The trial board shall meet within one week of convening. The trial board shall investigate the charges and make a recommendation to the Chapter within one regular meeting. In order for the trial board to reach an objective decision, both the accused and the accuser shall be granted equal time to present positions in relation to the case.

E. After the trial board makes its recommendation, it shall take a two-thirds vote of the Active Members in good standing of the Collegiate Chapter to impeach, suspend or expel the accused. If the accused is impeached, immediate resignation from the office shall be required.

Article XI: Constitution

Section 1

Adoption

These bylaws shall become effective upon approval by the membership of the Zeta Iota Chapter of Phi Sigma Pi Honor Fraternity and by the Saint Joseph’s University, if such approval is required in order to remain in good standing with the sheltering institution.

Section 2

Amendments

These bylaws may be amended at any regular or special Chapter meeting by a two-thirds vote of the Collegiate Members, provided the amendment was submitted in writing to the entire Chapter at the previous regular meeting. The Updated bylaws including any new amendments shall be submitted to the Saint Joseph’s University upon approval by the Collegiate Members, if such submission is required in order to remain in good standing with the sheltering institution.

Section 3

Dissolution

In the event of dissolution of the Zeta Iota Chapter of Phi Sigma Pi National Honor Fraternity, the Chapter’s assets and finances shall be disbursed in accordance with the National Constitution.