CPC Bylaws

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Bylaws of the University of South Alabama
College Panhellenic Council Revised: December 5, 2016

 

▼   Section One: Order of Business
  1. Call to Order.
    1. The President of the College Panhellenic Council shall call all meetings to order.
    2. In the President’s absence, the Executive Vice President shall call meetings to order.
  2. Roll Call and Approval of Minutes.
    1. President shall call roll of the following:
      1. College Panhellenic Council Executive Board
      2. Panhellenic Delegates of each sorority.
      3. Assistant Delegates of each sorority.
      4. Guests of each sorority.
      5. Interfraternity Council Member-at-Large.
      6. National Pan-Hellenic Council Representative.
      7. Panhellenic Advisor.
      8. President will motion for approval of minutes. Second motion by is required to approve minutes.
  3. Officer Reports.
    1. Individuals will give reports in the following order:
      1. President
      2. Executive Vice President
      3. Vice President of Membership Recruitment
      4. Secretary
      5. Treasurer
      6. Community Program Director
      7. Assistant Director of Panhellenic Representatives
      8. Marketing and Communications Director
      9. Member at Large
      10. Interfraternity Council Member at Large
      11. National Pan-Hellenic Council Representative.
      12. Panhellenic Advisor
      13. Panhellenic Delegates of each member sorority in alphabetical order.
  4. Committee Reports.
  5. Unfinished Business.
  6. New Business.
  7. Adjourned.
▼   Section Two: Rules during meetings.

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the University of South Alabama Panhellenic Council when applicable and when they are not inconsistent with the NPC Unanimous Agreements, these bylaws and any special rules of order the University of South Alabama Panhellenic Council may adopt

  1. Proposed motions on issues that impact a chapter as a whole must be announced at a previous meeting to allow opportunity for chapter input before a vote may be taken on the issue.
▼   Section Three: Officer Duties
  1. The President shall:
    1. Preside at all meetings of the Panhellenic Council.
    2. Schedule and preside over two Presidents Meetings a semester.
    3. Serve as an ex-officio member of all Panhellenic Association committees, except the judicial board.
    4. Communicate regularly with the Panhellenic advisor.
    5. Retain knowledge of the NPC Manual of Information and all governing documents of this Association.
    6. Ensure that the NPC College Panhellenic annual report is completed.
    7. Communicate regularly with the NPC area advisor.
    8. Maintain current copies of the following:
      1. The University of South Alabama Panhellenic Council bylaws and standing rules, the Panhellenic Council budget, contracts executed on behalf of the Panhellenic Council, correspondence and materials received from the NPC area advisor, all NPC College Panhellenic reports, and other pertinent materials.
    9. Perform all other duties as assigned.
  2. The Executive Vice President shall:
    1. Perform the duties of the president in her absence.
    2. Retain knowledge of the NPC Manual of Information and all governing documents of this Association.
    3. Update as needed all governing documents of the College Panhellenic Council.
      1. Constitution
      2. Bylaws
      3. Junior Panhellenic Bylaws
      4. Recruitment Rules
    4. Regularly attended and head Junior Panhellenic meetings.
    5. Be familiar with the Panhellenic Judicial Process.
    6. Serve on Recruitment Committee.
    7. Serve as Chairperson for the Judicial Board. (Involves setting dates, reserving the room, writing a detailed letter why a group is being called forward and hand delivering, and running the judicial hearing, as specified by the NPC.)
    8. Coordinate the Fall Fundraiser / Spring Social with Junior Panhellenic Council.
    9. Serve as co-advisor to Junior Panhellenic.
    10. Ensure that the risk management policies are followed.
    11. Perform all other duties as assigned.
  3. The Vice President of Membership Recruitment shall:
    1. Be in charge of Formal and Informal Recruitment
    2. Prepare, distribute, collect, and compile the recruitment evaluations, recommendations, and present a report of the results in writing to the Panhellenic Council at a post-recruitment meeting.
    3. Interview and choose recruitment counselors.
    4. Print and distribute recruitment rules and set up meetings regarding Fall Recruitment with the Recruitment Chairpersons in the Spring.
    5. Chair the Recruitment Committee.
    6. Reside in Mobile during the summer and hold office hours.
    7. Be disassociated from her fraternity from May until the end of Formal Recruitment.
    8. Keep the Recruitment Chairs and Advisors of each NPC chapter informed of all activities pertaining to recruitment.
  4. The Secretary shall:
    1. Preside over all Panhellenic Executive Board meetings.
    2. Schedule all Panhellenic Meetings for the upcoming calendar year
      (January - December).
      1. Meetings have to take place at the Student Center at 6pm.
    3. Keep an accurate roll of the members of Panhellenic Council.
    4. Record minutes of all meetings of the University of South Alabama Panhellenic Council and the Executive Board.
    5. Maintain a complete and up-to-date file that includes the minutes of all meetings from the date of organization and current correspondence.
    6. Distribute meeting minutes to the NPC area advisor.
    7. Retain knowledge of the NPC Manual of Information and all governing documents of this Association.
    8. Send all sororities and fraternities congratulation notes in regards to recruitment, founders’ day, awards, i.e.
    9. Be responsible for the official correspondence of Panhellenic Council.
    10. Perform all other duties as assigned.
  5. The Treasurer shall:
    1. Supervise the finances of the University of South Alabama Panhellenic Council.
    2. Prepare the annual budget and, after its approval by the Panhellenic Council, provide a copy to each University of South Alabama Panhellenic Council member sorority.
    3. Receive all payments due to the Panhellenic Association, collect all dues and give receipts, as necessary.
    4. Pay promptly the annual NPC dues and all bills of the University of South Alabama Panhellenic Council, as appropriate.
    5. Maintain current financial records; give a financial report at each regular meeting of the Panhellenic Council and an annual report at the close of her term of office.
    6. Retain knowledge of the NPC Manual of Information and all governing documents of this Council.
    7. Perform all other duties as assigned.
  6. The Community Program Director shall:
    1. Serve as a resource for the scholarship chairmen for each fraternity.
    2. Provide external resources for chapters / members that are struggling with grades.
    3. Plan one educational program to be conducted during semester of Panhellenic Meeting.
    4. Act as the liaison between Order of Omega, other governing councils and local organizations in planning the Greek Awards Ceremony.
    5. Plan one local and one national philanthropic event every calendar year.
      1. National Philanthropy is the Circle of Sisterhood.
    6. Plan one sisterhood event for all sorority members every calendar year.
    7. Be responsible for working with University of South Alabama Panhellenic chapters that are struggling scholastically by contacting the chapter’s scholarship chair.
    8. Be responsible for developing academic programming for new members as determined or as needed.
  7. The Assistant Director of Panhellenic Representatives shall:
    1. Serve as Head Recruitment Counselor during the formal recruitment process. *The Assistant Director of Panhellenic Representatives must have held the position of Pi Chi before.
    2. Interview and choose recruitment counselors.
    3. Train and prepare Recruitment Counselors for Formal Recruitment.
    4. Schedule and preside over Recruitment Counselor Work Week.
    5. Work with chapter delegates to ensure that all houses are familiar with all events and updates in the Panhellenic Community.
    6. Regularly attended and head Junior Panhellenic meetings.
    7. Serve as a co-advisor to the Junior Panhellenic Council.
    8. Serve as a member of the Recruitment Committee.
  8. The Marketing and Communications Director shall:
    1. Run USA Office of Greek Life Social Media Accounts. (Facebook, Instagram, Twitter, i.e.)
    2. Make monthly Panhellenic Newsletter and send out to all sorority women.
    3. Be responsible for coordinating with the Student Life Office webmaster to update the Panhellenic Council’s webpage that is to be available to all living unites, faculty, and staff.
    4. Schedule and book Spring photoshoot with Panhellenic executive board and Recruitment Counselors.
    5. Work in collaboration with the Panhellenic President to ensure proper and timely publicity surrounding executive board applications and the elections process.
    6. Assist chapters in properly publicizing their chapter website and chapter events in accordance with Panhellenic and University policies.
    7. Create marketing, advertising strategies, and materials for the Panhellenic Council and its member chapters.
    8. Design marketing materials (flyers, banner, posters, and, table tents etc.) to promote council events and arrange for them to be distributed in various venues on the University of South Alabama campus.
    9. Maintain records of articles published in any newspaper or online outlets that includes the University of South Alabama Panhellenic Association.
▼   Section Four: Advisor Roles and Responsibilities

 

The Panhellenic advisor of the University of South Alabama College Panhellenic Council shall be appointed by the University of South Alabama administration.

  1. The Panhellenic advisor shall serve in an advisory capacity to the University of South Alabama College Panhellenic Council. The Panhellenic advisor shall have voice but no vote in all meetings of the Panhellenic Council and the Executive Board.  
▼   Section Five: Violation Resolution

Chapters shall be held accountable for the conduct of their individual collegiate and alumnae members. Conduct contrary to the NPC Unanimous Agreements, these bylaws, the Panhellenic code of ethics, standing rules and/or membership recruitment regulations of the University of South Alabama Panhellenic Council shall be considered a violation.

  1. Members are encouraged to resolve alleged violations through informal discussion with the involved parties.
  2. If informal discussions are unsuccessful, the judicial process will be set in motion by filing a report of the alleged violation. The University of South Alabama Panhellenic Council shall follow all judicial procedures found in NPC Unanimous Agreement VII.
  3. Mediation. Mediation is the first step of the judicial process. The University of South Alabama Panhellenic Council shall follow all NPC Unanimous Agreements concerning the judicial process.
  4. Judicial Board hearing. When a violation is not settled informally or through mediation, the Judicial Board shall resolve the issue in a Judicial Board hearing. The Panhellenic Council shall adopt procedures in the standing rules for this purpose that are consistent with the NPC Unanimous Agreements.
  5. Appeal of Judicial Board decision. A decision of the Judicial Board may be appealed by any involved party to the NPC College Panhellenics Judicial Appeals Committee. The University of South Alabama Panhellenic Council shall follow all NPC Unanimous Agreements concerning the appeals process.
▼   Section Six: Standing Committees

The Standing Committees of the University of South Alabama College Panhellenic Council shall be the Judicial Board, Recruitment Committee, and Junior Panhellenic.

  1.  Judicial Board
    1. The Judicial Board shall consist of the Executive Vice President as the Chairperson and a representative selected by each sorority as ex-officio members.
    2. It shall be the duty of the Judicial Board to see to violations of the Constitution, Bylaws, Standing Rules, and Recruitment Regulations of the University of South Alabama College Panhellenic Council.
    3. The members of the Judicial Board will be required to attend Judicial Board procedures workshop(s) and attend all requested hearings.
  2. Recruitment Committee
    1. The Recruitment Committee shall consist of the Vice President of Recruitment as Chairperson, the Recruitment Chairmen and the Presidents of each member fraternity, and the Panhellenic President, Executive Vice President, Assistant Director of Panhellenic Representatives, and the Panhellenic Advisor as ex-officio members.
  3. Junior Panhellenic
    1. The Junior Panhellenic Committee shall consist of the Executive Vice President and the members of Junior Panhellenic, which represents all member fraternities.
▼   Section Seven: Amendment of the Bylaws: What is the protocol for making changes to this document? Quorum?
  1. Amendments of Bylaws
    1. These bylaws may be amended at any regular or special meeting of the University of South Alabama Panhellenic Council by a two-thirds vote, provided that the proposed amendment has been announced and submitted in writing at the previous regular meeting, allowing an opportunity for chapter input.
  2. Quorum
    1. A total of two-thirds of Executive Board members and chapter delegates shall constitute a quorum for the transaction of business.